Project Charter Example

Alpha Omega ITProject Charter

Prepared by: Alpha Omega ITReviewed by: Jeffrey Dagher

V2.3

Table of Contents

1. Document Details...............................................................................31.1 Document History.............................................................................................31.2 Document Purpose............................................................................................31.3 Document Audience..........................................................................................31.4 Document Task Breakdown..............................................................................31.5 Quality Assurance.............................................................................................4

2. Who We Are........................................................................................42.1 Corporate Aims.................................................................................................52.2 Mission statement.............................................................................................52.3 Vision Statement..............................................................................................52.4 Alpha Omegas Products and Services ..............................................................5

3. Our Client Eastcoast Contracting Pty Ltd...........................................54. The Problem ......................................................................................7

4.1 Implication of the Problem................................................................................84.2 Results if the Problem is not Fixed....................................................................8

5. The Proposed Solution .......................................................................95.1 Features of Proposed Model............................................................................105.2 Graphic Network Diagram...............................................................................11

6. Detailed Stakeholders ......................................................................137. Deliverables.....................................................................................17

7.1 Hand Over Dates.............................................................................................18

1. DOCUMENT DETAILS

1.1 DOCUMENT HISTORYDate Revised By Changes Made Version17 February 2008 Alpha Omega IT Sections A, B, C, E & F

provided by Alpha Omega team

1.0

24 February 2008 S. Alexander Document reviewed by Team Leader. Standards applied to document.

1.1

03 March 2008 Alpha Omega IT Sections D & G provided by Alpha Omega team

1.2

10 March 2008 S. Alexander Document reviewed by Team Leader and Submitted

1.3

28 April 2008 J. Dagher Reviewed after first hand back from Project Manager (Teacher)

2.0

16 June 2008 J. Dagher Reviewed after second hand back from Project Manager (Teacher)

2.2

31 July 2008 S. Alexander Updates to member roles and formatting

2.3

1.2 DOCUMENT PURPOSEThe purpose of this document is to outline who Alpha Omega is, who the client is and define the problem. It will be used as a reference document for further planning and designing of documents such as the Project Management Plan and the Feasibility Study. As well as defining the problem it will also provide an initial solution for the client.

1.3 DOCUMENT AUDIENCEThis document will be given to our client, ie. Eastcoast Contracting for review and consultation if necessary. Alpha Omega team members will also use this document in their respective roles as a reference and planning document. Team members include the Project Manager, Lead Designer, Quality Assurance Manager and the Hardware and Software Managers.

1.4 DOCUMENT TASK BREAKDOWNName SectionJeff Dagher 2. Alpha Omega Details.

7. Deliverables & DatesReview & make changes to document

Mark Odrljin 3. Eastcoast Contracting Details4. The Problem5.1 Features 5.2 Network Diagram

Stuart Alexander 1 Document Overview 5. The Proposed SolutionReview & make changes to document

Project Charter Ver 2.3 - 3 - Alpha Omega IT

Christine Zhou 6. Stakeholders

Laxmi Joshi 4. The Problem

1.5 QUALITY ASSURANCE

2. WHO WE ARE Alpha Omega IT is a small/medium organisation that contracts out to other organisations in which to develop and maintain computing network systems to meet their needs. Alpha Omega offices are located in the Sydney CBD. The team consists of 5 members with various skill sets allowing projects to be carried out from the design phase through to implementation. The teams areas of expertise are listed below.

Alpha Omega was founded in 2005 and has successfully implemented over a dozen systems in small businesses. We pride ourselves in specialising in finding IT solutions for small business.

Project Members Members RolesStuart Alexander Project Leader

Quality Assurance CoordinatorStandards CoordinatorHardware Manager

Jeffrey Dagher Deputy Leader Lead DesignerImplementation CoordinatorPresentation Coordinator

Christine Zhou Recording Secretary Software ManagerTesting CoordinatorNetwork AdministratorSecurity Coordinator


2.1 CORPORATE AIMSAlpha Omega IT corporate aims are:

1. Develop systems customised on the requirements of our clients2. Ensure high satisfaction is achieved through our services and products3. Provide a highly dependable team which can provide support when required4. To always try and improve our products and services.5. Expand the business to be able to handle demands for large organisations

across the nation.

2.2 MISSION STATEMENTOur mission is to provide a highly satisfactory system customised to your specific requirements along with ongoing technical support and satisfaction to all our clients throughout the business agreement.

2.3 VISION STATEMENTOur vision is to ensure that all consumers receive the latest and most innovative ideas from our products and services leaving them satisfied. Alpha Omega strives to constantly monitor and improve its services to achieve a greater competitive advantage over other IT organisations within the Sydney CBD area.

2.4 ALPHA OMEGAS PRODUCTS AND SERVICES Alpha Omega IT is an organisation which designs and develops computing systems for organisations which may be starting a new system or require an upgrade to their current system as it may no longer meet their needs. We deal with organisation sized anywhere from small (single location) to large (multiple sites across the country). The products/services Alpha Omega IT provides are as followed:

Create system plans/ implementation ideas for new or modifying existing system

Develop and implement systems which we create depending on your demands/needs

Provide technical support (having our own help desk, contact details which allows clients to contact if they require assistance with any aspect of the system we developed for them)

Training for the newly created system (user documentation/guides as well as training when first implemented)

3. OUR CLIENT EASTCOAST CONTRACTING PTY LTD Eastcoast Contracting is a nursing contracting department based in Melbourne. They specialise in contracting out nurses to the elderly may it be at home care or at a retirement home. The Melbourne office currently has 12 employees.

They would like to expand their Contracting department and open up a branch in Sydney NSW. Eastcoast is currently looking for an appropriate premise in Sydney which is located within the St George area. The premises will be similar in size to Melbourne and will initially employ 8 people. There will be limited connectivity between the two offices. Eastcoast is looking to expand to more employees in the future.


Eastcoast has stated that any system that is implemented needs to provide the same level of security as their Melbourne office and have the same functionality including office and database software. They value confidentiality and secure data.


All their staff will use the system and they advised that they will need at least 6 desktops for the office and 2 laptops for staff when they are out of the office. The current situation with the person who will maintain the system once implemented is not known but the client has advised that the new System Administrator will require training with user manuals and complete documentation of the system.

4. THE PROBLEM Eastcoast Contracting is planning to extend their contracting business by opening another office in Sydney. Their main problem is that they are ready to establish the new office and begin operating but have no computerised system in place. They are required to get operational as soon as possible to minimise loss of business and productivity.

Other problems that are occurring include the branch having no facilities in which to allow them to communicate with their Melbourne branch, stakeholders. This problem is due to a lack of facilities including electronic mail which would allow them to send updates or information to all users that can connect to the system. Fax and printing capabilities is another facility they lack which allows them to send or receive hard copy data between clients and other branches.

Another problem is they have too many records to store in a Microsoft Access database, which could potentially mean it takes a long time to search through the information. As more data is gathered the database will need to be able to cope with the increased volume without adversely affecting the speed of data retrieval or increasing the difficulty for the end user to find what is required. The staff level of computer skills is varied and a user friendly interface will need to be considered.

Budgeting is a considerably large factor of the problem as Eastcoast are aware that creating a new network can be very costly. The main concerns raised are about the cost of cabling as this can be a significant cost of the whole system. A preference for a wireless infrastructure has been expressed due to the savings that can be made.

Security is vital for Eastcoast due to their stored confidential data. When thinking of taking the wireless approach the security factor of the network needs to be considered due to it being broadcasted amongst a set area increasing the risk of intrusion.

Wireless networks have other benefits including increased mobility for users. Eastcoast staff who use laptops will be able to easily move desks without having to worry about having a network port to connect to.

Eastcoast anticipates having staff on the road and still be able to connect to the office. The connection will need to be sufficiently fast and also address the security and budget concerns.


4.1 IMPLICATION OF THE PROBLEMThe problems identified need to be addressed when planning the solution so as to fulfil the requirements of the business. In addition to the initial planning there will also need to be reviews all through the project life cycle to ensure the problems are resolved.

When purchasing hardware and software the items selected need to be good value for money. The items need to be as low a price as possible that also address all other requirements including sufficient security, scalability and functional features.

Training will need to be provided for all staff outlining the basics of the wireless network, its limitations, security and how it functions. Training manuals may need to be provided. Policies and procedures will need to be reviewed or newly created that cover system operation and information such as correct storage of electronic files.

The system will need to be designed holistically in regards to security. Each part of the system needs to be reviewed as part of the whole to identify any weaknesses. Including the Wireless Access Points, other network devices, workstations, servers and business processes. Each staff member will be made aware of their responsibility to ensure security.

Printing and fax facilities can come either combined in one device or separate whereby it will be determined by the cost and efficiency factors. If electronic messaging is provided to employees then policies regarding appropriate usage and further training will need to be put into place so we can block out potential threats. Restrictions on who employees can contact may also need to be enforced.

An implication for the database will be selecting one that can hold more than a Microsoft Access database and is user friendly. The current database in the Melbourne office has been identified as insufficient for the Sydney office. The database which is selected may be integrated into the Melbourne office in the future but at this stage has no relevance on the current project.

Not only is the system administrator in charge of ensuring network security in the office, they will also be in charge of ensuring the VPN connections are not compromised. A method which will be utilised is IPsec VPN. Its features are:

1. Controlled access to the intranet2. Strong encryption3. Simple design4. Less server setup

This ensures data confidentiality and integrity through authentication and encryption of network traffic. It also has the benefit of being easy to manage.

4.2 RESULTS IF THE PROBLEM IS NOT FIXEDOutlined above are the problems facing Eastcoast Contracting with their expansion into Sydney. If solutions are not found for the problem the following results could occur:

Loss of business and clients due to them not being operational. Their clients will then seek out competitors services.


Loss of profit/money. If they are restricted in conducting their business and are unable to provide services in which they specialise in due to lack of facilities and infrastructure, they will consequently lose profits.

Employees at the Sydney location are limited in what they are able to do due to having limited services resulting in an unproductive workforce and a waste of resources to the business.

Employee frustration could occur if the software selected is not user friendly, especially the database which is used frequently.

On the road staff will not be able to connect to the office electronically resulting in other communication methods such as telephony being used. This results in time wastage and potentially incorrect information being provided.

Hackers and cyber vandalism can attack the business if proper security procedures are not addressed. The outcome of not having a secure system are:

Unauthorised people using the wireless connection to connect to the internet (that the business has paid for) will result in higher costs and less bandwidth for business operations.

Breach of client confidentiality. This could lead to law suits costing millions of dollars and loss of reputation.

Criminals taking control of the connection and using it for illegal activities such as spreading of viruss or mass spamming. These illegal activities will be traced back to the legitimate business.

5. THE PROPOSED SOLUTION The major objective of the solution is to provide a wirelessly networked office environment for Eastcoast Contracting allowing them to continue their business of providing contractor nursing staff. The system will include servers to run the back-end programs, network hardware including switches, routers and wireless access points and desktop machines to connect to this network infrastructure.

Included in the system there will be a way for nurses to communicate with Eastcoast through the internet and for Eastcoast to manage their staffing requirements through a relational database. Printing and fax capability are also part of the outlined system.

Stated below are the products and services that Alpha Omega can provide to Eastcoast.

Wireless connectivity between desktops and servers Electronic mail Web presence/webpage Purchase of hardware and software after providing quotes and invoices to

Eastcoast


Installation of office software, relational database and all hardware to run the system

Proper safeguards in place to deny unrestricted access including software and hardware measures

A system which allows further expansion of the business through a scalable architecture

VPN access for users off site Documentation of system design to assist the recruited IT staff member Initial training for users outlining key functions of the system

A prototype of the system will be developed showing the functionality of the proposed system which can then be fully implemented into Eastcoast Contracting by Alpha Omega. This prototype will be operational within the 18 month time period as requested by Eastcoast.

What is not covered by Alpha Omega

Ongoing maintenance of the IT infrastructure Training of staff on the office or database software Configuring the database with Eastcoasts data Services outside of the agreed SLA

5.1 FEATURES OF PROPOSED MODELThe current features of the proposed model are a follows

Being able to access the network anywhere in the office and not being limited to the amount of computers to connect to it. This is possible via the use of an access point which will be created if the proposed model goes ahead.

Remote access to the network, our on site staff are required to hold laptops so they can access data or any other resource on our network wirelessly. Using a VPN router will make this possible to do so.

Each user of the system will be provided with an email address so that they are constantly up to date with all processes and updates that may occur to our system as long as they have internet access or are logged onto our network. Email server is created and will run 24/7 so all users can retrieve information required.

Fast access to files, an individual file server is created so that processes will be kept to a minimum also allowing direct access to files and data required.

The database to be created will be designed to be user friendly, logically set out and allow for data to be easily entered, modified and searched.

User friendly client workstation/laptop software enabling all users of the system to conduct their work efficiently and be productive.

Capable of communicating with users outside the business (customers and various stakeholders) through the use of electronic mail eg. Email and


websites. Mail server will be created to allow communication between all stakeholders of the business so information can be sent and retrieved easily.

The administrator of the system can easily insert new staff and users and to assign rights accordingly. The security will allow multiple levels of rights including user, modifying and administrator rights. The Domain server is the centre of administering accounts on this network.

The router selected will provide security by limiting which pcs are connected by IP addresses, it will allow the VPN users to remote into the office network.

A facility which allows both printing and faxing will be the multifunction device which will connect directly into the local network allowing all logged in users to connect to it. This device allows users to print from any workstation/laptop onsite as well as send faxes directly from their PCs or manually.

Anti virus software will also provide a more stable and reliable system to Eastcoast Contracting and that is one of their main concerns. The software allows for real time scanning so that it constantly monitors the systems in and outgoing data.

Security features which will be incorporated into the system include setting strong passwords, monitoring network traffic for unauthorised access, MAC address filtering and group policy management

5.2 GRAPHIC NETWORK DIAGRAMThis shows a graphical representation of the network and the key components of the system.


6. DETAILED STAKEHOLDERS Following are the stakeholders who have a vested interest in the success of the project.

Name Organization Job Title Responsibility/Interest in Project

Maria Faraone Eastcoast Pty LtdAlpha Omega Employer

CEO, Project Sponsor

1. Approve the submitted budget plan.

2. Make the final decision and sign off on the recommended solution.

3. Provide the business requirements of the project.

4. Also an end user of the system.

Maria Faraone TAFE Teacher, Project Manager

1. Review and provide feedback of documentation submitted and sign off project deliverables.

2. Provide input into the direction that the project is taking if necessary.

Eastcoast staff/ End User

Eastcoast Pty Ltd

Various 1. Provide user feedback in the testing phase.

2. Using the software through the desktop machine or through the VPN.

3. Input data into the system though the database and directly from clients/contractors.

4. Processing jobs and information accordingly

IT Staff Member Eastcoast Pty Ltd

System Admin 1. Maintain the system after implementation.

2. Receive all documentation of the configuration of the project.

3. Also an end user of the system.



Stuart Alexander Alpha Omega IT Pty Ltd

Project Leader

Quality Assurance Co-ordinator

Standards Co-ordinator

Hardware Manager

1. Allocate tasks and due dates to team members.

2. Provide input into all aspects of the project.

3. Provide feedback to Eastcoast on status of project.

4. Review documentation with Standards Co-ordinator.

5. Chair meetings with Eastcoast CEO and Alpha Omega staff.

6. Ensure the project is fulfilling customer needs and that staff are following best practice procedures.

7. Research and verify which hardware components will be most beneficial to final design of the system.

Christine Zhou Alpha Omega IT Pty Ltd

Network Administrator

Recording Secretary Software Manager

Testing Co-ordinator

Security Co-ordinator

1. Research, recommend and oversee installation of software in the system.

2. Prepare the software implementation plan and oversee the installations.

3. Prepare a testing plan for the system and record outputs of tests.

1. Record minutes of meetings

2. Check that the security of the system meets the requirements set by the customer (Eastcoast Contracting)



Jeffrey Dagher Alpha Omega IT Pty Ltd

Deputy Leader

Lead Designer

Implementation Coordinator

Presentation Coordinator

1. Assume Project Leader duties if Project Leader is unavailable.

2. Prepare security standards for project and ensure they are abided by in the project.

3. Advise on hardware specifications and purchase all hardware.

4. Design network diagrams and advise on network specifications to implement in the project.

5. Research, recommend and design project solutions and incorporate recommendations from Network Admin, Security & Hardware Managers into the project.

6. Prepare an implementation plan and co-ordinate the implementation of the HW & SW in conjunction with the Software Manager.

7. Prepare and oversee final presentation.

8. Design an implementation plan for the design of the new system

9. Coordinate the final presentation of the network

Customers of Eastcoast

None None These include nursing staff wanting to register with Eastcoast, the general public requiring more information on Eastcoasts services and the companies employing the services of Eastcoast.

Their main interaction with the system will be through the website. They can also provide feedback through Eastcoast if there is some functionality missing from the website.



Vendors of Project

None None Alpha Omega will purchase software and hardware for the project from our vendors. They may be able to make recommendations of one brand over another or if there is compatibility issues.


7. DELIVERABLES As Alpha Omega IT has been contracted out to construct and implement a new network for their new location in Sydney, St George Area. The system we are to deliver to Eastcoast Contracting will rectify the problem they are currently experiencing. Alpha Omega IT deliverables are as followed:

Documentation that Alpha Omega will provide to Eastcoast Contracting includes:

Project Charter Project Management Plan Feasibility Study Requirements Specification Report Design Report Testing Plan Implementation Plan Disaster Recovery Plan Maintenance Plan User Documentation Client Support Plan Post Implementation Review New User Requirements

A prototype of the system will be developed to allow for testing and evaluating, it will include all the following aspects:

Hardware Components to be used:

File Server and Domain Controller Mail Server Database Server 6 desktops and 2 laptops connected wirelessly to the network Wireless access points and switches Router with VPN enabled thus allows users to remotely connect to network 2 multifunction devices (print, scan, fax) connected to network Static website for Eastcoast Contracting ready for uploading to a website

hosting site


Software Components to be used:

Server Operating software either Microsoft products or Linux alternative Desktop operating systems running Microsoft Vista or Linux alternative Microsoft Office/Open Office Server software as detailed above Antivirus/spyware software All necessary networking software Internet connection supplied by internet service provider

All detail of the deliverables listen above allows Eastcoast Contracting to operate productively and efficiently. This solution shall allow it to overcome all its problems that are occurring. If Eastcoast Contracting are pleased with the project plan they will then begin implementation.

7.1 HAND OVER DATES

Deliverable Date to be implementedProject Charter 10.3.08

Project Management Plan 7.4.08

Feasibility Report 12.5.08

Requirements Specification 16.6.08

Design Report 1.9.08

Server Prototype 10.10.08

Network Prototype 10.10.08

PC Client Prototype 10.10.08

Testing Plan 24.11.08

Test of Whole System prototype 24.11.08

Implementation Plan 9.2.09

Disaster Recovery Plan 9.2.09

Maintenance Plan 9.3.09


Documents

Project Charter Example