Project Charter Document Project Name: NewDeal, Incorporated IT Integration Project Department:
Information Technology
Focus Area:
Wireless Security, Mobile Applications, Podcasting
Prepared By Document Owner(s)
Project/Organization Role
Denico Green
Project Manager
Roy Garcia
IT Manager
Cara Jones
Subject Matter Expert
Project Charter Version Control Version
Date
Author
Change Description
1.0
11/11/2001
Denico Green
Document created
[Replace this text with the name of the Change Owner.]
[Replace this text with a list of changes for this Owner on this Date and Version.] [Change 1] [Change 2] [Change n]
Contents Purpose ............................................................................................................... 3 Project Goal ......................................................................................................... 3 Intended Business Impact ................................................................................. 4 Summary Scope Statement ............................................................................... 5 Project Stakeholders .......................................................................................... 5 Roles and Responsibilities ................................................................................ 6 Project Constraints ............................................................................................. 7 Project Assumptions .............................................. Error! Bookmark not defined. Preliminary Schedule and Cost Estimates ....................................................... 7 Stakeholder Communication Plan ..................................................................... 8 Risk Assessment ................................................................................................ 9 Risk Mitigation .................................................................................................. 10 Quality Assurance Methods ............................................................................. 11 Project References ................................................. Error! Bookmark not defined. References ........................................................................................................ 12 Record of Amendments ................................................................................... 14
Purpose The purpose of the project is to implement three technologies: mobile application, wireless security and podcasting to help NewwDeal, Inc. (NDI) achieve a strong position over current and future competitions when it comes to embracing innovation and the rewards it brings. For the stakeholders, this may come as financial return of investments. For NDI employees, this may come as improvements on their work life and private lives. Ultimately, the purpose may come in profit, improved IT strategy, and better quality of life. The project aims to pioneer new technology research and change the company’s culture in adapting to changes in the market. The project will define a system of incorporating research and innovation in NDI has the potential to apply and manage IT solutions to make processes better, faster and cheaper. Instead of adapting to trends and changes, the project aims to initiate an attitude towards being a trendsetter. Some changes aims to slowly redistribute resources by limiting company spending on the lease of office spaces, on computer purchase and maintenance and introduce the concept of virtual workspace and telework. Existing enterprise should not be altered but optimized. Simplification of user authentication process will be put in place by creating a mobile application to do this. Portability of access enables faster decision making by having access to an ever fast changing data/information hosted on the company’s enterprise. The project aims to incorporate new processes to existing operations for improvement in workflows and ultimately the quality of life of NDI’s workers. NDI employees will still be able to connect to their existing system and via virtual private network and attend virtual conferences using their mobile devices, which has mobile applications installed and is securely connected wirelessly on hotspots and wireless networks. Project Goal The project goal is to deliver the integrated technology solutions with least negative effect on existing processes. This can be achieved by careful planning, documentation, collaboration, and implementation. Mobile applications will be created to enable mobile devices to access work related stand-alone applications from the enterprise server. With Citrix and a secured Virtual Private Network (VPN) connection, mobile applications can be installed in mobile devices to do the same transactions that are currently done using computers. Enhanced wireless security standard needs to be created and approved by management to more secure the new mobile applications procedures. In addition to new standards, the needs to be proper documentation and wireless management plan should be in place. Unfortunately, the use of the deployed mobile devices is not limited to secured networks which can put network systems at risk. Specifically, teleworking exposes the computer hardware and network devices to unsecure public networks. Risk and Quality Assurance management can assure proper and secured usage of the new technology.
Portability of processes gives way to portability of content which is where the Podcasting technology will come into play. Audio contents may be available to employees and members of the community via podcasting technologies. Content creation methods of podcasting should be introduced in departments that will provide audio or video versions of training materials, meetings, conferences, voice mail messages, etc. The goals for deploying the three new technologies are: Planning and Design: Scope Analysis IT Asset List and Cost Estimates System Analysis: Human Interface Architecture Planing; Processing Structure; Application Architecture Database Design: Logical Data Model Migration Plan and Development Environment Creation Database Interface Design
Database Replication Plan
Development/Implementation:
Interface Design and Security Specifications
Mobile Application Development
Establishment of an official new NDI department and methodology:
Innovative Technology Research Adaptation and Implementation Department
Intended Business Impact Business Impact of the project is focused not only on operational changes but also management, work flows, work culture, company mobility, and others that eventually translates to less spending, more profits and happier employees. There will be less spending on IT and real estate as NDI will now have a choice to introduce telework or work portability which means savings on a monthly
leased office space for $35/square-foot, on technology investment, and employee traveling expenses. For NDI employees, this may come as improvements in their work and private lives. As a result of having happier employees, employee retention and work accomplishments will improve. The quality of work, services and products for NDI, will be positively affected by the changes the project will bring. Both traditional investors and those not afraid of innovation will increase loyalty after realizing that the company has a good balance between embracing innovation while carefully using traditional quality assurance methodologies. Potential business will increase due to having awareness of current trends and market behavior. Instead of merely adapting to trends and changes, the project aims to initiate a new attitude towards being a trendsetter. Business decisions can be made faster by having more access to time-critical information more expeditiously. Portability of access enables faster decision making by having access to fast changing information hosted on the company’s enterprise. Summary Scope Statement We have chosen to take wireless security, mobile application, and podcasting to create a business case to present the business case to NewwDeal’s corporate technology senior management. So far we have decided to use the Website for the presentation. Our research will be conducted individually then integrated as one project. Each topic will have a financial report explain how their topic will affect the other two topics, risks management for each topic, and tell how the team will present the project. Our team project main focus is communication between all branches in an attempt to provide enhanced communication methods for NDI. Our idea is secure the wireless network, supply mobile applications and utilize podcasting for all sites.
Wireless Security
NewwDeal, Inc.
Mobile Application
Podcasting
Project Stakeholders Team 4 will maintain control over the project. Team 4 core team members are Denico Green, Roy Garcia and Cara Jones. The day-to-day activities of the project will be managed by Denico Green. The technology elements of the project are being managed by Roy Garcia. External oversight and resources are being provided by Kamal Kakish, the VP of Technology. The internal and external controls will be funneled by Mr. Green as he will provide final products to Mr. Kakish as required. Project Role Executive Sponsor VP of Technology Project Manager System Administrator Subject Matter Expert Team Members Board Members Customers
Name/Office Michael J. Offerman Kamal Kakish Denico Green Roy Garcia Cara Jones Representatives of Each Division of NDI Board Members of NDI Customers of NDI
Roles and Responsibilities As previously discussed, Mr. Denico Green will be serving as the Project Manager. The Project Manager is in responsible of coordinating the project. The Project Manager is also responsible for ensuring open communication throughout the project. Additionally, the Project Manager serves as the central point of contact between the team and stakeholders. In addition to the aforementioned responsibilities, the Project Manager is also responsible for monitoring the status of the progress of the project, provides project direction, and ensures consistency of the activities to ensure deliverables are turned in on time. Mr. Roy Garcia will be serving as the System Administrator for the project. As such, he is responsible for the technical decisions that will impact the projects. The System Administrator develops the strategies to implement the organization’s requirements. The System Administrator works closely with the Project Manager and other team member to resolve issues and identify technical areas of improvement for the project. Ms. Cara Jones, the Subject Matter Expert assists with the planning, implementation and administration of the project. Additionally, the SME collaborates with the other core members of the project team to ensure the project’s success.
Preliminary Schedule The project starts with a general initial meeting of Systems Analysts from each department and the now assigned Technology Team. Consultants and Subject matter experts will be present to discuss the over-all project. Both the functions of team members and the time of involvement overlaps in effort to finish the project milestones as scheduled: Planning and Design: Scope Analysis Conduct analysis on which job functions, computers, and processes may benefit from these new technologies Time Frame: Week 1 System Analysis: Analyze existing current interfaces being used for the existing programs used hardware identified in the the scope analysis Time Frame: Week 1 Database Design: Identify New users and their access privileges Identify processes Time Frame: Week 1- Week 2 Migration Plan and Development Environment Creation Creation of database interface and views that will be used for applications to interact with the central database Create a copy of existing Enterprise Database as Development Environment Time Frame: Week 2 Development/Implementation:
Interface Design and Security Specifications o Time Frame: Week 1
Mobile Application Development ( Week 2 – Week 7) PART 1: User interaction Interface and Requirements PART 2: Develop Mobile Applications
PART 3: Test and deploy in development
Wireless Security Implementation and Development (Week 5 – Week 7) PART 4: Assign security to Mobile devices to test PART 5: Data Stewardship and Security Training PART 6: Security Documentation
Podcasting Implementation (Week 4 – Week 7) PART 7: Content to Audio Analysis PART 8: Audio Recording for Various Department PART 9: Content Sharing Podcast/Server
Technology Integration in Development Environment (Week 7 – Week 11) PART 10: Business Process Re-engineering (BPR) PART 11 New Process Training PART 12: Testing
GO-LIVE Deployment & Management (Week 12 – Week 17)
Establishment of an official new NDI department and methodology:
Innovative Technology Research Adaptation and Implementation Department
Budgetary Estimate: Estimated development costs over two years are as follows: Mobile Application Development / Consultancy The NDI project began in October 23, 2010. The project final project deliverable will be a Business Case Presentation made via Team 4’s personal website. The Business Case Presentation is projected to be delivered to VP of Technology on December 19, 2010. Cost: $40,000 for two years 1 Database Administrator Cost: $30,000 for six months Human Resource Costs: 2 In-house IT research/programming newly-hired employee Cost: $240,000 for two years
Information Technology Asset Acquisition Costs: Mobile devices (Iphone, Blackberry, HTC) quantity of 100 Cost per unit: $600 USD for Iphone; $300 for Blackberry; $300 for HTC HD2 Miscellaneous: $20,000 Total Project Cost for 2 years: approximately. $340,000 to $400,000
Stakeholder Communication Plan The Stakeholder Communication plan is used to educate stakeholder, obtain project approvals and provide information to those impacted by the project. It is extremely important to ensure that there is a clear and effective Communication Plan for the project. A good communication plan provides a detailed methodology to how important information will disseminated throughout the project. Additionally, a good communication plan will assign responsibility to each core team member and determine a schedule of communications for the project. The team will use the following communications tools to effectively communicate with each other and stakeholders. The methods of communication for this project include using e-mail, website, individual meetings, and information posts. Email mailing list will be used to broadcast information directly to NDI employees and stakeholders who need to be kept abreast of the project’s progress. Team 4 will have a website at http://www.nostradmsx.com/ts5011/ which will be host NDI’s most up-to-date project information. The core team members will conduct meetings to determine the project status and provide the most current information on the aforementioned website. Mr. Green will be responsible for email communication and information submitted to external stakeholders. Mr. Garcia will be primarily responsible for the information hosted on the website, although all core team members will be authorized to post information to the website. The project deliverables will be submitted according to the following timeline: Project Task Project Charter Risk Management Plan 360-Degree Feedback Business Case Business Case Presentation
Due Date 11/14/2010 11/21/2010 11/21/2010 12/05/2010 12/19/2010
Course Week Week 5 Week 6 Week 6 Week 8 Week 10
Risk and Assumptions Risk 1: Ability to work together effectively as a virtual team.
Unfortunately, we have not been able to effectively meet as a team which is instigating a disconnect between the team. Expectation levels of group participation are different. It is important for everyone to be on the same page to ensure success of the project. It is imperative for each core team member to be committed to the project. Risk 2: Decision-making is delayed. It is difficult to get decisions finalized as there is minimal interaction between team members. Currently, we are scheduled to meet once a week on Thursday evenings; however, some group members have not been able to meet this commitment which begs the question, should we increase the frequency of our meetings or would they continue to miss meetings? Risk 3: New technology initiatives will augment the organization’s current business strategy The project is focused not on operational changes that may require changes in the organization’s current ways of operating. It is expected that these changes will make the organizations current business strategy better by allowing for more telework. Risk 4: Timeliness of decision making Working as a virtual team, we prefer not to make any decisions before each team member has had an opportunity to make inputs to the suggestions made; however, there is a delay in getting anything done as some team members prefer to work solely on the weekend, making decision making a long process. Risk 5: Relevance of research and resources Since the technologies will be new to NDI there will probably be unknown challenges with effectively integrating these technologies. Adequate research needs to be conducted to ensure that it is relevant to the NDI Wireless Security, Mobile Applications and Podcasting project. Mitigation Strategies Mitigation 1: In an effort to mitigate these problems, we should have a project meeting to determine how the expectations of each team member differ and determine what we can do to align our expectations. Additionally, we need to revisit our group
norms which were established the second week of the project. Those norms are as follows: Team 4 will check in via blackboard nlt Tuesday evening of every week and post any questions and/or concerns. Team 4 will have meetings on Thursday evenings @ 9:30 pm EST. Any sections of the assignment that are due that week must be completed nlt Wednesday evening so there is time to compile the information, edit and discuss accordingly via Thursday teleconference. Mitigation 2: Mitigation 1 strategies should eliminate this risk as well. Mitigation 3: It is important to ensure that the proposed business strategies are in line with the organization’s strategic practices. It will be important to keep the organization’s mission the center of our focus as we proceed. Mitigation 4: Decisions should be made on Thursday evenings during the meetings whether or not all team members are present so that there is not a delay in completing project work. Mitigation 5: Research team posts their research to the website as soon as it is available to them. Additionally, the project team will be using the Plan-DoCheck-Act model to test the implementations and integration processes. Quality Assurance Methods A hybrid of the Six Sigma and Business Process Re-engineering (BPR) will be used in the project. Six Sigma is defined as“a series of management techniques designed to decrease production defects and increase efficiency. It identifies problems in work processes by using rigorous measurements. Six Sigma seeks to remove variability from a process. In that way you avoid errors, or defects, and increase predictability (Hindo, 2009).” Alternatively, BPR is defined as “the fundamental rethinking and radical redesign of business processes to achieve dramatic improvements in critical, contemporary measures of performance such as cost, quality, service and speed (Muthu, 1999).” BPR advocates that enterprises go back to the basics and re-examine the root processes.
Six Sigma can provide the metric system to measure efficiency of teams, processes and machines that are co-located with strong interdependency with each other. In contrast, certain departments that puts value on innovation needs to use BPR, instead. Proximity and infrastructure affect this. Being an enterprise, BPR is needed for those that are connected only in resource, information, logical data, and physical data, but are away from each other. Being an enterprise, NDI may have already implemented BRP in its effort to apply Enterprise Architecture Integration (EAI). The organization is currently using Enterprise Resource Planning, such as SAP, in which changes in doing things may have been done and still be changing. Six Sigma may be detrimental for the overseas part of NDI to seek innovative ways of cutting cost or improving their processes. Six Sigma values cost cutting and lean development over innovation. This is not always good for enterprises as some enterprises require creativity to thrive. Even when corporations seek outsourcing to concentrate on their strength and seek offshore management for their customer support, quality management that is not flexible may have a negative effect on the impact of the business. BPR can help determine which services need to improve. Organizational changes can be modular in nature but they must be associated with reinventing the existing process. BPR can react to what is demanded by stakeholders, both internal and external. Also, employees working in the department that will be involved in innovation can still adapt new technologies; find cheaper office lease, etc. Until then, BPR will be a good choice for a NDI, a company embracing integration and innovation. References Perrin, C. (2008, December 18). Understanding layered security and defense in depth. Retrieved from http://blogs.techrepublic.com.com/security/?p=703 PMI. (2008). A guide to the project management body of knowledge. Newtown Square, PA: Project Management Institute Riggs, C. (2003). Network perimeter security. CRC Press. Nichols, R. & Lekko, P. (2001). Wireless security: models, threats and solutions. New York, NY: McGraw-Hill. Hindo, B. " At 3M, a Struggle Between Efficiency and Creativity." Businessweek Online 11 June 2007: 8-14. Web. 3 Nov 2010. Retrieved from http://web.ebscohost.com.library.capella.edu/ehost/detail?vid=1&hid=110 &sid=72e38f50-82ee-4d95-80cd0f2b4bbfe828%40sessionmgr113&bdata=JnNpdGU9ZWhvc3QtbGl2ZSZz Y29wZT1zaXRl
Muthu S.,Whitman L., & Cheraghi S. H. 1999. “Business Process Reengineering: a Consolidated Methodology.� Industrial Engineering Theory, Applications and Practice November 1999: 17-20. 4 Nov 2010. Retrieved from http://webs.twsu.edu/whitman/papers/ijii99muthu.pdf.
Record of Amendments Version 1.0
Author
Date
Comments
7/25/05
Draft 1. Based on template created for project charter