TABLE OF CONTENTS

PROJECT CHARTER....................................................................................................................2
ASSUMPTIONS, CONSTRAINTS AND RISKS.............................................................................2
ASSUMPTIONS: ................................................................................................................................................2
CONSTRAINTS: ................................................................................................................................................3
RISKS: ...........................................................................................................................................................3
APPROACH...................................................................................................................................4
RESOURCES, ROLES AND RESPONSIBILITIES........................................................................5
DELIVERABLES............................................................................................................................7
PHASE I..........................................................................................................................................................7
PHASE II.........................................................................................................................................................7
PHASE III........................................................................................................................................................7
PHASE IV.......................................................................................................................................................7
PHASE V.........................................................................................................................................................7
PHASE VI.......................................................................................................................................................7
PHASE VII......................................................................................................................................................8
PROJECT CLOSE DOWN.....................................................................................................................................8
WORK BREAK DOWN STRUCTURE:..........................................................................................9
......................................................................................................................................................11
RISK MANAGEMENT PLAN........................................................................................................12
PROJECT REPORTING STRATEGY..........................................................................................14
PROJECT BOARD:...........................................................................................................................................14
PROJECT TEAM:.............................................................................................................................................15
AUTHORIZE PROJECT REPORT:.........................................................................................................................15
PROJECT / STAGE LOG / DIARY:.......................................................................................................................15
CHECKPOINT REPORT:.....................................................................................................................................15
ISSUES LOG:..................................................................................................................................................15
PROJECT ISSUES REPORT:.................................................................................................................................15
PROJECT RISK LOG:.......................................................................................................................................16
EXCEPTION REPORT:.......................................................................................................................................16
END STAGE/ PHASE REPORT:...........................................................................................................................16
PROJECT PROGRESS REPORT:...........................................................................................................................16
END PROJECT REPORT:...................................................................................................................................16
CUSTOMER ACCEPTANCE REPORT:....................................................................................................................16
AUTHORIZE CLOSURE:....................................................................................................................................16
CRITICAL REVIEW......................................................................................................................17
REFERENCE LIST:......................................................................................................................21
Project Charter

Project Title: Replacement of IT Infrastructure (Data Communication Network,

Hardware Infrastructure and Information Management Software)
Project Manager: Muhammad Shahzad (SV008923)
Project Start Date: 4 January 2010
Projected Finish Date: 4 January 2012
Project Need:
A local government organization works for young people to provide better
support towards their education, career and training related matters. The
organization is geographical dispersed (One Head Quarter, 13 Public Access
Offices, School, Colleges and ad-hoc locations) with almost 200 employees. The
IT infrastructure is based on a central server hosting a Unix-based package
accessible by each location through VT520 or PC using emulation software over
a 64Kb capacity network. The Unix-based package serves as an information
database that contains records for young people, staff and produce monthly /
annual financial returns. The legacy system is a failed system as it is not fulfilling
all business needs. The system is slow in response time, provides no remote
accessibility feature, only text base information processing, less security and no
internet access to remote sites. The senior management of the organization
wants to implement a new state of the art IT infrastructure that will provide all
necessary business functions and solve all the problems of current system. This
will be achieved with the replacement of current Data Communication Network /
Hardware and with the implementation of new Information Management
Software. (Taylor & Francis , 2006)

Assumptions, Constraints and Risks

Assumptions:
In the preparation of project plan the following assumptions were taken into
consideration.
• To complete the project objectives and tasks the higher management will
ensure that all resources / project team members are available
• The Project Control Committee will monitor the project progress according
to project plan for timely execution and completion ( Chang Control
Meetings and Approvals when required)
• The project can face delays if changes to project plan are not fulfilled
under the time line define in project plan.
• A clear Communication Plan will be followed and all members will adhere
that plan
• Changes to the project plan may happen due to some new information
and issues are revealed.
Constraints:
There are some constraints that may affect the project and following is the list of
these constraints
• Project funds are limited and spread over the period of two years.(The
project plan must be designed over the period of two years to accomplish
this constraint)
• The current staff is not very helpful towards the changes and has some
concerns for the new system implementation
• A comprehensive training plan is required to train current staff and provide
them enough time to get familiar with new changes (System).
• The new system will work in conjunction with County Council IT
Department.
• There are no previous IT procedures in place (Quality, IT Support, Fair
use Policy).
• Discrimination, Health and safety factors must be respected all times.
• The project plan must be designed in a way that staff holidays that booked
already can be accommodated.
• Due to the shortage of funding the availability of resources can be
inconsistent.

Risks:
The following list provides an overview of the potential risk associated with this
project.
• The organization is not able to provide all funding at once before the start
of project and funds will be available over the period of two years that can
slow the progress of project (will result in project delays according to the
time line define in project plan).
• The staff is not happy with the changes and a resistance can be shown by
them to accept the new infrastructure.
• The political landscape may be changed after the next three years and
after this time there is no guarantee that the existing ownership /
management of the organization will be same as it is now.
• The project can face unseen issues as during the progress of project and
have to be resolved
• The Natural disasters or acts of war can be happened during the curse of
project completion.

• The resources can be unavailable due to the Network or System failure.

• The project can face security issues like data theft, virus attacks and
system hacking.
Approach
This project is divided into different phases that will be completed within the time
limit of two years. During these phases the organizations new Network
infrastructure, Hardware Infrastructure and Information Management System will
be implemented. The following is the brief description of work carried out during
the different phases of this project.
Phase I:
The first phase in this project will be analysis phase. A statement of business
objectives will be the outcome of this analysis process. The next major tasks in
this phase is recruiting the project team and present a final project plan to Project
Board for the official acceptance for the start of the project.
Phase II:
The Phase II is design phase that will start with review of current system design.
A detailed proposed design will be the outcome of this phase. The software,
hardware and network proposed design will be presented to Project Board for the
official acceptance.
Phase III:
The first major task in this phase is developing Information Management software
with the help of 3rd party contractor (Software Developers). Along with this the
Head Quarter is the first site where the new network and hardware infrastructure
will be implemented. All other sites (13 Public Access Offices and Remote Users)
will be connected to this main site to perform their daily tasks. The new system
will be rolled out parallel to the old system that will not affect the daily business
routine as old system will work until the completion of all phases.

Phase IV:
As on the completion of phase III the Head Quarter staff will get their training on
the newly implemented system and IT department will responsible of this task.
The network department will start implementing network changes to first four
sites (Public Access Offices) and then IT department will join them to upgrade the
hardware / software.

Phase V:
After the complete testing of network, hardware and software in-between HQ to 4
Sites (Public Access Offices) the Phase V will be started. The IT department
conduct training workshop for the Public Access Offices staff on newly
implemented infrastructure. As the training is going along the network
department will move on to next 4 sites for the implementation of new network
resources. The IT department will join them to complete their part of hardware
and software changes.

Phase VI:
In this phase the approach will remain same as in phase V and all task will be
carried out in similar fashion on last 5 sites (Public Access Offices).
Phase VII:
In the last phase the final testing will be performed and project documentation will
be finalized. The project close will be done and that will complete the all tasks of
this project plan.

Resources, Roles and Responsibilities

Role
Project Sponsor (Senior
Management)
Senior End User
Project Manager
Assistant Project
Manager
Network Administrator
Assistant Network
Administrator
IT Support / Training
Manager
IT Support Engineer /
Trainer
Software Developer (3rd
Party Contractors)
Responsibility (In Brief) No of
Positions
Monitor Project
Monitor Project
Plan and Execute Project 1
Assist Project Manager 1
Install , Maintain and Troubleshoot 1
Network Infrastructure
Assist Network Administrator 1
Managing IT Support Help Desk 1
2nd Line of Support for all IT related
matters
Provide IT Training To Staff 3
1st Line IT Support Help Desk
Design, Develop and implement
Information Management Software

Project Sponsor (Senior Management):

• Decision Making Authority / Tie Breaker
• Provide Project Guidance and Oversight
• Approve or Review all Project Elements

Senior End User:

• Provide Project Guidance and Oversight
• Provide End User Inputs (Staff Requirements)
• Approve and Review all Staff issues related to new implementations

Project Manager:
• Plan and Execute Project According to Project Plan
• Member of the Steering Committee (Change Control Board)
• Main Contact Person for Contactors
• Main Contact Person for Vendors
• Monitor the Project Progress at all Phases of Project with Accordance to
Project Budget
• Provide Guidance for Project Goal and Objectives to all Team Members
 • Main Contact Person For Problem Resolution

Assistant Project Manager:

• Assist Project Manager in all Tasks
• Handle all Procurement Matters
• Responsible of all Documentation of Project
• Responsible of Implementing and Monitoring all Ethical Standards (Piracy
,Licensing, Health& Safety, Intellectual Proper Rights and Data Protection
Act etc) during the all Phases of Project
• Responsible of Quality Assurance during all Project Phases

Network Administrator:
• Responsible for Design and Implementation of Network Infrastructure of all
Organization (HQ and 13 Public Access Offices).
• Take care of all Technical issues during Project Implementation
• Responsible for Network Technical Support After Implementation
• Main Contact Person for all Networking Problems
• Member of the Steering Committee (Change Control Board)
• Make sure that Network Infrastructure fulfill all Business Needs( Fast,
Secure, Reliable and Fault Tolerance)

Assistant Network Administrator:

• Assist Network Administrator in all Tasks
• Handle all Procurement Matters
• Responsible of all Documentation of Network Infrastructure
• Act as a 1st Line of Support for Network Problems

IT Support / Training Manager:

• Manage the IT Support Help Desk for whole organization (HQ and 13
Public Access Offices)
• Main Contact Person for Software Developers( 3rd Party Contactors)
• Take care of all Technical issues during Project Implementation
• Main Contact Person for all IT Problems (PC, Cabling, Printing, Remote
Access and Software issues)
• Member of the Steering Committee (Change Control Board)
• Managing / Plan the Training of all Staff Members for New Hardware
Infrastructure and Information Management Software

IT Support Engineer / Trainer:

• Assist IT Support Manager / Trainer in all Tasks
• Handle all Procurement Matters
• Responsible of all Documentation of IT Department
• Act as a 1st Line of Support for IT Problems
 • Provide Training to all Staff Members for New Hardware Infrastructure and
Information Management Software

Deliverables
Phase I
• Statement of Business Objectives
• Project Team On Board
• Approved Project Plan

Phase II
• Current System Design Review Document
• Proposed System Design Document

Phase III

• Development of Information Management System with the help of 3rd Party

Contractors ( Software Developers)
• Network Infrastructure Implementation at Head Quarter and One Public
Access Office ( Data Communication Link, Cabling, Installation of
Switches & Routers)
• Hardware Up Gradation at Head Quarter and One Public Access Office
( Server & PC Installations)
• Information Management system Implementation at Head Quarter and
One Public Access Office.

Phase IV
• Training workshop for HQ Staff and One Public Access Office.
• Network Infrastructure Implementation at First 4 sites
• Hardware Up gradation at First 4 sites
• Information Management system Implementation at First 4 sites
• Testing of all new implemented Infrastructure with HQ

Phase V
• Training workshop for staff from Phase II sites
• Network Infrastructure Implementation at 4 sites
• Hardware Up gradation at 4 sites
• Information Management system Implementation at 4 sites
• Testing of all new implemented Infrastructure with HQ

Phase VI
• Training workshop for staff from phase III sites
• Network Infrastructure Implementation at last 4 sites
 • Hardware Up gradation at last 4 sites
• Information Management system Implementation at last 4 sites
• Testing of all new implemented Infrastructure with HQ

Phase VII
• Training workshop for staff from phase IV
• Final System Testing report
• Final user acceptance report
• Final operational acceptance report

Project Close Down

• Final Testing / Completion of all Documentation
• Release resources
• Project post-mortem report
• Project Close Down Report
Work Break Down Structure:
 LIST OF TASKS / WORK BREAK DOWN STRUCTURE
Phase III
Phase I Phase Project
Phase III Phase IV Phase V Closed
(Analysis) VII
Down

Phase II Conduct
Phase VI Final
(Design) Training Documentation
Application
Project Development
Launch Project Post-
Current System Desktop Conduct Conduct
Mortem
Design Review PC Rollout Training Training
Link
Initial Installation
Review Conduct
Software Desktop Training
Proposed Rollout Desktop PC Rollout
System design Desktop PC Rollout
Acquire PC Rollout
Resources
Data Software Final
Review Migration Software Rollout System
Proposed Software Rollout Testing
Project System design Rollout
Planning
Parallel Data
Testing Data Migration
Approved & Data Migration User
Go-Ahead Migration Acceptance
Parallel
Parallel Testing
Approved & Parallel Testing
Go-Ahead Testing
Risk Management Plan
A Risk Management Plan is a key document in project plan as its outline an
overall approach to risk management. The document address the key factor like
awareness of significant risks, effective planning of resources, recognition of
accountability / responsibilities, identification of new opportunities and action plan
for the effective management of identified risks. The following is a list of identified
risks with information like Title, Risk Level, Likelihood and Mitigation Strategy.
(OGC, 2009)

Risk Risk Likelihood Impact Mitigation Strategy

Level

The organization is not 1. Project is divided into

able to provide all different phases as it does
funding at once before provide opportunity to
the start of project and arrange funds at different
funds will be available time intervals.
over the period of two 2. Higher Management
Project
years that can slow the High Likely
Failure need to find out possible
progress of project (will funding from non
result in project delays government organizations.
according to the time
line define in project
plan).

The political landscape 1. Project Authorization

may be changed after document will cover this
the next three years document that will provide
and after this time baess of wonership in any
there is no guarantee kind of chnage
Project
that the existing Medium Likely
Failure 2. Comprehensive project
ownership / plan timelines with
management of the frequent baseline reviews
organization will be make sure that project will
same as it is now. finish with in two years
time.
The staff is not happy HIGH Likely Project 1. A senior member of
with the changes and a Delay staff is a member of
resistance can be Project Board to provide
shown by them to Staff input.
accept the new 2. Staff Incentive Schemes
infrastructure. for the adoptation of new
system
3. Comprehensive
Training plan
 Risk Risk Likelihood Impact Mitigation Strategy
Level

Project Team Members 1. Allocate resources

may be absent, sick, efficently according to
holiday or leaving the prebooked holidays
project. 2. Task allocation is based
on more then two staff
Project members as key roles has
HIGH Likely
Delay Assistants to cover in case
of any emergency.
3. Multiple Recruting
agencies must be on
board for key resource
skills
The resources can be 1. High availablity of
unavailable due to the network or system is
Network or System achived through multiple
failure. Project communication links
Medium Likely
Delay (Reduntant Paths)
2. Backup system (UPS)
is inplace for electic
failures
The project can face 1. Domain system is
security issues like inplace to prevent data
data theft, virus attacks theft
and system hacking. 2. Firewall system is
inplace to protect hacking
and virus attacks
Project
Medium Likely
Delay
3. VPN system is design
to provide secure remote
access
4. Antivirus server is
placed to make sure that
all malware and virus
attacks are preventable.
The Natural disasters 1. The project charter
or acts of war can be cover this risk in the form
happened during the that when this kind of
curse of project incident happen the
Project
completion. Medium Likely
Failure
project will stop
immediately and
necessary change control
action will be authorized
by Project Board.
Project Reporting Strategy
The project reporting strategy is actually a communication plan of a project. The
strategy defines a clear way of communication that will be adopted during the all
phases of the current project plan. The idea is based on PRINCE 2 reporting
strategy. The details of team formations and reports used in the project
implementation is as following (CCTA, 1999)

Project Board:
The Project Board is responsible for the overall monitoring of the project from
start to end. The board members are all top level officials of all departments
taking part in the current implementation. All project activities are authorized and
review by Project Board before implementation. The Project Board meeting will
be held at the end of first phase to provide Authorized Start of the project. Then
after completion of every phase a progress check / review / change control
meeting will be held to discuss the current completed phase and will give go
ahead to start the new phase of the project.

Project Board

Senior Senior End Project Finance

Management User Manager Manager

Network IT Support /
HR Manager
Administrator Training Manager
Project Team:
The Project team is act as a second tear to handle the project implementation.
The team is based on the members that are directly involved in all the phases of
project and will held meetings at regular intervals to check project progress. The
end report of this meeting will be the input to the Project Board meeting.

Project Team

Project Network IT Support / Senior

Manager Administrator Training Manager End User

Assistant Project Assistant IT Support

Manager Network Engineer/ Trainer
Administrator

Authorize Project Report:

The Authorize Project report is used to record the agreement of the start of
project by Project Board with the commitment of resources.

Project / Stage Log / Diary:

This document keep records the events like incidental meetings, telephone calls
and official correspondence. It provides direction to project manager and team
members and also summaries events impacting on the project.

Checkpoint Report:
This report records progress made on the project on weekly basis. The report is
used by department managers and showed in project team meeting.

Issues Log:
The log document will be used to record daily project issues and will show correct
status of project.

Project issues Report:

The report is based on issues log and will be used when a change to the project,
error or failure is detected. The report will be used by project manager to put a
project change control case in Project Team and Project Board meeting.
Project Risk Log:
This document will record the identified project risk during the implementation of
all project phases. The document will be a guideline for the project team and
project board meeting for any task changes or corrections.

Exception Report:
The report will be produced when an exception is produced related to the cost or
timescale for an approved project phase. The cost or timescale will exceed the
forecasted figures and will not meet the tolerance levels set by the Project Board.
This will be used by project manager to inform the Project Board and to obtain
direction from them.

End Stage/ Phase Report:

The report will be used to summaries the end stage / phase results. The assistant
project manager will collect data for this report from all relevant departments.

Project Progress Report:

This report will show the overall project progress to the all members and will
provide a comprehensive guideline to the all line managers. The Project Team
and Project Board will review the report on their schedule meetings.

End Project Report:

The end project report will summarize the situation at the end of the project. The
project manager will produced this report to Project Board to get the authorize
closure of the project

Customer Acceptance Report:

A formal document will be signed by the senior end user to accept the final
outcome of the project.

Authorize Closure:
All members of Project Board will sign a project closure document that states the
official close down of project.
Critical Review
System Development Lifecycle (SDLC) is a conceptual model that describes a
stage approach to manage project. It act as a helping tool with the following
stages like identify problems with existing systems , provide understanding how
business needs can be fulfill, based on that proposed new solution, design the
system , implement the system , test the system , deliver the system and at last
stage maintain the system.
Who, What,
Why When, Where
Preliminary Logical
Analysis
Investigation Design

How

How
Physical
Implementation Maintenance
Design

System Development Life Cycle (SDLC) (DePaul, 2009)

There are no of project management models available based on the guidelines of
SDLC to manage projects. Every model has its own advantages / disadvantages
under the environment where they are used or implemented. The following
discussion list the most popular model with brief description about them.

Waterfall Model:
The waterfall model is based on a sequential approach where output of an each
stage becomes the input for the next stage. From this classic approach most of
development approaches are derived from. The following is a list of some key
advantages and disadvantages of this model (DePaul, 2009)
Advantages Disadvantages
• Milestones are Clearly defined • The opportunity for preview of
• Easy to implement / understand the system is little for customers
• Suitable under the environment • Requirements specification must
where quality is preferred then be well defined
cost • Less flexible in terms of
• Management Control (track, deliverables for each phase
staff, plan) is easy to implement • Problem solving is not easy and
can give false view of project
progress
 Waterfall Model (DePaul, 2009)
V-Shape Model:
This model is a variation of waterfall model which is designed for the validation
and verification of the product during the all phases of project. In this approach
particular development phase is planed in parallel with corresponding testing
phase. The requirements are well defined and known upfront. Best
implementation of this approach is when high system reliability is required like
hospital patient control software.

V-Shape Model (DePaul, 2009)

Prototyping Model:
This model is design for the environment where requirements are unstable or not
very clear at the start of the project. A prototype is developed for the specific task
at the requirement phase and then end user evaluates this product. The product
is further develop under the feedback received from the end user and finalized
when end user satisfy the prototype code to create a finish product.
Rapid Application Model (RAD):
RAD as its name describe is used when time is a constraint (Limited period of
time). It uses prototyping and iterative approaches to achieve speedy
development of the project. User is involved during all stages of the project. The
development is based on prototypes that are used to refine and verify the
business needs. This process is carried out in iterative cycle until a software or
data model is refined enough to construct.
Incremental SDLC Model:
The Incremental SDLC model first constructs a partial implementation of a total
system and then adds increased functionality slowly. This incremental model
then implement requirements of the system in a group form with a define priority
order. The system adds functions to the previous release until all required
functionalities of the design phase are completed. This model is used in the
environment where projects have lengthy implementation schedules and there is
a need to launch basic functionality in the market early.

Incremental SDLC Model (DePaul, 2009)

Spiral SDLC Model:
The spiral SDLC model is design for high risk projects where requirements are
complex and user is unsure of their needs. The main focus in this approach is on
cost and risk evaluation during all stages of the project. This model adds risk
analysis and 4 GL prototyping in to the waterfall model. The model is based on
cycles that involve the same sequence of step as waterfall model.

Spiral SDLC Model (DePaul, 2009)

The SDLC model provides a programmatic way of controlling project activities
under the different kind of implementation environments. The methodologies are
really helpful in the following project planning tasks.
• Define project scope
• Provide flexible but consistent project control
• Key deliverables of the project
• Identification of possible risks
• A mitigation plan for the identified
• Control project cost
• List of Tasks with Work Breakdown Structure
• List of Resources with roles and responsibilities
• Effective management
• Clear communication
• Progress checks (Reporting, Meetings, Chang Control)
• Quality Control
All above mentioned project planning tasks are implemented in the current
project plan. The approach section describes the overall implementation of the
project that divided into phases based on Incremental SDLC Model. As the
length of the project is long (2 years) and project funding is time constraint so the
best possible implementation is phase implementation. The other section are
based on project deliverables, resources with role and responsibilities, work
break down structure, risk management plan and project progress reporting
strategy.
Reference List:
CCTA (1999), Managing Successful Projects with Prince 2, Central Computer
and Telecommunication Industry

DePaul (2009), Software Development Life Cycle (SDLC) [Online]

AvailableFrom:http://condor.depaul.edu/~jpetlick/extra/394/Session2.ppt.
[Accessed: 10/11/2009]

Taylor & Francis (2006), Project Managing E-Learning, [Online] Available From:
http://www.routledge.com/textbooks/9780415772204/resources/Charter_Templat
e.doc. [Accessed: 10/11/2009]

OGC(2009), Risk Management Framework [Online] Available From:

http://www.ogc.gov.uk/documentation_and_templates_risk_management_frame
work_.asp [Accessed: 10/11/2009]