Details of the Project Charter work

Read "Mamma's Bakery and Sandwich Shoppe Case Study" (Course Resources).

Determine the initial project management roles of each team member (assume a team size of 6-8) on the IT project team for planning, designing, and installing the IT system.

Some team roles might include:

Project Manager

Functional or technical managers, such as telecommunications, application software designer,

database developer, Web page designer, etc.

Budget/Finance

Project Management Support such as procurement or human resources

Project Charter Contents

Executive Summary

Begin the document with an Executive Summary, which contains:

A summary of the document's purpose.

A problem statement (need for the project).

Project objectives and how they align with the business strategy.

The project management approach.

Technical solution (a high-level description of the IT system, which might include a graphic).

This is a Summary, so it should be a paragraph or two, not to exceed one page.

Project Scope

The scope statement expands on the Executive Summary with a clear and concise statement of what the outcome of the project will be. Although it is the anticipated scope at this time, the intent is to set the project boundaries as you know them at this time. State (at a high level) what the project will deliver.

You should be able to draw this from the Case Study. Do not over promise here. State what is in scope (to be delivered) as well as what is not in scope (not to be delivered).

Project Estimates

At a high level, show the estimated project schedule. The easiest to understand is a list (perhaps in table format) of projected major milestones/deliverables for the project and their forecasted completion dates. This information is preliminary only, or a Rough Order of Magnitude (ROM). Once the project has been approved to move forward, a comprehensive project plan will be developed

In addition, show the current estimated project costs, as a ROM. Identify the source of the needed funding, i.e., Software, Hardware, Networking, Internal Resources, Contractor Resources. Include a Total ROM Budget Estimate.

Primary Stakeholder(s)

List the individual(s) who will use the final product, influence decisions about the project, and (most importantly) pay for the project.

Project Team

Identify team roles and responsibilities on the project (you can use actual names based on who is in your group).

Project Constraints and Assumptions

Constraints are any events or circumstances that may restrict or limit a project (and the team's options). Examples of constraints are things such as due dates, fixed budget, skill levels, or resource availability.

Assumptions are the driving force that determines project success and they are typically outside the total control of the project team. Stakeholders must agree on these assumptions to produce a shared understanding of project success.

Preliminary Risk Statement

List any risks that can be identified from, for example, the project constraints and assumptions. Included briefly stated (short sentence) risk mitigation strategies.

Preliminary Communication Plan

Lay out the proposed methods of gathering and communicating project progress to the sponsor. This could include team standups, task progress updates, project status reports, project reviews, project post-mortem. Also identify the communication frequency, i.e., daily, weekly, at milestones, at end of project.

Change Threshold

This identifies the magnitude of changes requested by the customer that would exceed the bounds of the original charter with relation to cost, resources or schedule. Once the threshold is met or exceeded, a new Project Charter would be required with signature from the customer.

Definition of Project Complete

This is a high-level statement of the criteria that define when the project has been completed. This is date and funding agnostic. In other words, "End date reached" or "Funding is exhausted" do not define Project Complete. This statement should present the completed deliverables that evidence a completed project.

Signatures

This includes signature blocks of the parties that are agreeing to the charter.

The Shoppe

Mamma Mia has been the primary baker and bakery owner since its opening 15 years ago. The bakery is is a walk-up-and-order configuration with no seating space, one of a dozen shops in a strip mall in Alexandria, Virginia.

The bakery currently employs one other baker and two wait staff who serve customers at the counter. All paperwork, bookkeeping, ordering supplies, hiring and firing, and tracking inventory is done by Mamma. Because the bakery is now a small operation, Mamma does all business using telephone and paper documents. There is one cash register and Mamma uses cash or check to buy all bakery goods.

Future Plans

Because the bakery has grown more successful over the years, Mamma Mia has decided that the time is right to expand the bakery. The store space next door is vacant, and she has signed a contract to connect and remodel the two stores. This space will more than double the size of the current bakery, and Mamma Mia can then offer bakery items, sandwiches, and caf-type seating.

When the expansion construction is complete, Mamma Mia expects to hire sixmorepeople full time:

Two food-service certified sandwich makers

One more baker

One more counter server

One person to track inventory and order supplies

One person to manage the bookkeeping, bill paying, and finance parts of the business

To coincide with the expansion, Mamma would like to have an IT system installed for point-of-sale, inventory, and bookkeeping purposes. Mamma would like the system to "connect" to her suppliers, the health department (see vdh.virginia.gov) for food services, and other business relationships. She would also like a website so her customers can make advance orders for pick-up. Related to that, she would like the system to process debit and credit cards.

Mamma Mia wants an IT system that will be:

Modern

Easy to use

Employee and customer friendly

Most of all, Mamma wants the system to make her bakery and sandwich shop more efficient.

Mamma Mia Case Study

Your Task

Imagine that your team works for a company that specializes in the design, development, and installation of information technology (IT) systems. Because of this experience, Mamma has selected your company to plan, perform and manage this project.

Your team's assignment will be to prepare the project plan and proposal for installing Mamma's new IT system. Your team's charge is to build a project plan that demonstrates the ability to plan, manage and control the project of designing and installing the IT system for Mamma. Team members will be assigned as resources for the hands-on technical IT work of the project.

Challenges

The requirements are pretty general, so you will need to use creative thinking and decision skills to develop the specifics of what the client needs (hardware, software, PCs, servers, networking, cabling, wireless, application systems, Web sites, Cloud storage, what?) and the scope (how much, how many, how, and for whom?) and extent thereof. You will need to refine Mamma's needs by working directly with her.

Mamma has little experience working with computers and IT systems. She feels a bit "old fashioned" but she is willing to learn and wants to be sure that her employees learn, too, how to work with the IT system. Mamma is your point of contact and the person you will work with while completing the requirements, design, and implementation of the IT system. This means you will need to define and explain terms as you work with her (Your instructor will fill in for Mamma).

Final Notes

Mamma Mia is the major stakeholder

There is no networking, LAN, or Internet installed

You may clarify requirements with Mamma Mia

The Bakery Shoppe has no productivity software or other applications

Mamma's budget for the IT system is $100,000

Internet connectivity is available in the area, whether via ISP or satellite

Mamma has little IT experience and no IT staff

The IT team should have 6-8 members, real or fictional

Mamma wants the project to complete in no more than 6 months