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October 11th, 2011
Project Charter
“SuperPass”
World
Innovations
World Innovations Project Charter
1
Overview
Summary
This project develops a new student card named “SuperPass”. The SuperPass replaces the local student
cards ─ for example the UPass at the University of Victoria. The SuperPass card shall be an all-in-one solution
for students to use as identification, a bus pass, and to represent a prepaid card to be used in local
supermarkets and all on-campus services ─ such as copy shops or kiosks.
The purchaser of this product to be developed is “Integrated Travel Solutions” ─ a company from Victoria,
B.C. that focuses on integrated solutions such as combined credit cards to be used for other needs as well.
This document provides data about the client’s needs, the project’s objectives and scope at a first part.
There is also a complete stakeholder analysis with information on how to deal with the project’s stakeholder
and how to monitor them and keep them satisfied with the project’s outcome.
The second part of this document shows how World Innovations as designer of this project have planned to
approach this project. Therefore milestones and project tasks are listed and visualized with graphs. There is
also a risk management plan for identifying the possible risks and a guide how the designer team plans to
mitigate the possible risks.
The very last part of this document acts as approval section where both companies ─ Integrated Travel
Solutions as clients and World Innovations as designers ─ sign the document to evidence the approval and
acceptance of this document’s content.
Context
The project is requested by company, Integrated Travel Solutions. It is designed by company, World
Innovations.
It began with Integrated Travel Solutions’ request for proposal on September 15 2011 and will end with the
final report documentation on December 9 2011.
It will begin at the University of Victoria, Victoria BC, to coordinate the following items on SuperPass cards
and their accounts online:
University members’ accounts
University’s services
Public services of select businesses in the Victoria region
The project will make similar transitions at all post-secondary schools on Vancouver Island and will expand at
each school to include SuperPass’s services and businesses that reach throughout Vancouver Island.
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Need
The systems that exist at most post-secondary institutions are made of services that function separately
from each other. Coordinating these services to be managed on one account will be more efficient,
compared to multiple accounts where it’s easy to confuse billing amounts and deadlines.
Expanding the reach of the SuperPass will increase said efficiency and more benefit to traveling students; co-
op students, distance education students, and others. Example: The University of Victoria’s (UVIC’s) tuition
includes the discounted fee for a semester’s bus pass only in the Victoria region. Traveling students will
benefit from a bus pass that will include travel on all of Vancouver Island.
The current system lacks sufficient flexibility. Example: Opting transit service out of one’s tuition is very
difficult; currently transit opt-outs at UVIC are only available to students with disabilities and none else.
The current system lacks sufficient promotion of some services. Example: At UVIC, many students who live
off campus can use a grocery card at UVIC’s store to save money. Student Ryan Williams has studied at UVIC
for about 5 years, lives about 15 minutes away from campus, only discovered UVIC’s grocery service in
October 2011.
Objectives
The aim of this project is to provide a system for students that is much easier to deal with by just having one
(credit) card for the most important things. Being a student consists of having to pay for many different
things. Objective of this team is to make a card which allows you to pay for all things. This card will have all
aspects that a food card, money card, bus pass, printing card and gym pass have ─ except in one card.
Instead of carrying a bunch of separate cards for all of these things it would be integrated as one whole.
There also is a security aspect as an objective for this project. Some actual cards like bus or printing cards
can be misused by other people if the student loses them. The new card should protect the student’s
personnel data as well as his money he put on his card if it gets lost.
Scope
This project is to create a system that will replace and enhance current u-pass system. Students should be
able to preload money onto the card through online banking or cash and use the card at any cooperating
businesses.
The SuperPass will launch with the following services at post-secondary schools, and services from the
following businesses, companies, and stores:
BC Transit
BC Ferries
Thrifty Foods
Fairway Market
School Cafeterias
Post-Secondary Bookstore
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Any branches of the above mentioned units that are found on the mainland will not be covered by the
SuperPass; ex: Thrifty Foods, Vancouver BC. A user cannot go into debt with the SuperPass or transfer credit
to other accounts – e.g. bank account – or other SuperPasses. The maximum credit a user can put on his/her
SuperPass is $200.00.
The SuperPass will begin at the University of Victoria (UVic). In three years, it will include the following
schools:
University of Victoria
Vancouver Island University
Royal Roads University
Camosun College
North Island College
Co-op and distance education students are not automatically included in the system. At each new semester,
they must opt in if they want an account. Students that cease enrollment and alumni are not covered;
accounts of students that drop out or graduate to alumni are automatically ended. The SuperPass will not
cover the family members or other relatives of the students. The SuperPass card will not be available off of
Vancouver Island.
Stakeholder Management
The following list provides an overview about the stakeholders of this project.
S 1 Clients
S 2 Students from the competing universities
S 3 Colleges & Universities that compete
S 4 Other universities that don’t compete
S 5 BC Transit BC Ferries
S 6 UVic Companies (Bookstore, Printing,...) UVic Foods (Coffee Houses, Bars, ...)
S 7 Thrifty Foods Fairway Market
S 8 Other Institutions not included in UPass (yet)
As the analysis of the stakeholders is very important for the success of the project, the following diagram
shows the degree of interest in and power within the project. Additionally their actual thinking and opinion
about this project is included as well.
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Image 1: Stakeholder Analysis Diagram
Depending on the stakeholders’ position within the graph (Figure 1) different actions to include the
stakeholder into the project. Therefore the stakeholders are divided into 4 categories, grouped by their
degree of power and interest into the project. The following graph shows the way to interact and deal with
the categorized stakeholders.
Image 2: Stakeholder Management
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The following picture shows another view about the actual opinion of the project’s stakeholders. The aim of
the stakeholder management is to keep all stakeholders satisfied, especially the ones with most power
within the current project. So there will be an iterative and reappearing process to determine the
stakeholder’s opinion about the project.
Image 3: Stakeholder Analysis Chart
Glossary
Alumnus (singular), Alumni
(plural)
A graduated or former student, or former employee, member, or other
contributor to a school
BC Ferries British Columbia Ferry Services Inc, ferry transportation System and
Company on the British Columbia shoreline
BC Transit Primary agency in British Columbia that provides public bus
transportation to towns and cities
Bus pass Access card for using travel options like busses
Co-op Student Student in the Co-operative Education program
Distance Education Online education system for students that live far away from schools
Fairway Market Canadian grocery chain
Food card Prepaid money card to purchase food with at participating food markets,
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supermarkets or grocery stores
Gym pass Access card for entering and using a gym
Integrated Travel Solutions Client company that purchased this project
Kiosk Small booth or cubicle at which vendors or small business may sell small,
inexpensive items; scarves, necklaces, etc
Opt-in Action to choose to include a specific feature, privilege, or other asset in
one’s venture
Opt-out Action to choose to not include a specific feature, privilege, or other
asset in one’s venture
Post-Secondary School School that teaches material above levels in high school; college,
university, institutes, etc
Post-Secondary Bookstore Store on college and university campuses that is the primary resource for
students to purchase required textbooks and other school supplies.
Printing card Prepaid card for being used to print or copy documents at a participating
copy shop
Project Charter Prepared document that captures a projects problem and actions to
solve it in detail
School Cafeterias Primary center on school property to purchase and eat meals
Stakeholder Person, investor, agency, company, school, business, or other unit
involved in this project
SuperPass All-in-one student card that is to be developed with this project
Thrifty Foods Grocery and food product business with stores at over 26 locations on
Vancouver Island and British Columbia’s lower mainland
UPass Student pass from the University of Victoria acting as student ID and bus
pass for the traveling region of greater Victoria
UVic University of Victoria on Vancouver Island, British Columbia, Canada
World Innovations Designer company of this project
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Project Approach
Team
Project Manager:
→ Carly Pinchin (e-mail: [email protected])
Carly’s tasks within this project include planning, organizing, securing and managing the project’s resources
to achieve the project’s goals. When it comes to general questions about the project, she will be delighted to
help you with your issue.
Project Leader:
→ Simerat Sidhu (e-mail: [email protected])
Simerat acts as the project leader. He reports to our project manager Carly and is responsible for facilitating
the project, managing the project, and monitoring progress. He divides the project tasks into modules that
are assigned to the project members. He also ensures the project is remaining within the allotted budget.
Independent Reviewer:
→ Ryan Williams (e-mail: [email protected])
Ryan monitors the project’s compliance with environmental management systems and performance
requirements. His main tasks are verifying and certifying all design documentation as well as reviewing
project plans and the design and construction program.
Time Management Leader:
→ Heesun Yang (e-mail: [email protected])
As our team’s time management leader, HeeSun is responsible for the observation and compliance of time
issues. She assigned the specific starting times, the time dependencies between the project tasks and is also
responsible for estimating their duration time.
Finance officer:
→ Mareike Lowinski (e-mail: [email protected])
Mareike is the team’s financial officer and therefore responsible for the cost planning. Her job is it to plan
and observe the budget as well as assuring that the project keeps within the budget. Financial issues have to
be discussed with her and she’s also doing the accounting.
Website developer:
→ Ryan Williams (e-mail: [email protected])
Beneath his job as an independent reviewer, Ryan also is the team’s website developer. He is the contact
person for all questions and issues about the website.
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Work Breakdown Structure
1. Initiation
a. Determine Project Team
b. Team Member Meeting
c. Request for Proposal
2. Planning
a. First Client Meeting
b. Requirement Gathering
c. Project Charter
d. Develop the design solution
e. 2nd Client Meeting for feedback
f. Finalized Requirement Analysis
3. Execution
a. Meetings with companies outside UVic
b. Meetings with companies inside UVic
c. Design the system
d. Test the product
4. Closeout
a. Presentation of the product
b. Get feedbacks of the product
c. Final Report Writing
Milestones
Image 4: Project Tasks
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Image 5: GANTT diagram for project tasks
Deliverables
Special Design of a multiuse card for all post secondary students on Vancouver Island
Online Accounting Service for students accessing their prepaid and student card information
Final report including project documentation
Risk management
Risks to be aware of include:
High Probability and High Impact
A team member must study more than expected for other classes. The project’s launch will be
delayed as team members do not finish assignments by their deadlines. Keep a weekly report of
each member’s progress and have a backup plan for other members to help with an assignment if
required.
Medium Probability and Medium – High Impact
o A Team member has an accident or is sick; another delay to the project’s launch. Address it
similar to the previous risk; keep a weekly progress report, have a backup plan, and also
have members call in their status if absent.
o Schools, businesses, companies, and stores, chose to not participate their services. The
original goals of the project are frustrated, perhaps stopped. Prepare flexible attractive
options to negotiate with the new unit in advance to add it to the project.
Low probability and High Impact
A breach of security into the system. Students’ credit is stolen from their accounts. Every SuperPass
card and account will have photo Id, a unique card ID, an embedded CHIP, and PIN number.
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Low Probability and Medium – High Impact
o A relapse in economic recession. More investment to build the project becomes necessary; it
becomes too expensive to realize and keep active. The costs of services become unattractive
to students so they look for other options. Have all account managers also represent one or
more units and their services to keep options updated to negotiate profitability to each unit
and satisfaction to the students.
o Poor recruitment of new students in schools. Another effect of the recession relapse. Send
promotion brochures to high schools, colleges with transfer programs, and elsewhere to
promote participating schools, services, and other benefits; example: island scenery and
climate.
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Approval Section
The following paragraph provides the client’s responsible team as well as the designer team to sign and
therefore verify the information about the ongoing of the project including requirements, scope, time and
budget plan.
Clients (Integrated Travel Solutions):
___________________________________ ___________________________________
Luyen Nguyen (Project Manager) Leonard Chan (Secretary)
___________________________________ ___________________________________
Vincent Louie (Business Analyst) Marisa Wu (Cost + Benefit Analyst)
___________________________________ ___________________________________
Mark Valdez (Logistics Coordinator) Akosua Affum (Facilitator)
Designers (World Innovations):
___________________________________ ___________________________________
Carly Pinchin (Project Manager) Simerat Sidhu (Project Leader)
___________________________________ ___________________________________
Mareike Lowinski (Finance Officer) HeeSun Yang (Time Management Leader)
___________________________________
Ryan Williams (Independent Reviewer)
