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Example: Project Charter

HR to Student Information Systems Interface


(HR-SIS) Pilot Project:

mm dd, yyyy

Prepared By: Project Manager


Title: Project Manager

Example Charter, v1.2.1


Project Charter Approval Signatures
Project Name: HR-SIS Pilot Project

Project Manager:

________________________ _________
(Signature) (Date)

Project Manager1
Division of Information Technology – MILER Core Team

Project Sponsors:

________________________ _________
(Signature) (Date)

________________________ _________
(Signature) (Date)

DoIT Co-Sponsor1 & 2


Division of Information Technology

Executive Sponsor:

________________________ _________
(Signature) (Date)

Executive Sponsor1
HR Office
UW-Madison

mm / dd / yy Project Charter-Full Page i


Document Change Control
The following is the document control for the revisions to this document.

Revision Number Date of Issue Author(s) Brief Description of


Change
Version 1.0 mm / dd / yy Project Manager1, Staff1 Initial version for review
and comment.
Version 1.2 mm / dd / yy Project Manager1, Staff1 Changes to scope,
removal of budget items
Version 1.3 mm / dd / yy Project Manager1, Further refinements to
Staff1, Staff2, Staff3 scope, modifications to
team structure
Version 1.4 mm / dd / yy Project Manager1, Small wording changes
Staff1, Staff2, Staff3

Definitions
The following are definitions of terms, abbreviations and acronyms used in this document.
Term, Abbreviation or Acronym Definition
CBS Common Business Systems
CSIAWG Common Systems Interoperability Architecture Working
Group
DoIT UW-Madison Division of Information Technology
FASTAR Facility for Shared Technology and Resources
HR UW-Madison Human Resources
HR-SIS Human Resources to Student Information Systems
IAA Identification, Authentication, and Authorization
MILER Management of Internal Employee Records
SOA Service Oriented Architecture
Tech Directors DoIT Technical Directors
UDS University Directory Service
XML Extensible Markup Language

mm / dd / yy Project Charter-Full Page ii


Table of Contents

1.0 Scope........................................................................................................................ 1
1.1 Business Need.......................................................................................................1
1.2 Project Goals.......................................................................................................... 1
1.3 Product Description................................................................................................1
1.4 Organization Structure and Responsibilities...........................................................2
1.5 Project Boundaries.................................................................................................3
1.6 Critical Success Factors.........................................................................................3
1.7 Project Assumptions...............................................................................................3
1.8 Project Constraints.................................................................................................3
1.9 Project Deliverables...............................................................................................4
2.0 Requirements........................................................................................................... 4
2.1 Functional Requirements.......................................................................................4
3.0 High-Level Milestones & Timeline, Roles, and Budget.........................................4
3.1 High-Level Milestones and Timeline.......................................................................5
3.2 High-Level Roles....................................................................................................5
3.3 High-Level Budget..................................................................................................6
4.0 High-Level Control Strategies.................................................................................6
4.1 Communications Strategy......................................................................................6
4.2 Quality Management Strategy................................................................................7
4.3 Risk Management / Contingency Plan....................................................................7

mm / dd / yy Project Charter-Full Page iii


1.0 Scope
1.1 Business Need

Data is entered into the UW Systemwide HR information system for new employees and
for changes to employee information. UW-Milwaukee would like to take advantage of
this entry to also feed their Student Information System (SIS) where they keep their
registry of people who may obtain services. In addition, UW-Milwaukee feeds its on-line
White Pages and its directory from the SIS.

The Student Information System requires information on instructors so that they can be
assigned to classes, and on advisors so that they can be assigned students. Again, the
campus wants this data in its SIS as soon as possible and wants to avoid duplicate data
entry.

The purpose of this project is to create an interface that provides data about UW-
Milwaukee employees from the Systemwide HR information system to the UW-
Milwaukee Student Information System (SIS) in a secure and timely manner, in order to
provision services, feed the on-line White Pages and directory, and aid in providing
functionality in the SIS.

1.2 Project Goals

The goals of this collaborative project with UW-Milwaukee are as follows:

1) To automatically feed the UW-Milwaukee SIS, used as their campus’ people


registry, the necessary data on employees in order to provision campus services.
This includes notification of employment termination.

2) To feed the UW-Milwaukee on-line White Pages and directory.

3) To automatically feed data to the UW-Milwaukee Student Information System


about instructors and advisors who are current or future employees, in order to
assign classes and students.

1.3 Product Description

We will create an interface that supports bio/demographic and employee status


information exchange about current and future UW-Milwaukee Classified and
Unclassified employees from the UW Systemwide HR information system to the UW-
Milwaukee PeopleSoft Student Information System. Data for appointments at other
campuses that a Milwaukee employee may have will not be transmitted. Data for people
whose UW-Milwaukee employment ends will also be sent in order to notify the SIS of
this fact. This is a one-way interface, sending HR data to UW-Milwaukee’s SIS.

mm / dd / yy Project Charter-Full Page 1


There will be record matching logic, as well as determinations of which is the
authoritative system for each data element, where to store the incoming data, how to
limit access to sensitive data, data translation and editing, and error handling.

The delivered interface will have Production-quality support. This includes security of
data at all times during the data extract and transport. Once the data reaches the
campus, security is the campus’ responsibility. Some of the data is very sensitive.
Production-quality support also includes the ability to recover data from a failed
transmission or to completely restore all employee data in case of a catastrophic loss or
systems out of sync.

The desired timing of data exchange is near-real-time. Nightly batch is acceptable as an


initial implementation, although a batch interface necessitates double entry of some of
the data by the institution.

The consumer of the data is the UW-Milwaukee PeopleSoft SIS and Oracle DB. We will
develop a data import into the UW-Milwaukee PeopleSoft SIS using PeopleSoft tools.
To the extent possible, we will strive for a solution that works for other software and
databases as well. Specifically, we will develop the interface with an eye toward its use
in supporting information exchange from the UW Systemwide HR information system to
all UW PeopleSoft Oracle Student Administration Systems, and ideally to support the
same sort of information exchange from the HR system to Student Information Systems
in use across the UW, which include PeopleSoft, Datatel, custom-built, etc.

Since this is a pilot project, it will be evaluated by the Stakeholders against the Business
Need and Goals listed in this document. Expanded use of the interface beyond UW-
Milwaukee will be evaluated as part of the project at the end. A preliminary list of what
issues would need to be addressed to do so will be created.

To the extent possible, we will incorporate concepts being proposed by CSIAWG and
design an interface that utilizes SOA concepts and could either be used directly or
modified slightly to be incorporated into a Web Service implementation in the future.
This includes the ability to change the data source with relative ease at some future
date, and using XML standards and interoperability tools where they are appropriate and
available. Begin to utilize the results of CSIAWG research.

We will utilize a new methodology of shared development between MILER and individual
institutions. The MILER Core Team and UW-Milwaukee will work together to design and
create the data import into the PeopleSoft SIS.

1.4 Organization Structure and Responsibilities

Name Organization
Project Customers Human Resources UW-Milwaukee
Registrar UW-Milwaukee
Project Sponsor MILER Director UW System

Project Manager Project manager DoIT Application, Development and Integration

mm / dd / yy Project Charter-Full Page 2


1.5 Project Boundaries

In Scope

Provide bio/demographic and employee status data to UW-Milwaukee SIS needed to…
 provision services,
 feed the on-line White Pages and directory, and
 aid in assigning classes and students.

Out of Scope

This project is a pilot and will not include any work for the final, production
implementation at UW-Milwaukee.

1.6 Critical Success Factors

The measures for the success or failure of this pilot project are as follows:

1) Provide basic bio/demographic and employment status change data about


current and future UW-Milwaukee employees to the UW-Milwaukee SIS in a
secure electronic way.
2) Deliver production support for the interface, including
 secure data extract and transfer,
 the ability to recover data from a failed transmission, and
 the ability to restore all employee data to the UW-Milwaukee SIS in case of
catastrophic loss or systems out of sync.
3) Evaluate the feasibility of expanding use of the interface beyond UW-Milwaukee.
4) Learn about JMS routing, the PeopleSoft Integration Broker, and HR-XML
schema.
5) As much as possible, use technology and standards that move UWS toward
SOA.
6) Make the interface as generic as possible, that is, not dependent on a specific
software package or database, either for source or target.
7) Performance test large payloads.
8) Share development between MILER and UW-Milwaukee.
9) Begin to utilize the results of CSIAWG research.

1.7 Project Assumptions

 Agreement can be reached on the source of the data.


 Agreement can be reached on providing production support for the data transfer.

1.8 Project Constraints

Data storage and transport must be secure from unauthorized access at all times during
the process.

mm / dd / yy Project Charter-Full Page 3


1.9 Project Deliverables

Key deliverables for this project are described below:


Deliverable Description
Approved Project Charter Describes purpose, boundaries, deliverables and
high-level timelines, cost and roles
Approved Pilot Project Plan Includes baseline project schedules, budget,
staffing, and control plans for communication and
quality management
Create Pilot and Test Provide basic bio/demographic and employment
status change data about current and future UW-
Milwaukee employees to the US-Milwaukee SIS in a
secure electronic way
Test and Revise Test system developed in controlled, QA manner and
revise as needed.
Complete Pilot Report Report on the success of the revised pilot and any
issues to consider before implementation

2.0 Requirements

2.1 Functional Requirements

Requirements that are in scope and out of scope of this project are noted below:

Requirement In Scope Out of


Scope

Pilot Project
1. Create an interface that supports bio/demographic & X
employee status information exchange about current/future
UW-Milwaukee Classified and Unclassified employees from
the UW Systemwide HR information system to the UW-
Milwaukee PeopleSoft Student Information System. Data for
appointments at other campuses that a Milwaukee employee
may have will not be transmitted. Data for people whose UW-
Milwaukee employment ends will also be sent in order to notify
the SIS of this fact. This is a one-way interface, sending HR
data to UW-Milwaukee’s SIS.
2. There will be record matching logic as well as determinations X
of which is the authoritative system for each data element,
where to store the incoming data, how to limit access to
sensitive data, data translation and editing, and error handling.
3. The delivered interface will have Production-quality support. X
This includes security of data at all times during the data
extract and transport. Once the data reaches the campus,
security is the campus’ responsibility. Some of the data is very
sensitive. Production-quality support also includes the ability
to recover data from a failed transmission or to completely
restore all employee data in case of a catastrophic loss or
systems out of sync.
4. The desired timing of data exchange is near-real-time. Nightly X
batch is acceptable as an initial implementation, although a
batch interface necessitates double entry of some of the data
by the institution.
5. The consumer of the data is the UW-Milwaukee PeopleSoft X

mm / dd / yy Project Charter-Full Page 4


Requirement In Scope Out of
Scope

SIS and Oracle DB. We will develop a data import into the
UW-Milwaukee PeopleSoft SIS using PeopleSoft tools. To the
extent possible, we will strive for a solution that works for other
software and databases as well. Specifically, we will develop
the interface with an eye toward its use in supporting
information exchange from the UW Systemwide HR
information system to all UW PeopleSoft Oracle Student
Administration Systems, and ideally to support the same sort
of information exchange from the HR system to Student
Information Systems in use across the UW, which include
PeopleSoft, Datatel, custom-built, etc. The more generic the
interface, the better
6. Since this is a pilot project, it will be evaluated by the X
Stakeholders against the Business Needs and Goals listed in
this document. Expanded use of the interface beyond UW-
Milwaukee will be evaluated as part of the project at the end.
A preliminary list of what issues would need to be addressed
to do so will be created.
7. To the extent possible, incorporate concepts being proposed X
by CSIAWG and design an interface that utilizes SOA
concepts and could either be used directly or modified slightly
to be incorporated into a Web Service implementation in the
future. This includes the ability to change the data source with
relative ease at some future date, and using XML standards
and interoperability tools where they are appropriate and
available. Begin to utilize the results of CSIAWG research.
8. Utilize a new methodology of shared development between X
MILER and individual institutions. The MILER Core Team and
UW-Milwaukee will work together to design and create the
data import into the PeopleSoft SIS.
9. Generate a pilot summary report with recommendations of X
issues to resolve prior to production.
10. Assist in the production implementation of this UW-Milwaukee X
system.

3.0 High-Level Milestones & Timeline, Roles and Budget


3.1 High-Level Milestones and Timeline

Key Milestone Estimated Target Date

Approved Project Charter and Project Plan mm / dd / yy


Present Pilot deliverables to Sponsors mm / dd / yy
Pilot Test and Revisions Completed mm / dd / yy
Summary Pilot Report Presented to Sponsors mm / dd / yy

3.2 High-Level Roles

The FASTAR and the DoIT Technical Directors’ agreement will be required for the data
transport mechanism and its support in production status.

mm / dd / yy Project Charter-Full Page 5


The DoIT Middleware group, the IAA Governance Committee, the UW-Madison HR
Office (data custodian for the UDS), and UW-Milwaukee will need to agree on the source
of the data.

UW-Milwaukee will make decisions regarding the HR data requirements and


methods/timing for loading it into their SIS.

UW-Milwaukee will make decisions regarding a record matching algorithm,


determination of authoritative system for each data element, and how to handle errors or
conflicting data.

UW-Milwaukee will make decisions regarding the access to and use of the data once it
reaches their campus, since the data is UW-Milwaukee employee data.

UW-Milwaukee and the MILER Core Team will evaluate the pilot and its potential for roll-
out to other campuses.

3.3 High-Level Budget

Cost Type FY05-06


Pilot Development $XX,XXX
Testing and Revisions $X,XXX
Summary Report $X,XXX
Total Budget $XX,XXX

4.0 High-Level Control Strategies

4.1 Communications Strategy

The Executive Sponsor1 and UW-Madison Human Resources Office will approve this Project
Charter in its final release. Approval of this document will be confirmed through the distribution of
the document to all project stakeholders and via the publication of the document on the UW-
Madison Human Resources website.

For this collaborative pilot project, a weekly status e-mail will be sent out to all involved
to keep everyone up-to-date on progress and outstanding issues. In addition to the
Executive Sponsor, Sponsors, and UW-Milwaukee liaisons, the following comprise the
MILER core team members:
 Staff1 – FASTAR
 Staff2 – MILER
 Staff3 – UW-Milwaukee
 Staff4 – MILER
 Staff5 – DoIT Middleware
 Staff6 – MILER
 Staff7 – DoIT Architecture
 Executive Sponsor1 – UW-Madison HR Office
 Staff8 – DoIT Middleware
 Staff9 - MILER
 Staff10 – UW-Milwaukee
 Project Manager1 – MILER

mm / dd / yy Project Charter-Full Page 6


4.2 Quality Management Strategy

The team will evaluate the success of the pilot to determine whether the interface can be
re-used beyond UW-Milwaukee.

This is a shared development initiative, an experimental model. Thus, the team will
evaluate the success of this initiative to determine whether/how this model might be
expanded in the future.

4.3 Risk Management / Contingency Plan

It is possible that the owners of the source systems could reject our implementation
design. If this occurs, the Sponsors and UW-Milwaukee project liaisons will assist the
Project Manager in resolving these issues.

There may be problems using new technology with which the UW has little or no
experience. As the pilot development begins, any problems will need to be addressed.
The Project Manager will discuss those impacting the scope and/or budget with the
Sponsors and UW-Milwaukee project liaisons. Major revisions to the Charter must be
reviewed and approved.

Sufficient time from every resource will be needed to meet the timeline and budget. The
Project Manager will discuss issues impacting the timeline and/or budget with the
Sponsors and UW-Milwaukee project liaisons. Major revisions to the Charter must be
reviewed and approved.

mm / dd / yy Project Charter-Full Page 7