After School Club Project Charter PDF

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Project Charter A. General Information Provide basic information about the project including: Project Title – The proper name used to identify this project; Project Working Title – The working name or acronym that will be used for the project; Proponent Secretariat – The Secretariat to whom the proponent agency is assigned or the Secretariat that is sponsoring an enterprise project; Proponent Agency – The agency that will be responsible for the management of the project; Prepared by – The person(s) preparing this document. Project Title:

After School Club

Proponent Secretariat:

Annie Fan

Prepared by:

Project Working Title:

After School Club (ASC)

Proponent Agency:

Centennial Engineering Dept.

Chuyun Yang Hardeep Singh Muhammad Shiblee Vrushant Shah Wenxu Kang

Points of Contact List the principal individuals who may be contacted for information regarding the project. Position

Title/Name/Organization

Phone

Project Sponsor

CEO/M Shiblee/FunDev

416-111-1111

[email protected]

Program Manager

Senior program manager / C Yang/FunDev

416-222-2222

[email protected]

Project Manager

Senior project manager / H Singh/AppDev

416-333-3333

[email protected]

Proponent Cabinet Secretariat

Senior Technical/ V Shah/AppDev

416-444-4444

[email protected]

Proponent Agency Head

supervisor/W Kang/AppDev

416-555-5555

[email protected]

Customer (User) Representative(s)

supervisor/Lonan Kua/FunDev

Other

Part-time Database Adminstrator Techician/ Uan Lu/FunDev

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E-mail

B. Executive Summary An Executive Summary is required when Sections C thru G of the charter are excessively long. In two or three paragraphs, provide a brief overview of this project and the contents of this document.

This “After School Club” provides a quick and easy-to-use tool to parents who would like to find suitable activities for their children. The app cooperates with Cooperating with various course providers to offer a wide range of activities on the app. With the App, The instructors communicate the children's situation with parents through the app and parents can get instant messages. Moreover, several courses can be registered directly on the app. The budget for this project is $ 160,000 - $ 200,000 Which includes all the software and salary costs. The project is scheduled to be completed within 4 months. The app must pass alpha and beta test before it is released.

C. Project Purpose Explain the business reason(s) for doing this project. The Project Purpose (the Business Problem and Project Business Objectives) is in the Project Proposal, Section B.

1. Business Problem The Business Problem is a question, issue, or situation, pertaining to the business, which needs to be answered or resolved. State in specific terms the problem or issue this project will resolve. Often, the Business Problem is reflected as a critical business issue or initiative in the Agency’s Strategic Plan or IT Strategic Plan.

Club activities require participation of people to be successful. Currently, Parents must go physically to the location of club to register their students for an activity. Also, parents are not aware about various activities organized by the clubs around the city. So, “After School Club” will make this information available to everyone and allows them to register for the activity from their home. Organizers can share the activity details and information on the app, and participant can keep themselves updated with that information. Clubs can market their events and activities on social media to attract new potential participants.

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2. Project Business Objectives Define the specific Business Objectives of the project that correlate to the strategic initiatives or issues identified in the Commonwealth or Agency 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.

Commonwealth or Agency Strategic Plan – Initiative or Critical Issue

Agency Strategic Plan – Initiative Agency Strategic Plan – Initiative Agency Strategic Plan – Initiative Agency Strategic Plan – Critical Issue Commonwealth – Critical Issue Commonwealth – Critical Issue

Project Business Objectives

Develop web application for managing club activities Get various clubs to register for the service Plan social marketing campaigns Develop Customer Relation Management program Reduce Operational Costs Increase participation of students in activities

D. 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.

Revenue - Project assumes that the product revenue can grow by 30%. The Cash inflow will decrease by 35% in following year, once the hardware required is procured and installed. Schedule – The project is completed on time, and in allocated budget. Technical – The project team is expert in their fields and develops software with compliance to industry standards. The software developed have zero defects and bugs. The software fulfills all the functional and non-functional requirements successfully. Resources – The resources required to successfully complete the project such as manpower, workstations, server are available. The additional resources required are supplied on time. Infrastructure – The office space is available with all the amenities for productive work environment.

E. Project Description, Scope and Management Milestones 3

1. Project Description Describe the project approach, specific solution, customer(s), and benefits. The Project Description is located in the Project Proposal, Section C.

“After School Club” is expanding over the past decades, it is a growing service when students finish their work at school, out company’s vision is “Find your habits”, Moreover, since the service is accessible only in NA area, so we expect that improves the efficiency of find and build more clubs and adding more customers, expanding potential customers and building a positive image of “After school Club”. In addition, starting a new comments service that makes their decision easier. People can read comments from others to make sure which club their children prefer through in, as well as the company can increase their revenue by providing the services that customers want with us.

2. Scope The Project Scope defines all of the products and services provided by a project, and identifies the limits of the project. In other words, the Project Scope establishes the boundaries of a project. The Project Scope addresses the who, what, where, when, and why of a project.

After school club is a new service that provides more activities for children in North America. Inside Scope 1. 2. 3. 4. 5.

This project will be completed in 4 months This project will develop a service business strategy based on current problems. This service will be released with budgets of $450K or more. This project will be expanded from customer comments. This project headquarter is in Toronto and service in North America

Outside Scope 1. Only served through web and mobile applications. 2. Only service Canada and USA (exclude Hawaii and other islands which not in North America) 3. For this project, it will not include any test data work and programmers in this team will not do the servers for customers. 4. When a user wants to recharge into the account, this project will not include the financial or payment secure system. 5. This project will not include the user database connection.

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3. Summary of Major Management Milestones and Deliverables Provide a list of Project Management Milestones and Deliverables (see Section E of the Project Proposal Document). This list of deliverables is not the same as the products and services provided, but is specific to management of the project. An example of a Project Management Milestone is the Project Plan Completed. Event Project Charter Approved Project Plan Completed Project Plan Approved Project Execution – Started Project Execution Completed Project Closed Out

Estimated Date

Estimated Duration

Jan 9,2020 Jan 12, 2020 Jan 28,2020 Feb 17,2020 Apr 17,2020 Apr 25,2020

3 days 15 days 15 days 60 days -

F. Project Authority Describe the authority of the individual or organization initiating the project, any management constraints, management oversight of the project, and the authority granted to the Project Manager.

1. Authorization Name the project approval authority that is committing organization resources to the project. Identify the source of this authority. The source of the approval authority often resides in code or policy and is related to the authority of the individual’s position or title.

The authority has been given to the Project Sponsor because he is one of the key stakeholders for our project. He is responsible to make sure that any kind of financial or resource needs should be fulfilled. Various authorities:  Take decisions: He has knowledge, network, experience and resources; he knows how things work, as a result he has the authority to make decisions.  Decide whom to keep and whom to not: He is responsible for the performance of the company so he will decide about which employee is efficient (higher level) or not. 2. Project Manager Name the Project Manager and define his or her role and responsibility over the project. Depending on the project’s complexities, include how the Project Manager will control matrixed organizations and employees.

H Singh is the project manager for our project. Because he is technically sound to make this happen and he is resourceful as well. He will accomplish this in 3 ways,  Functional: He will take care of all the functional requirements by checking the updates from employees.  Projectized: Here he will be more involved with the core employees for the progress of the work and in need he would be the resource provider.  Matrix: He would be concerned with the budget, cost and expenses of the project.

3. Oversight Describe the Commonwealth or Agency Oversight controls over the project.

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Project sponsor and project manager will have the internal oversight, because they know the system from inside. On the contrary, auditors who are managing the public accounts will have the external see of the project.

G. Project Organization 1. Project Organization Chart Provide a graphic depiction of the project team. The graphical representation is a hierarchal diagram of the project organization that begins with the project sponsor and includes the project team and other stakeholders.

2. Organization Description Describe the type of organization used for the project team, its makeup, and the lines of authority.

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This is a new start up organization with a small team of IT and Finance, which includes project manager, finance manager, business analyst, developers, quality assurance analyst and financial analyst. There are two major teams in this project, which are IT and Finance. Project manager’s guidelines would be vital to make this project successful. All IT team members are responsible for their assigned tasks and report to the project manager. Financial analyst would be advised by the Account & Finance Manager. 3. Roles and Responsibilities Describe, at a minimum, the Roles and Responsibilities of all stakeholders identified in the organizational diagram above. Some stakeholders may exist whom are not part of the formal project team but have roles and responsibilities related to the project. Include these stakeholders’ roles and responsibilities also.

A project becomes successful when it completes according to the requirements. To fulfill all specifications, every individual has their own responsibilities: 

Project Sponsor o Main decision maker for the project o Approve the budget o Assure all resources availability



Project Manager o Develop project’s plan o Leading and managing the plan according to the budget o Assigning task o Update the project status to the hierarchy

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Business Analyst o Define the detail of the project o Meeting clients to gather requirements o Documentation

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Developers o Develop the application according to the requirements o Document assign tasks o Meeting with BA and QA

QA/Testers o Test the application according to the requirements o Meeting with BA and Developers (if needed) o Document assign tasks H. Resources 

Identify the initial funding, personnel, and other resources, committed to this project by the project sponsor. Additional resources may be committed upon completion of the detailed project plan.

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Resources Funding

Allocation and Source

Source: Federal Grant

Amount: $ 50,000

Source: Bank Loan

Amount: $ 300,000

Savings: $ 140,000

Cost Avoidance Savings: $ 20,000

Project Team (Full and Part Time Staff)

$105,000(Office staff and club staffs)

Customer Support

$5,000

Facilities

No additional Facilities

Equipment

$13,000(Contact club and build store)

Software Tools

$40,000(Including maintenance)

Other

$4,000

I. Signatures The Signatures of the people below document approval of the formal Project Charter. The Project Manager is empowered by this charter to proceed with the project as outlined in the charter.

Position/Title Proponent Cabinet Secretariat (as required) Proponent Agency Head Project Sponsor (required) Program Manager Project Manager (required)

Signature/Printed Name/Title

Date

V Shah, Senior Technical

Feb. 12, 2020

W Kang, Supervisor M Shiblee, CEO C Yang, Senior program manager H Singh, Senior project manager

Feb. 12, 2020 Feb. 12, 2020 Feb. 12, 2020 Feb. 12, 2020

Other Stakeholders as needed

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