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group_3_itp-1-project_charter.docxITP-1 – Project Charter
Group 3 - The Project Management Masters (PMM)
Noah’s Ark Animal Clinic
PROJECT CHARTER
Group 3 ITP-1 – Project Charter
IFSM 438: Project Management
Project Management Masters
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Crystal Wyland |
Project Manager |
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Angela Farella |
Documentation Manager |
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Kevin Smith |
Editor |
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Jamie Cole |
Procurement Manager |
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Kim Delahay |
Deputy Project Manager |
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Shane Thideman |
Researcher |
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Michelle Smith |
Researcher |
Contents Contents 2 Executive Summary 3 Version History 4 Introduction 4 Purpose of Project Charter 4 Project and Product Overview 4 Justification 4 Business Need 4 Business Impact 4 Scope 5 Objectives 5 High-Level Requirements 5 Major Deliverables 5 Boundaries 5 Duration 5 Budget Estimate 6 Funding Source 6 Estimate 6 Assumptions, Constraints and Risks 7 Assumptions 7 Constraints 7 Risks 8 Project Organization 8 Roles and Responsibilities 8 Internal and External Stakeholders 9 Project Charter Approval 9 References 10
Executive Summary
The Project Management Masters (PMM) are very pleased to have been selected to implement an Information Technology (IT) solution at Noah’s Ark Animal Clinic. This document provides a summary and a forecast of the project that will take place.
Studies have shown that, when done correctly, the implementation of an IT infrastructure in a small business can lead to improved quality of information, increased individual productivity, and increased organizational productivity (Narkhede, Raut, Patil, & Mahajan, 2013). While there are no regulatory requirements for safeguarding a veterinary patient’s medical history, the clinic houses Personally Identifiable Information (PII) belonging to their customers.
PII is “information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other personal or identifying information that is linked or linkable to a specific individual” (Office of Management and Budget, 2014). Implementation of an IT solution will also offer increased security of such information.
The Noah’s Ark Animal Clinic automation project is projected to take a maximum of six months to complete. There are little risks associated with the project, and recommendations for mitigation are included in this Project Charter.
Upon completion of the project, PMM will offer a ninety day warranty period. Should any issues arise during this ninety day warranty period, whether they be hardware, software, or user related, PMM will be responsible for timely correction of the issue.
Approval of the Project Charter authorizes PMM to commence work on the Noah’s Ark Animal Clinic Automation Project.
Version History
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Version # |
Implemented By |
Revision Date |
Approved By |
Approval Date |
Reason |
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1.0 |
Project Management Masters |
01/25/2015 |
PMM Team |
01/25/2015 |
Initial Charter Document |
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Introduction
Purpose of Project Charter
The Noah’s Ark Animal Clinic Automation Project Charter is intended to be an informational tool utilized by the project sponsor and senior leadership to promote communication necessary to make informed decisions. The project charter will provide a clear understanding of the intent of the project, key success factors, timelines, resources, costs, etc., that are associated with a successful project implementation (PMI, 2013). The cataloging of this information, and signatures contained within, will ensure there is agreement between Project Management Masters and Noah’s Ark Animal Clinic on the goals of the project (2013).
Project and Product Overview
The Noah’s Ark Animal Clinic has received a grant from the University of Maryland University College (UMUC) to implement an IT infrastructure that will allow the Clinic to interface with the University. Through the use of technology, the Clinic will increase productivity and efficiency, as well as take advantage of the University’s Health Services department to improve animal care.
The Clinic has contracted with Project Management Masters to coordinate the implementation of an information technology solution that will include implementing a web solution, purchasing and installing computers and servers to create a networking solution for the office and examination rooms, and purchasing and installing software specific to the veterinary field for scheduling and billing.
The project is anticipated to take no longer than six months and remain within the $500,000 grant awarded by UMUC.
Justification
Business Need
According to McHaney, Chilton, and Thomson, the use of information technology at veterinary clinics is advancing quickly, as is the technology itself (2012, p. 732). Aside from the academic value to be gained by the partnership with UMUC, in order for Noah’s Ark Animal Clinic to remain competitive as a business, implementing an information technology solution is imperative.
Business Impact
Enhancing the Clinic’s operations will allow the operation to expand its present client base while offering better care through the continued education of the staff through their UMUC affiliation. Additionally, increased productivity will allow the clinic to reinforce their footprint in the veterinary industry, as they will have the capability to serve more customers and make further enhancements to the practice.
Scope
Objectives
We will set up and integrate a fully functional IT infrastructure including internet connectivity and networking. PMM will also provide a disaster recovery plan in the event of catastrophic failure and create, but not update, a user guide webpage to assist with troubleshooting. PMM will facilitate training of current IT staff to maintain the newly implemented components.
The objectives of the Noah’s Ark Animal Clinic are as follows:
· Implement fully functional Electronic Health Record (EHR) system
· Implement client billing and appointment software
· Implement a functional, user friendly web page
High-Level Requirements
The following table presents the requirements that the project’s product, service or result must meet in order for the project objectives to be satisfied.
Major Deliverables
The following table presents the major deliverables that the project’s product, service or result must meet in order for the project objectives to be satisfied.
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Major Deliverable |
I Deliverable Description |
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Security and Maintenance Plan |
Ensure the maintenance of all provided services and equipment after three months |
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Disaster Recovery Plan |
Ensure the maintenance of all provided services and equipment after three months |
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WBS Dictionary |
Briefly defines the scope or statement of the work |
Boundaries
· Training Personnel on usage of terminals and hardware
· Cabling to be able to connect the hardware to the existing network.
· Any troubleshooting or support for issues that are identified on the existing network.
· Once all hardware and software implementations are complete and our ninety day warranty period has been satisfied, PMM is no longer responsible for any hardware or software failure.
Duration
The goals set for this project are to have a signed contract for new Electronic Health Record (EHR) system on a tightly controlled time line, and to have begun the process of building the internal capacity to successfully implement, manage, and operate the system into the future. We have engaged consultants to design and participate in a project to select system and contract with a vendor in this time frame.
A detailed project plan and timeline will be maintained throughout the project. The included timeline provides a high-level overview of the key milestones.
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EVENT TIMELINE |
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Event / Name |
Start |
End |
Days |
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Milestone Start to Finish |
1/1/2015 |
6/30/2015 |
180 |
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Begin Research |
1/2/2015 |
1/8/2015 |
6 |
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Begin Vendor Research |
1/3/2015 |
1/25/2015 |
22 |
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Research Office Equipment |
2/1/2015 |
2/6/2015 |
5 |
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Purchase Office Equipment |
1/5/2015 |
1/6/2015 |
1 |
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Begin Installing Equipment |
2/7/2015 |
2/9/2015 |
2 |
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Configure Wireless LAN |
2/10/2015 |
2/28/2015 |
18 |
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Test Wireless Office LAN |
2/28/2015 |
3/7/2015 |
7 |
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Begin Analyzing Connectivity |
3/9/2015 |
3/31/2015 |
22 |
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Begin Training Office Personnel |
3/31/2015 |
4/12/2015 |
12 |
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Implement Trial Period |
4/14/2015 |
4/25/2015 |
11 |
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Begin Analysis and Adjustment |
4/28/2015 |
5/2/2015 |
4 |
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Implement Operational Period |
5/18/2015 |
5/25/2015 |
7 |
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Review and Adjust |
5/26/2015 |
6/13/2015 |
18 |
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Implement Program |
6/15/2015 |
6/30/2015 |
15 |
Budget Estimate
Funding Source
Grant: $500,000
Estimate
This section provides a summary of estimated spending to meet the objectives of the Noah’s Ark Animal Clinic Automation Project as described in this project charter. This summary of spending is preliminary, and should reflect costs for the entire investment lifecycle. It is intended to present probable funding requirements and to assist in obtaining budgeting support.
The Clinic’s current facility has the space to accommodate the proposed hardware. For a basic setup of ten computers (6 tablets and 4 desktop), three wireless routers, Avimark software, Microsoft Office and installation the costs are outlined below. Please note that these fees do not include PMM’s consulting fees, nor any costs already associated with the Clinic’s operations (payroll, utilities, etc.).
Assumptions, Constraints and Risks
Assumptions
This section identifies the statements believed to be true and from which a conclusion was drawn to define this project charter.
1. Work is to be performed during normal 8-5 office hours.
2. Existing electrical system can handle additional computers/printers. (i.e. increased power is not required)
3. Office layout accommodates the new equipment and will be in office at time of set-up (i.e. computer workstations and printer stands)
Constraints
This section identifies any limitation that must be taken into consideration prior to the initiation of the project.
1. Work has to be performed in a busy office.
2. Project has to be completed within 6 months and within the $500,000 budget.
Risks
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Risk |
Mitigation |
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If UMUC determines that some items are outside of the intent of the grant, they may not agree to pay for them. |
Clear Project Charter through Grant to make sure everything is covered. |
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If employees do not learn how to use the computers and software, project will not be a success. |
Ensure sufficient training is provided. |
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If the project changes is not closely monitored, then scope creep could occur causing the project to overrun on cost and schedule. |
Monitor program closely to make sure that scope is not being overran. Incorporate changes via documented change process already in effect at PMM. |
Project Organization
Roles and Responsibilities
This section describes the key roles supporting the project.
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Name & Organization |
Project Role |
Project Responsibilities |
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Tammy Barkowski Noah’s Ark Animal Clinic |
Project Sponsor/Client Manager |
Responsible for championing the project, navigating barriers, and answering questions and directing the project team. The sponsor will review and approve initial project scope and costs, as well as any change requests that may result as the project proceeds. |
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Crystal Wyland PMM |
Project Manager |
Leads the project team to implementation, assigns resources, schedules tasks/assignments, and provides routine updates to project stakeholders. |
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Angela Farella PMM |
Document Manager |
Coordinates all project documentation, ensuring a complete compilation of business requirements and other critical project information. |
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Kevin Smith PMM |
Budget/Finance Manager |
Determines estimated costs associated with the project and then tracks actual costs for comparison against the budget. Communicates the status of the budget, specifically if costs are below, on target, or exceeding expectations. |
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Jamie Cole PMM |
Procurement Manager |
Responsible for investigating potential vendors necessary for completing the project. Vendors could be retail merchants for purchasing equipment or vendors who will be contracted to complete some or all of the work. |
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Kim Delahay PMM |
Human Resources |
Responsible for helping recruit, interview, and hire staff with the necessary skills to support the needs of the project. |
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Shane Thideman PMM |
Vendor Management |
Manages contractors hired to perform work associated with implementing the project. |
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Michelle Smith PMM |
Technical Manager |
Coordinates the efforts surrounding the telecommunications, application software, data base development, and Web design. |
Internal and External Stakeholders
Tammy Borkowski – Noah’s Ark Animal Clinic
Jamie Cole – Project Management Masters
Kimberly Delahay – Project Management Masters
Angela Farella – Project Management Masters
Kevin Smith – Project Management Masters
Michelle Smith – Project Management Masters
Shane Thideman – Project Management Masters
Crystal Wyland – Project Management Masters
Project Charter Approval
The undersigned acknowledge they have reviewed the project charter and authorize and fund the Noah’s Ark Animal Clinic project. Changes to this project charter will be coordinated with and approved by the undersigned or their designated representatives.
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Date: |
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Print Name: |
Tammy Borkowski |
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Title: |
Client Manager |
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Signature: |
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Date: |
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Print Name: |
Crystal Wyland |
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Title: |
Project Manager |
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References
Chilton, M., McHaney, R., Thomson, D. (2012). Business and Information Technology Usage in Midwestern Veterinary Practices Revisited. International Journal of Information and Communication Technology Research, 2(9), 1-12
Narkhede, B. E., Raut, R. D., Patil, B. T., & Mahajan, S. K. (2013, Oct). Performance Improvement in
Small and Medium-Sized Enterprises Due to Information Systems Implementation. Performance Improvement, 52(9), 24-32. Retrieved January 2015
Office of Management and Budget. (2014). Guidance for Agency Use of Third-Party Websites and
Applications. M-10-23, 8. Retrieved from GSA.gov: http://www.whitehouse.gov/sites/default/files/omb/assets/memoranda_2010/m10-23.pdf
PMI. (2013). A Guide to the Project Management Body of Knowledge (PMBOK). Newtown Square, PA: Project Management Institute.
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Version 1.0
01/25/2015
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