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Fillable Printable Project Charter Template - Texas University at Arlington

Fillable Printable Project Charter Template - Texas University at Arlington

Project Charter Template - Texas University at Arlington

Project Charter Template - Texas University at Arlington

Page 1
Project Charter
Project Name: Eliminate Pharos
Print Quota for
Student, Faculty, and
Staff
Project Start Date: 1/19/2011
Project Sponsor: Dr. M. Leatherbury Project End Date: 8/11/2011
Project Manager: David Ellis
1. Project Stakeholders:
List all applicable project stakeholders.
Position Title/Name/Organization Phone E-mail
Sponsor
Representative
VP Information Technology
Dr. M. Leatherbury
OIT
25602 leatherbury@uta.edu
Project Manager
IT Academic Coordinator
David Ellis
OIT
25020 ellis@uta.edu
Customer / User
Representative(s)
Library Systems Coordinator
Bob Samson
Library
23728 samson@uta.edu
See section 9.2
Page 2
2. Executive Summary
Provide a brief overview of this project.
Develop a business process to determine recovery costs, scheduling, and department
reimbursement of print revenue
Determine print charges necessary to break even based on the recovery cost (not intended to make
a profit)
Remove current free print quota from Pharos controlled printers and implement print charges
3. Project Purpose
Explain the reason(s) for doing this project.
3.1.
Business
Need / Problem
The Business Need / Problem is an issue or opportunity pertaining to the business which needs to be resolved / acted
upon. State in specific terms the issue or opportunity this project will address. Often, the Business Need / Problem
is a critical business issue or initiative in the Sponsoring Organization’s Strategic Plan.
Printing is increasing yearly and costs are escalating
Reduction of printing is in line with the University’s sustainability efforts
Ref: http://www.uta.edu/oit/cs/computerlabs/pharos-printing/2010-Print-Quota-Change.php
Due to budget constraints, the University must save resources for essential services
3.2.
Business Objectives
Define the specific Business Objectives of the project that correlate to the strategic initiatives or issues identified in
the Sponsoring Organization’s Strategic Plan. Every Business Objective must relate to at least one strategic
initiative or issue and every initiative or issue cited must relate to at least one project business objective.
Strategic Plan Element Project Business Objectives
Determine Design Process
Determine Appropriate Charges Cost to students should be enough to cover replacement costs of
printers, maintenance costs, and pay for consumables (paper,
toner)
Create Reimbursement Process Devise a process for reimbursing departments for printing
purchases in their labs
Eliminate Existing Print Quota Reduce paper usage and reduce current costs to departments
Page 3
4. Project Overview
4.1.
Project Description
Describe the project focus, approach, customer(s), and the boundary limits of the project.
To determine printing recovery costs, OIT will gather current direct costs within OIT for the last two years
and correlate those to printer page counts, Pharos data, and CS Gold records.
OIT will work with stakeholders to devise a process to collect charges from client print jobs and reimburse
departments.
Pharos clients will no longer receive print quota on MavExpress Card. Pharos clients will add money to
their MavExpress card to pay for Pharos printing.
4.2.
Scope
The Project Scope addresses the who, what, where, when, and why of a project.
The scope will only encompass current printers managed by the Pharos Uniprint system. System change
needs to be in place prior to the start of the Fall 2011 semester.
4.3.
Assumptions
Assumptions are statements taken for granted or accepted as true without proof. Assumptions are made in the
absence of fact. List and describe the assumptions made in the decision to charter this project.
It is assumed that:
Printing demand will be streamlined
The project has executive support for this sensitive initiative
Current customers will initially be opposed to this change
Appropriate departments will provide resources
Data necessary for business process is captured and is accessible in Pharos
University has necessary expertise to allocate reimbursement to departments
We have adequate expertise and information for accurate cost recovery analysis
MavExpress card will continue to be the method for print payment
Process to add money is sufficiently streamlined
Non-participants will want to join
Change will not impact other processes
4.4.
Constraints
Constraints are boundary conditions that the project must stay within. List and describe the constraints applicable
to this project.
The question of subsidizing a portion of the quota is non-negotiable. UTA will no longer
subsidize student printing
Establishing printing costs and reimbursement processes must be established and well
communicated prior to 8/11/2011
MavExpress will be the only way to pay for this printing
Page 4
5. Project Requirements / Deliverables
The Project Requirements / Deliverables define what the project must accomplish, including the customer/ user
requirements and products / services to be provided by the project.
Existing print quota in impacted labs must be disabled by Fall 2011
Estimate of cost recovery minimums
Announcement to students no later than 4/15/2011
Process for determining
Process for reimbursing departments for printing purchases in their labs
Well communicated
6.
Project Management Milestones and Deliverables
Provide a list of Project Management Milestones and Deliverables. This list of deliverables is not the same as the
products and services provided by the project, but is specific to the management of the project. An example of a
Project Management Milestone is the Project Plan Completed.
Milestone / Deliverable Estimated Date Responsible Individual
Determine cost recovery 3/1/2011 Pam Tremaine, David Ellis
Create process for reimbursement 4/1/2011 David Ellis
Advertise plan 4/15/2011 Communications
Plan Implemented 8/11/2011 David Ellis
7. Personnel & Other Resources
Identify the personnel and other resources required by the project and/or committed to this project by the project
sponsor. Additional resources may be committed upon completion of the detailed project plan.
Resources Description
Project Team
David Ellis
Erin Morgan
Pam Tremaine
Dustin Fu
Katasha Sylvain
Bob Samson
MavExpress Representative
Representatives of other impacted users groups
Support OIT Lab Support, Library Information Technology, OIT Helpdesk, MavExpress
Facilities ARDC, Davis Hall
Equipment Impacted Printers, Kiosk machines
Software Tools Pharos Uniprint Software, MavExpress CS Gold Application
Other
Page 5
8. Project Risks
Risks are statements of issues or problems that have the potential to arise but have not yet occurred. List and
describe the initial risks for this project.
Reliable method will not be found to correlate actual printer page counts, Pharos Print Server
records, and CS Gold charges
Disagreement on print cost between other impacted user groups
Disagreement on appropriate accounting fund dispersal method
Lack of an identified person to reimburse departments
9. Project Organization
9.1.
Project Organization Chart
Provide a graphic depiction of the project’s organizational structure. The project’s hierarchal diagram begins with
the project sponsor and includes all project stakeholders.
VP of Information
Technology
Dr. M Leatherbury
OIT
Project Manager
David Ellis
OIT
Students Faculty
Departments
(Using Pharos)
Bob Samson
Library
Various Academic
Departments
Administrative Support
MavExpress
OABS
OIT
Katasha Sylvain
CS Gold Administrator
Steven English
Pharos contractor
Dustin Fu
Labs
Page 6
9.2.
Roles & Responsibilities
Describe the Roles and Responsibilities of all project stakeholders identified for this project.
Stakeholder Title Name Roles & Responsibilities
Sponsor Dr. Maurice Leatherbury
Champions the project, mitigates high level
issues and competing projects, provides
financial backing for project
Project Manager David Ellis
Allocates resources, resolves issues,
coordinates project resources and project
activities, manages project risks, elevates
issues to sponsor
Student Representative Alaina Cardwell
Liaison between project team and student
body to provide input and feedback
Faculty Representative TBD
Liaison between project team and faculty to
provide input and feedback
Pharos System
Administrators
Bob Samson / David Ellis
Provides input and feedback into the design
of the business process, including cost
recovery analysis and departmental
reimbursement. Testing and verification of
newly designed business process
OIT Helpdesk Funda Everything
Departmental Functional
Leads
Departments with Pharos
printers
Provides input and feedback into both the
design of the cost recovery business process
and departmental reimbursement business
process. Testing and verification of newly
designed business processes
MavExpress TBD
Understands process, provides technical
expertise, generates technical options for
application reconfiguration to accommodate
new (which ones) business process
Departmental
Reimbursement POC
TBD OABS?
Coordinates and or performs departmental
reimbursement (Design or verification?)
CS Gold Administrator Katasha Sylvain
Understands process, provides technical
expertise, generates technical options for
application reconfiguration to accommodate
new (which ones) business process
Pharos contractor
(TracSystems)
Steven English
Understands process, provides technical
expertise, generates technical options for
application reconfiguration and creates
reports to accommodate new business
process (cost recovery analysis and
departmental reimbursement)
OIT Lab Support Lead Dustin Fu
Provides input and feedback into the design
of the business process, including cost
recovery analysis and departmental
reimbursement. Provides technical support
for testing and verification of newly designed
business process
Page 7
10. Approval Signatures
The Signatures of the people below document acceptance and approval of the formal Project Charter. The Sponsor
Representative must have the authority to commit the organization’s resources to the project. The Project Manager
is empowered by this charter to proceed with the project as outlined in the charter.
Position/Title Signature/Printed Name/Title Date
Sponsor Representative
Project Manager
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