Asia Pacific University Of Technology & Innovation

Global Sales Information System

By Green International Company

Project Charter

Green International

Table of Contents 1. DOCUMENT CONTROL............................................................................................................................ 2 1.1. Document Information ........................................................................................................................... 2 1.2. Version History ...................................................................................................................................... 2 1.3. Project Charter SignOff........................................................................................................................ 2 2. PROJECT INFORMATION ........................................................................................................................ 3 2.1. Project Overview ................................................................................................................................... 3 2.2. Project Scope, Deliverables, Target Customers ................................................................................... 5 2.2.1. In-Scope ..................................................................................................................................... 5 2.2.2. Out-of-Scope .............................................................................................................................. 6 2.2.3. Deliverables.......................................................................................................................... ...... 6 2.2.4. Target Customers....................................................................................................................... 8 2.3. Project Dependencies ........................................................................................................................... 8 2.4. Project Governance .............................................................................................................................. 9 2.5. Project Cost Estimation ....................................................................................................................... 11 2.6. Solution Summary............................................................................................................................... 13 2.7. Technical Requirements Summary ..................................................................................................... 15 3. PROJECT DELIVERY ............................................................................................................................. 16 3.1. Resources, Roles and Responsibilities............................................................................................... 16
GLOBAL SALES INFORMATION SYSTEM (GSIS) 3/30

Green International
3.2. Anticipated Operational Support Requirements ................................................................................. 18 3.3. 3rd-Party Commitment ......................................................................................................................... 19 4. PROJECT CONTROL ............................................................................................................................. 20 4.1. Project Plan ......................................................................................................................................... 20 4.2. Risk Management ........................................................................................................................... .... 21 4.3. Scope Change Management .............................................................................................................. 24 4.4. Issue Management............................................................................................................................ .. 25 4.5. Project Communication ....................................................................................................................... 27

GLOBAL SALES INFORMATION SYSTEM (GSIS) 4/30

Green International

1. DOCUMENT CONTROL This Project Charter is the baseline against which the project will be managed. It outlines pertinent information about the project, how it will be delivered, and what project control mechanisms will be adopted to ensure overall project success. It is a working document and may be updated throughout the duration of the project. (Where a section of the project charter is not applicable depending on project type, please mark as not applicable.)
1.1. Document Information

Project Name: Prepared By:

Global Sales Information System Izzat Taqiuddin Ahamad Dusuki Document Version: 1.0

1.2. Version History

Versio n 1.0

Date

Revised By

Summary of Changes

1.3. Project Charter Sign-Off

Project Manager

Title / Role

Nam e Izzat Taqiuddin Ahamad Dusuki Nicholas Jeremy A/L Francis

Sign-Off Date 3/4/2013 3/4/2013

Project Sponsor (Green International)

GLOBAL SALES INFORMATION SYSTEM (GSIS) 5/30

Green International

2. PROJECT INFORMATION 2.1. Project Overview 2.1.1 Project Background Green International Company is a Multi-National Company that leading of nutrition, health and wellness. The company is based in Switzerland and had global IT shared services that is known as Global IT Service (GITS) which is located in Malaysia. The company has embarked on a new project that is Global Direct Store Delivery System. First wave of the project will be focused on the Asia region and implementation of the system will depends on the markets. Current markets which are located in the Asia region is using locally developed application in order for them to record the sales operation information. First-level support (L1) is conducted by the local IT and the second-level support (L2) are managed by local application vendor. Capital and operating cost is high due to the locally managed within each market of software support maintenance. This situation becoming worst because of every market provides similar support framework that resulted of creating duplication within the Asia market region. Thus, this Global Sales Information System (GSIS) is introduced in order to tackle with these expenses issues, create a centralized support from GITS, global governance and many more value from the implementation later. 2.1.2 Project Objectives Global Sales Information System main objectives is to served Green International Company to managed their record sales operation information that currently been support from their local IT and local application vendor. By implementing this system, the GI management can reduce a lot of capital and operating expenses. Moreover, the support from Global IT Service can be centralized, project governance can become global and the system implementation will reduce a lot of cost and time for management. Thus, the system will eliminated the disadvantages of using local support such as duplication of support framework which resulted high in IT cost for both capital and operating system.
GLOBAL SALES INFORMATION SYSTEM (GSIS) 6/30

Green International

2.1.3 Tangible Benefits Global Sales Information System project will give Green International company a lot of benefits that can be proven later after the detail of implementation. Here is the detail of tangible benefits that has been figured out: ? Implementation of GSIS can reduce the use of workers in each market thus it will improve the profit for the company. ? Green International Company can gained competitive advantage over their other competitor because they applied GITS as their shared services. ? From this shared service, GI company can secure cost savings, ensure improved and updated system, reduce environmental impact that resultant of IT activities and also speed up the agility of the current services. ? Apart from that, it will also improve the scalability of the system.

Project Team and Their Roles

Role

Name

Project Manager Project Team Member

Izzat Taqiuddin Ahamad Dusuki Bobby Joshua Manjit Singh Saruhassan Abdul Bobby Joshua Manjit Singh Saruhassan Abdul Rahman

Project Administrator Systems Developer System Administrator Supplier-side Project Manager

GLOBAL SALES INFORMATION SYSTEM (GSIS) 7/30

Green International

2.2. Project Scope, Deliverables, Target Customers 2.2.1. In-Scope [Any requirements identified before the Functional Specification Document signoff will be logged and will be discussed during the signoff.]
Organization/Geographic Scope Business Processes / Functions

Green International / Asia

? Managing and recording the product incoming and outgoing from the factory to the distributor warehouse ? Managing and recording the product incoming and outgoing from the distributor to the retailer (retail stores) ? Create inventory report of product for the distributor warehouse and retailer ? Produce sales report for transaction between distributor and retailer ? Manage information and account of customer.

? Produce weekly, monthly and yearly

company detail financial report Integration Scope Data Scope Technical Scope ? Not Applicable ? Sales information ? Store information ? System server ? Database management system ? Networks
?

Business Continuity (DR) Scope

Not Applicable

[Explain in bullet points of the example described above in the table via 6 categories of inscope for the projects. Please remain it as Not Applicable for those categories which are not covered in this project]

GLOBAL SALES INFORMATION SYSTEM (GSIS) 8/30

Green International

2.2.2. Out-of-Scope
Organization/Geographic Scope Business Processes / Functions

Green International / Asia

? Selling any Green International product directly to customers (from warehouse/factory) ? Give any type consultation to customer regarding the product produce from the company ? Give discount or promotion to customers directly ? Collect customer feedback of company related system or product ? Not Applicable ? ? ? ? Purchase details (customer) Consultation details Promotion information Customer feedback details Not Applicable

Integration Scope Data Scope

Technical Scope Business Continuity (DR) Scope

? Not Applicable
?

2.2.3. Deliverables

Ref # P1R1A. 001 P1R1A. 002 P1R1A. 003 P1R1A. 004 P1R1A. 005 P1R1A. 006 P1R1A. 007

Type/Module Sales Report Technical Information

Owner COE-SIS, MKTG CNN, ADC, IT Sec, DCO, ITOPS, IT COE-SIS, COE-ERP, COE-CRM MKTG, FIN, COEERP COMM, FIN, COECRM, GSD

Support Information

Marketing Information Customer Information

Store Information Financial Report

PMAC, PROC, COE-ERP FIN

GLOBAL SALES INFORMATION SYSTEM (GSIS) 9/30

Green International

Major Milestone Report

No 1

Phase / Major Milesto Requiremen ts gathering Prelimina ry approval Busines s approva l System & technical specificatio n developme nt Application developme nt Application developme nt center, ADC testing IT regression testing Business user acceptance test (UAT) System Setup (in product environmen Closeout Report

Descriptio n This phase is where statements from the sponsor, customers and other stakeholders are collected to determine of what to provide in the project solution in order to meet their expectations. The process where the project charter and business case are approved by appropriate approval person such as customer himself before the project started. This is the approval process that taken place before a new product is produce or existing product is stopped producing. This phase is to produce the specification document that later will become the contract between the client/customer and the system builder. In the document specification, it will describe in details about the function and features related to the solution of the Requirement Specification. This phase is development of the custom application that need to meets of the business needs. Conduct testing that is effective and reliable for specific applications.

Targe t Date 29/4/201 3 15/5/201 3 23/5/201 3

21/6/201 3 9/8/2013

5 6

9/9/2013

The intent of doing regression testing is to find out whether the new changes or enhancement to do program or system code did not introduced new faults to the existing system especially to the other part of the software. Before application can be implemented to the real environment, the end user will be using the application to test the application themselves before agree to accept the application. In this phase, the system will be installed to the real environment system and configured according to the specification that has been agreed by both party (customer and system builder) before. It documents the final deliverable versions. This report is produce to summarize the entire project and derive lesson learned and best practices that can be applied for the future projects.

25/9/201 3 5/10/201 3 13/10/201 3 14/10/201 3

10

GLOBAL SALES INFORMATION SYSTEM (GSIS) 10/30

Green International

2.2.4. Target Customers [Explain briefly and include the groups have been identified as the target audience of this document: a Green International Project Sponsor ) b Green International Management Team ) c Asia IT Management Team ) d ) e ] ) 2.3. Project Dependencies [Explain project dependencies seen in the project] This project does not have any project dependencies as it is new proposed project and it is still in the early stages. Regional Information Technology Director Change Approval Board

GLOBAL SALES INFORMATION SYSTEM (GSIS) 11/30

Green International

2.4. Project Governance [Explain the Project Governance organization chart, the department which controls the compliancy] E.g.

GOVERNANCE Role Steering Committee Responsibilities ? ? ? ? ? ? Ensure clear project objective, scope & goals are met Providing resources& conflict resolution. Approved expenditure contingency expected benefits are realized, Promoting acceptance of the project Allocate resources

GLOBAL SALES INFORMATION SYSTEM (GSIS) 12/30

Green International

GOVERNANCE Role Project Sponsor Responsibilities ? ? ? ? ? ? ? Ensure Steering Committee focus and alignment for the project Sets Objectives Approves project strategy and policy changes Provide executive ownership to the project Overall responsibility over the success of the project Provide strategic guidance and direction to the team Provide all major decision-making and approvals

Project Lead

? Monitor the project progress at a regular basis ? Assign team member of who should be in particular department or section ? Become a middle man of communication between the upper body of the governance and the team members ? Help desk perform level one support ? Manage the activity and performance in L1 and L2 services ? Organize the store and the distribution of the product. ? Monitor and record the quantity and quality of the product ? Monitor the process movement of the product ? Manage the staff hiring process ? Monitor the overall performance process of the operation ? Manage project budget and cost ? Provide report and analyze organization financial information ? Manage financial management that will reduce the financial risk ? Provide L2 support for CoE-ERP ? Provide L2 support for CoE-CRM ? Provide L2 support for CoE-SIS ? Provide network service for local IT/market ? Provide governance for IT security for application, software, hardware development ? Provide develop application and provide application governance and intellectual property ? Infrastructure support including servers, operating system, for centralized data center and local servers.

Global Service Desk Logistic Lead

Operation Lead Finance Lead

CoE-ERP CoE-CRM CoE-SIS CNN IT Sec ADC DCO

GLOBAL SALES INFORMATION SYSTEM (GSIS)

10/30

Green International

2.5. Project Cost Estimation

Units/ Hrs.

1. Project team
120 days x 8 hrs. = 960 hrs. (1) Team members 960 hrs. * 4 members = 3840

Cost per hr. or units

Subtotal

WBS Level 1 Totals RM 307 200

% of Tot 13 %

Project manager

RM 80

RM 76 800

RM 60

RM 230 400 RM 1329 750 68 %

(4)

2. Hardware
Production server Web Server Database Server File Server 1 Backup server Database Server File Server Modem/Router Desktop 1 2 5 4 2 0 RM 4000 RM 4000 RM 350 RM RM 4 000 RM 4 000 RM 8 750 RM 1260 2 1 1 RM 3500 RM 4000 RM 4000 RM 7 000 RM 4 000 RM 4 000

GLOBAL SALES INFORMATION SYSTEM (GSIS) 14/30

Green International

3. Software Operating System Firewall and Antivirus

Microsoft Office

4. Training
RM 357 000 18 %

4 2 0 4 2 0 4 2 0

RM 600 RM 100 RM 150

RM 252 000 RM 42 000 RM 63 000

RM 32 000

1 %

Total 950 risk contingency funds(20% of total 190 estimates) Total project cost estimate 140

RM 50

RM 4 000

RM 2,025 RM 4,05

RM2,431

User training Technical support

GLOBAL SALES INFORMATION SYSTEM (GSIS) 15/30

Green International

2.6. Solution Summary [Screen Changes and reports and simulation are described in section 2.2.3 Deliverables. Provide PowerPoint attachment. ] 1) Customer search screen

2) Department Maintenance

GLOBAL SALES INFORMATION SYSTEM (GSIS) 16/30

Green International

3) Employee Maintenance

4) Payment Screen

GLOBAL SALES INFORMATION SYSTEM (GSIS) 17/30

Green International

2.7. Technical Summary

Requirements

[Explain the technical architecture considered for this project and the assumption taken, including technical diagram e.g. 3-tier architecture, network diagram, support structure, database architecture, system landscape and other related diagrams]

Front Desk

End

The presentation layer (Client) is the front end desk for the system. This layer is where customer is using the system, Global Direct Store Delivery System. The device that has been using in this layer is such as desktop PC, laptop, mobile phone and PDA.

Back Desk

End

Back end desk contain two layers which is application server layer and database server layer. Application layer is focusing on the protocol to use for the communication across the network intranet and also internet. File transfer, mail services and directories services are all involves in this layer Another back end layer is a database layer. In this layer all information such as store information and sales information are stored. The data is then can be retrieved from the application layer if needed.

GLOBAL SALES INFORMATION SYSTEM (GSIS) 18/30

Green International

3. PROJECT DELIVERY 3.1. Resources, Roles and Responsibilities [The following table illustrates roles and responsibilities of each project team member.]
Function Project sponsor s Name Nicholas Jeremy A/L Francis Main Activities / Responsibilities
? ? ? ?

Provide the budget for the project Provide a nutrition, health and wellness product and services Key organizational and commercial decision for the project Make sure the availability of the essential resource needed by the current project Acts as champion of the project Develops and maintains the project plan such as resourcing, implementation and work plans, monitor project progress, and ensures projects are completed on time and within budget. Ensure all the of SME is work on the correct path. Also known asdepartment project Subject Matter Experts (SME) Execute task that has been assigned by the project leader which some of them might have different specific role Identify and mapping for the information needed in project Determine the requirement reporting and interfacing This person responsible for for maintenance of the project plan Provides administrative support for the project manager. Setup and handle the support function such as planning, tracking, reporting, quality management and communication. Manage and support for providing of tools and equipment that used for the project Provide assist with the project testing

Project Manager

Izzat Taqiuddin Ahamad Dusuki

Project Team Member

Bobby Joshua Manjit Singh Saruhassan

? ?

? ? ? ?

Project Administrator

Abdul Bobby Joshua

GLOBAL SALES INFORMATION SYSTEM (GSIS) 19/30

Green International

Systems Developer

Manjit Singh

? ? ? ? ?

Define and execute development requirement Reporting configuration and deployment Development and operation of technical testing programs Manage the interfaces with other system Produce a technical documentation to agree with the quality standards applied Managing and supporting of the IT system environments Support and manage the network of the operating systems Support and manage database management system Develop and operate of technical testing program Also known as senior consultant This person is responsible to manage input to the project on the supplier-side. Ensure the requirement of the supplier demand are met Managing the production and approval of the supplier-side by the budget Select and compare to make supplier resource are useful but within the project approved budget Ensure the communication between the project team, organizational and supplier are clear and smooth

System Administrator

Saruhassan

? ? ? ?

Supplier-side Project Manager

Abdul Rahman

? ?

? ?

GLOBAL SALES INFORMATION SYSTEM (GSIS)

17/30

Green International

3.2. Anticipated Operational Support Requirements [Provide Support Structure flow-chart]

Figure above is the flowchart to show how the customer communicate when they have an issue to the Global IT Services 1) 2) 3) First the customer will determine and identify their issue or problem to the GSD at the level 1 support. GSD will help to try solving the issue. If the GSD are able to help the customer and the problem is solve Second situation happen when GSD are not able to solve the customer issue. GSD will forward the issue to the level 2 supports that contains 3 types of different experts in each departm ent which is Enterprise Resources Planning, Customer Relationship Management and Sales Information System.

4) If any of the experts are able to the issue before the other the flow will break and solve the problem.

GLOBAL SALES INFORMATION SYSTEM (GSIS) 21/30

Green International

3.3. 3rd-Party Commitment

[Explain if there are any 3rd party involved in the project, share the contract or agreement during the project and post-Implementation. Could attach PowerPoint attachment or include in the Appendix]
Hardware ? Asus 1. LCD Monitor 2. Desktop CPU 3. Keyboard and mouse Software ? Microsoft 1. Microsoft Windows 2. Microsoft Office 3. Microsoft SQL Server 4. Microsoft Visual Studio 5. Microsoft Outlook Express ? Adobe 1. Adobe Reader Networking ? Malaysia ISP Provider 1. Telekom Malaysia TM net UNIFI Biz 50 (Business Package)

GLOBAL SALES INFORMATION SYSTEM (GSIS) 22/30

Green International

4. PROJECT CONTROL 4.1. Project Plan [Provide High level Project Charter only major Milestones]

GLOBAL SALES INFORMATION SYSTEM (GSIS) 23/30

Green International

4.2. Risk Management Risk is one of the major dangers that will one way or another effect the project unfortunately the effect usually occur close to project finishing which result of failing some part of the project if not the whole project because of underrating that risk at the early stages. The following assumptions had been made during the planning stage of this system and will be added as the project progressed. These assumptions are: Risk probabili ty (00 . 7

Ris k

Description

Mitigation/Potential Response ? Inform project team of changes ? ? Identify changes and impact on project Study the gaps areas and provide plans ? ? Call for meeting to inform project team with new plan reasons behind Investigate cost increase ? ? Send a cost change request to headquarter for approvalperformance propose enhancement techniques Conceder hardware and software upgrades to cover the overload and re address algorithms ? Call for meeting to apply quality assurance plans ? Get quality feedbacks and correct quality control process

Impact (0-10)

Requiremen t Change s

Requirement change during development

Plannin g Gap s Inaccurat e Cost estimatio n

Some aspects of the project is not planned

0 . 7

more than estimated cost is required

0 . 5

Performanc e Issue s

Due to large data performance gets slower over time

0 . 5

Qualit y Problem s Hardware

Quality

assurance

plans is not followed and poor quality

0 . 6 0 .

Hardware failing to

Hardware maintained by

GLOBAL SALES INFORMATION SYSTEM (GSIS) 24/30

Green International

Fai l

perform its tasks or problems of compatibili ty

supplier or specialist agency ? Investigate failure reasons and take actions to prevent future failure ? Meet with department manager to find reasons behind delays ? ? Promote an employee to manage related documents Conceder falling back to older technology Get a short term contract with independent agency to develop the complex parts and train staff ? Find the united interface or protocol for connection ? Use Compatible version of interface or protocol that overcome the different interface and protocols issue ? ? Inform network analyst Investigate delay reasons and take actions to speed up the process ? Reassign tasks to reduce workload and increase speed of progressing in order to catch up with 0 . 4 5 0 . 3 7 0 . 4 8

Lack of Department Manageme nt

One or more of department managers are not cooperating

New Technolog y Risk

Working on new technology that may affect the project

0 . 4

Connecting between Integratio n Issue s different countries with different interfaces changes on integrate

Slo w Progres s

Project is not progressing according to planned schedule

GLOBAL SALES INFORMATION SYSTEM (GSIS)

22/30

Green International

schedule and meet the deadlines ? Contact with HR to temporary transform employees to speed up phase ? Communica ti on method failure One or more of communication methods is out of order ? progressing Apply new communication backup method Promote one of operating communication methods to take place of failure until maintenance ? Inexperienc e d Staff Employees lack the required experience to perform the tasks ? ? System contain bugs, errors or inaccurate results ? ? team fix it Transfer staff from other braches Hire new experienced staff Send Staff to early training Report to programing team Fix bugs and send system to quality and test department for checking 0 . 2 9 0 . 2 9

System Bugs

0 . 8

GLOBAL SALES INFORMATION SYSTEM (GSIS)

23/30

Green International

4.3. Scope Change Management [Explain types of scope creep and how to manage the these creeps]

Project scope is the boundary or limitation of the project that will develop. Scope is reached when the objectives and deliverables is achieved from the project. Out scope of the project is not the concern of the project team member and should not be include in the project at all. A project manager needs to be aware of the occurring project scope creep or also called requirement creep. Scope creep means uncontrolled changed or continuous growth in a project scope. The situation is happen when the project scopes are not clearly define and controlled poor changed control and poor communication between stake holders and the project member. Thus, this situation leads to the over budget or over time of project delivery. Generally, there is two major scope creeps that can happen in a project scope which business process scope creep and also technology scope creep. A proper scope change management should be implemented in the project in order to avoid or handle this major scope creep. There is a few steps to keep scope change are right on track such as [5]: ? Get project sponsor approval - for the change request before authorize any changing work because they are the one who funds the project. ? Communication changes make sure everyone in the project team is keep informed of the project decisions. Team members should involve together and discussing the change to get better input which can increase the change of projects success ? Determine the impact of change changing scope might lead to huge rework cost. Therefore it is important to analyze and review the factor of change such as cost, project schedule and quality of the product or services. ? Consider project sponsors perspective it is not necessary to approve every scope change request. Absurd request should be decline because it may lead project to fail.

GLOBAL SALES INFORMATION SYSTEM (GSIS) 27/30

Green International

4.4. Issue Management [Explain how issues are handling during & post Project implementation, SLA & OLA can be included as an attachment via Appendix]

D
E

No 1 2 3 4

Tim e A B C D

Descriptio n Customer is voice up the issue to the level 1 support of Global Service Desk (GSD) GSD pass the question to the SME in the level 2 support in technical type of SME reply to GSD for the technical question given Response given by GSD to the customer back based on the answer given by the This time response is given by GSD to the customer that has been resolve without the help of SME support

Duratio n 15min 10min 10min 15min

Severity Lo w High High High

Owner Custome r GSD SME GSD

15min

Medium

GSD

GLOBAL SALES INFORMATION SYSTEM (GSIS) 28/30

Green International

Overall View of Green International Organization

Green International Organization

Global Support

Local Support

Project Managem ent Centre

Communica tion and Network

IT Departmen t

Communic atio n Affairs

IT security

Marketi ng Departme
nt

IT Operation s

Data Center Operation

Financ e Departme
nt

Securi ty

Center of Excelent Customer Relationship Management

Center of Excelent Enterprise Resource Planning

Human Resource Departm ent

Procurem ent

Applicatio n Developm ent Center

Global Service Desk

Center of Excelent
GLOBAL SALES INFORMATION SYSTEM (GSIS) 29/30

Green International
- Sales Information System

GLOBAL SALES INFORMATION SYSTEM (GSIS) 30/30

4.5. Project Communication [Explain the mode of communication during project and post-project implementation (post- mortem review). Refer example below]
Information Managed by Project Manager Participant s Department Managers Reasons for Communicatio To articulate project background, scope, roles/responsibilitie s, risk, Kick-off Meeting Project Manager Project Team deliverables, The kick-off meeting is used to clarify goals and objectives, individual roles and responsibilities, Daily Progress Report Department Manager Employees interdependencies Brief (headlines) of daily activities and achievements done by each Weekly Progress Report Weekly Discussion Meeting Project Manager Department Managers Department Manager Employees employee Detailed report of week tasks and project progress Discuss the tasks performed by each department to progress project Weekly Meeting Weekly E-Mail Everyday E-Mail First Week Meeting Frequenc y Start of Project Method

Project Planning

Meeting

Green International

including issues, problems, requests and Monthly Project Meeting Project Manager Project Team questions To setup and review the plan for next month process with brainstorming session to promote and prioritize risks and quality attributes, also allow employees to Headquarter Meeting Headquarte r Manageme nt Project Manager work closer with Communicate Risk, issues, resource concerns, schedule, Urgent Meeting Project Manager Project Team deliverables, This Meeting can be conducted with one or more of project team members to discuss an urgent matters such as risk, change or any other issue that cannot wait for Anytime with 24hrs notice Meeting Monthly Video Conferenc e Monthly Meeting

GLOBAL SALES INFORMATION SYSTEM (GSIS)

28/30

Green International

Random Enquiries

Employee

Employee

For instant enquires between employees in same department or different department

Anytime

Business Telephon e

GLOBAL SALES INFORMATION SYSTEM (GSIS)

29/30