1. Review the attached project charter. Please note some content has been removed to allow you to analyze and identify it. Recommend and provide justification using course materials and the text for the following:

1. What top three risks would you identify from the charter? Select one and explain whether it should be accepted, mitigated, re-assigned, or avoided. Provide a brief justification to support your recommendation.
2. What are two assumptions are made based on the project charter? Select one and explain the impact should it not be true.
3. Using course materials and the text, what project approach would you recommend using and why?

4. PROJECT CHARTER

   Project Name:	ULS Document & Records Management System	Project Manager:	Shelley Trent
   Approvals
   Business Sponsor	Maddy Jakobson, Partner	Signature:		Date:
   Project Manager	Shelley Trent	Signature:		Date:
   Reviewer
   Paralegals	Jacob Asters, Paralegal Supervisor
   Litigation	Daniel Bohne, Snr. Litigation Lawyer
   Project Definition
   Project Objectives: ULS requires a solution to manage the lifecycle of various documents and records including the creation, modification, disposition, archiving, and auditability of actions taken on an information asset or record by an individual or system. The purpose of this documentation is to support inputs into future litigiation through eDiscovery functionality which is not currently available via network drives. The project will achieve the following objectives: Ensurethepreservationofrecordsforevidentiaryrequirementsandfutureuseinlitigation. RetaininformationassetsandrecordsinahierarchalclassificationsystembasedonULSsclassification system. Archive or destroy information assets and records based on ULSs retention schedule. Demonstrate evidence of appropriate destruction. Provideatoolforthestorage,discoveryandsharingofinformationassetsandrecordsincludingthe management of working documents for individuals and litigators. Ensure that the technical solution is compliant with relevant legislation, standards, and ULS policies.
   Approach: The project expects to issue an RFP to which vendors will respond. The project will begin with the evaluation of potential solutions and vendors for the satisfaction of ULS requirements. This will be accomplished through the established Request for Proposal process. In order to accelerate timelines, detailed requirements gathering will be undertaken and leveraged to increase the quality and specificity of RFP responses. An important component of the evaluation will be the demonstration of the vendor solution to validate that responses to requirements meet the needs of the ULS. A comprehensive case will be developed to guide the demonstration and will be aligned with the requirements specified in the RFP. Following the selection of the solution and vendor, a proof of concept will be undertaken using a select group of litigators and paralegals to validate that the solution satisfies the stated requirements and to identify any gaps in preparation for a larger deployment. The proof of concept will be structured using the vendors proposed model and will include solution design, process modification, validation, testing, training, and deployment. Included in this will be

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   PROJECT CHARTER

   the involvement of internal IT resources to ensure capabilities are developed to support the solution operationally. In addition, the transition to sustainment will occur to ensure and validate the operation of a support model.

   Once the proof of concept is complete and lessons learned are acquired, planning will begin for the first deployment. Additional deployments may be sequenced during this process to address areas of immediate organizational risk. It is anticipated that two deployments will be undertaken as part of the project in addition to the proof of concept with the objective of operationalizing the deployment model. This will allow ULS to continue the deployment without (or with minimal) support by external resources aside from on-going sustainment services as part of operations.

   It is at this point that the project closeout would occur; however, if another deployment requires continued project operation a change request would be considered in advance.

   Assumptions

   Constraints

   ThematurityandoperationalizationtheULSClassificationSystemandretentionschedulewithinthedomains under deployment will constrain the ability to deploy rapidly.

   • The availability of resources from domains under deployment. A lack of availability will constrain the ability to deploy the solution and associated processes.

   • ThecapacityofITtoprovidesustainmentserviceswillconstraintheabilitytoprovideon-goingsupportand administration of the solution.

     Dependencies:

     Aspartofeachdeployment,thereisadependencyonthedomaintoprovidethenecessaryresourcesand information to ensure a successful migration to the solution.

   Additional Detail

   Critical Success Factors:

   Agovernancestructurewillneedtobeputinplacetosupportthesustainmentoftheapplicationand processes after go-live.

   AmodelisestablishedwhichcanbeoperatedbyULStoexecutecontinueddeploymentsofthesolution throughout the firm.

   In Scope:

   The following are considered in-scope:

   • Theevaluationandselectionofasolutionforthemanagementofthelifecycleofvariousrecordsincludingthe creation, modification, disposition, archiving, and auditability of actions taken on a record by any individual or system.

   • Validation of requirements and business processes through a proof of concept. This would include the documentation, validation, and re-definition of business processes.

   • DefinitionofastandardizedsecuritymodelbasedonULSsecuritypoliciesandtherolesdefinedwithinit. Identification of any operational roles which may be required as part of the standardization.

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   PROJECT CHARTER

   o In addition to internal security, a model for the secure management of information shared outside of ULS will also be developed to ensure the secure transmission, modification, and retention of information assets not yet declared as records.

   o In the case of a declared records, a model for the secure sharing of those records which ensures the preservation of the records integrity as per legislative requirements will be developed.

   • Definitionoftheoverallsolutiondesignfromtechnicalandconfigurationperspectivesbaseduponthe validated requirements. Integration of design and business processes will be clearly mapped to ensure alignment between the two perspectives.

   • Deploymentofthesolutionthroughaproofofconceptandsubsequentlytwodeploymentswillbe undertaken. The deployments will include the following:

   o Determination of business process gaps within the domain which must be addressed in order to ensure the effective use of the solution and maximize compliance with ULS records management policies.

   o Identification of any non-standard requirements and identification of transition requirements such as migration of existing records.

   o Training of end-users on the use of the solution consistent with ULS policies. o Deployment of the solutions to the domain.

   Througheachdeploymentandinadditiontothedeployitself,theobjectivewillbetodevelopandrefinea repeatable model which will be operationalized by ULS to guide the continued on-boarding of further departments into the solution.

   Out of Scope:

   Administrativerecordsnotrelatedtolitigation.

   • StructureddatacommonlyfoundwithindatabasesandenterprisesystemssuchasourLegalERPsolution.

   • Customizationofsystemsthatarenotrelatedtothedocumentmanagementsolution.

   • Thedevelopmentofworkflowsorsystemautomationsnotpartofthestandardizedcapabilitiesforrecords

     management. For example, a department wishes a custom workflow for a department specific review

     process.

   • Decommissioningofexistingrecordsmanagementsystems/repositoriesandmigrationfromthem.

   Risks:

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   PROJECT CHARTER

   Schedule/Milestones	Dates
   INITIATE Project Charter Organizational Change Management Initial Assessment PLAN Requirements Elicitation Complete RFP Completion Solution Selection Project Management Plan EXECUTE (Will vary based on vendor response) Solution Design Operationalization Model Development Proof of Concept Deployment 1 Deployment 2 Transition to Operationalization CLOSE-OUT	Approved Completed December 1, 2022 February 3, 2023 March 3, 2023 March 17, 2023 May 12, 2023 May 12, 2023 August 18, 2023 December 15, 2023 March 30, 2024 May 25, 2024 June 29, 2024