PROJECT CHARTER EXAMPLE

Project Name: LMT/PEL LIMS Deployment Project

Prepared by John Doe and Mary Smith
Date: 8/22/06

INITIATION:
LABORATORY INFORMATION MANAGEMENT SYSTEMS (LIMS) DEPLOYMENT

February 6, 2006 (Supersedes the December 15, 2005 general LIMS

Deployment Charter) Operating Group Task #95: Provide Plan for LIMS
deployment at Facility A and funding plan.

Project Manager: John Doe, CIO

Project Administrator: Mary Smith, Project Management Office

SYNOPSIS: Laboratory Information Management Systems (LIMS) are information management systems
designed to track, organize, store and report on laboratory-generate data and analytical
results. In addition, when used in core laboratories, the LIMS provides a portal for
generating accounting reports and the systematic distribution of resulting data back to the
requesting scientists and collaborators. LIMS can operate in both highly regulated and non-
regulated environments. LIMS can meet all Good Laboratory Practice (GLP) requirements
by providing full sample tracking, user certification, instrument and calibration management,
standards & reagents management, full auditing, CFR21 Part 11, report and sample
scheduling, bar coding, on-line help, and other functions. By eliminating several common
sources of human error and by connecting directly to the laboratory-based instrumentation,
LIMS improve laboratory efficiency. A full-featured LIMS will manage various laboratory
data types including sample log-in, reporting analytical results, billing, and other related
operations.

PURPOSE/ As a result of the increased use of various high throughput technologies in virtually all areas
BUSINESS of biological research, sophisticated software is needed to help research and diagnostic
NEED:
laboratories manage, analyze, and organize complex data. In addition, core technology
facilities must be able to manage and distribute the data back to collaborating scientists in a
controlled and secure manner. They must also have billing, tracking, and other capabilities
to perform administrative functions efficiently. A well-designed LIMS can provide the
solution to all of these production requirements.

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SCOPE AND LMT

ACCEPTANCE: The scope of the LMT component of the project includes a tested, documented, and
functional LIMS no longer dependent on the Finch system. Enhancements will be
developed separately and not be included in this project. Once the basic functionality has
been documented and approved by the LMT, its users, the Customer, the Informatics
Group, and the Project Manager, changes will not be made to the scope without the written
approval of the LMT head and the Informatics Group Project Manager.

PEL
An initial needs assessment of the PEL lab and user-base will establish the basic
functionality of the LIMS for this project. Enhancements will be developed separately and
not be included in this project. Once the basic functionality has been documented and
approved by the PEL, its users, the Customer, the Informatics Group, and the Project
Manager, changes will not be made to the scope without the written approval of the PEL
head and the Informatics Group Project Manager.

APPROACH:
Standard development process utilized in the LIMS project:

1) Informatics Group LIMS developer will collect user requirements and document it as
requirement description for user review.

2) Informatics Group LIMS developer will write the corresponding use cases to cover
requirements.

3) Informatics Group LIMS developer will have system architecture design for user review.

4) Informatics Group LIMS developer will write detailed design document for major
components/classes.

5) During the software development phase, unit testing, regression testing and system
integration testing are required.

6) During the software quality assurance phase, QA testing and user acceptance testing will
be required.

7) Final user acceptance testing will be given prior to the final production release.

PRODUCT
DESCRIPTION
AND The LIMs to be deployed in the support laboratories will provide various functions for the
DELIVERABLES: designated recipient laboratories. Additionally, the LIMs described in this document will be
deployed in various stages that each will represent a milestone. The Project Management
Plan includes a Work Breakdown Structure and timeline for the achievement of those
milestones (each with significant improvements and/or additional capabilities). This
approach is designed to provide an immediate benefit to the recipient laboratories and
demonstrate robust core functionalities which will then be extended in the subsequent
versions of the software.
LMT LIMS
Phase I: Data Analysis

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Phase II: Barcode Inventory Tracking System

Phase III: Reporting System
Phase IV: System Consolidation
PEL LIMS
Phase I: Needs Analysis
Phase II: Prototype System Development, Review, and Validate
Phase III: Implementation and testing
Phase IV: System Consolidation, Documentation, Training; Production Release
PROJECT
Project Management processes according to the standards and methodology set forth in the
MANAGEMENT:
Project Management Institutes' Body of Knowledge will be used to manage the deployment
of the LIMS project. The Project Management Plan (PMP) will include the following
elements:
 Project Charter
 Description of the Project Management (PM) approach
 Scope statement
 Work Breakdown Structure
 Cost estimates, start and finish dates, roles and responsibilities
 Performance measurements baselines for scope, schedule, and cost
 Major milestones and target dates for each
 Resources, effort, and related costs
 Risk Management Plan
 Quality Management Plan
 Communications Management Plan
The project management plan is a living document that will be updated by the Project
Manager and Project Management Administrator as required. The plan will be executed and
overall project performance evaluated on a regular basis to provide confidence that quality
standards are being met in each laboratory module of the LIMS. The project team will be
developed to maximize skills and competencies to enhance project performance.
Information will be disseminated to project stakeholders on a schedule outlined in the
Communications Plan.

ASSUMPTIONS, High level project risks and constraints include, but are not limited to
CONSTRAINTS,
RISKS: ● Funding availability—To date 78% of the total dollars for LIMS development at
the Facility has been supported by Company A, Inc. Maintenance, updates,
refinements, and continued deployment of the LIMS now necessitate support
through the Customer’s contract. While there is agreement on the basic
necessity for continued deployment of LIMS, funding for this and future LIMS
development has currently not been identified.

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● Availability of Skilled Resources—The proposed human resource requirements

for the LMT-PEL LIMS development, caBIG compliance modification, and
ongoing systems maintenance includes a LIMS Integrator, LIMS Programmer,
and LIMS HelpDesk support. These are the minimal resource requirements to
support the scope of this project within the schedule identified in the PMP.
● Laboratory Commitments—Accurate identification of LIMS requirements,
interpretation, testing, and design depend on the patience and commitment of
the laboratory in focus.
● Current industry standards for LIMS—caBIG compliance standards are subject
to change; new LIMS standards may evolve.
● Laboratory Requirement Changes—Congressional appropriations can affect
the mission, scope, and management of Government laboratories at any time,
thus also affecting LIMS requirements at any time during the development
process.
A detailed Risk Assessment is included in the PMP.

RESOURCES:

Project Resources:
Human Resources:
1 Project Manager (project duration)—plan, manage, control project (25%)
1 Project Administrator (project duration)—facilitate project planning, execution,
and communication (30%)
1 (+) IT Developer per laboratory—design and develop LIMS according to
individual lab
specifications (100%)
1 IT Developer—assist in design and development (100%)
1 IT Support staff (ongoing)—support installed LIMS product (training, helpdesk,
system maintenance) (100%)
Material and Services Resources:
Equipment: Hardware, Software
Financial Resources:
Labor: $********
Equipment: Hardware, Software: $3,000
Travel: $10,000 (LIMS Meetings)

COMMUNICA-
TION AND
REPORTING: Communication will follow the Communications Plan outlined in the PMP. Stakeholders
include Customer Management, Company A, Inc., Management, the LIMS Deployment
Project Team, LMT & PEL laboratory staff, and LMT & PEL users.
 Status reports will be submitted to Customer Management through the OG
representative monthly.
 Company A, Inc., Management will be updated weekly for the Customer/Contractor

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Project Charter Example

meeting.
 Communications among the Project Team members will be weekly initially, and as
needed as the project progresses.
 LMT & PEL laboratory staff will be apprised as participants in the process.
 LMT & PEL users will be apprised informally throughout the process by the respective
LMT & PEL program spokespersons for their projects.
 The Project Manager will be the communication focal point with the Group A until the
transition of the LMT LIMS is complete to Group B.
CHANGE
MANAGEMENT:
All change requests will be documented, submitted to, and assessed by the Project
Manager (PM) and Team Lead for impact and project necessity prior to PM approval. If
change is approved, the project schedule, scope, and budget will be updated accordingly
and communicated to appropriate stakeholders in accordance with the Communications
Plan. The PM/project team will communicate the approved change and updated schedule to
the staff responsible for implementing the change.

PROJECT PROJECT TEAM ROLES AND RESPONSIBILITIES

TEAM:
John Doe: Project Manager (PM)—Preparing project plan; monitoring and controlling
project; approving project changes; quality assurance
Michael Doe: Project Team Lead—Supervising technical staff assigned to project;
monitoring/approving project change requests; informing the PM on all issues
impacting the project and project plan.
Sue Jones: Project Team member—Liaison with Group A and communicating quality issues
as required
Jane Smith: Project Team member—LIMS liaison between LMT and LMT users and the
Project Team; communicate status of LMT LIMS progress and problem resolution;
reporting quality status for LMT LIMS
John Smythe: Project Team member—Performs needs analysis for LMT and PEL LIMS
requirements; contributes to establishing quality performance objectives
Jerry Schultz: LIMS Integrator and Project Team member—Software developer responsible
for fulfillment of the project's technical requirements in accordance with the Project
Quality Assurance Plan
Mary Smith: Project Team member—Project Management administration; assurance that
appropriate project management processes are observed throughout the project,
including Quality Assurance reporting standards in accordance with the
Communications Plan.

Customer and Contractor Managements' Project Team participation is important to provide

clarification and guidance on any and all matters affecting the project team's ability to
execute the project successfully.
APPROVAL(S): Project Manager:
Date:

Sponsor:
Date:

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