Background
The background should provide a common description on what is expected to be done within the project, why was the project initiated, what units are involved, what are the prerequisites, and how to produce the expected amount of work.
Example:
Explain the function and services of your department or unit.
- Conference & Institutes (C&I): Function to schedule and coordinate Anderson Center space with customers. Primarily for generating revenue purposes.
- University Student Centers (USC): Function to schedule and coordinate University space with customers. Primarily for student organizations for buildings, such as, DJR, Thompson Center, practice fields, etc.
- Registrars Office: Function to schedule and coordinate University classroom space with academic departments. Primarily for Fall, Spring, and Summer semesters.
Explain the business problem that initiated this project.
The University is in need of an enterprise solution for scheduling and events management. Currently the University uses two different solutions/products:
- Resource 25 (R25) by CollegeNet – This system is used by Registrar to schedule classroom space for our courses. The courses are pulled from our ERP system and feed into R25. R25 finds classroom space based on a set of criteria. R25 is in need of an upgrade.
- EMS Event Management System (EMS) – This system is used by University Student Centers and Conference and Institutes for scheduling meeting and/or event space for all of WSSU’s major campus areas (i.e. Donald Julian Reaves Center, Thompson Student Center, Anderson Center, Diggs Gallery, Residence Halls, Practice Field, Clock Tower, Greek Plots, etc).
Explain the impact if this project is not initiated.
This is an opportunity to reduce cost, to reduce redundancy, streamline processes and resources by utilizing one efficient scheduling system. The overall objective is to consolidate scheduling processes and procedures using a universal scheduling system for the University community. It is imperative that the solution will meet all stakeholders’ business needs and objectives
Scope
The scope should provide a detailed outline of all aspects of the project, including all related activities, resources, timelines, and deliverables.
Example:
Project Description
To compare both scheduling systems (R25 and EMS), while fully understanding their respective features and functionality. The business units and users will provide a better understanding of how each system is currently aligned to their respective business needs.
Project Requirements
- To develop high-level process map for Conference & Institutes; verify what is critical to quality for business unit.
- To develop high-level process map for University Student Centers; verify what is critical to quality for business unit.
- To develop high-level process map for Registrar Office; verify what is critical to quality for business unit.
- To develop supplier (vendors-R25 and EMS) inputs to customers outputs.
- To develop vendor demo-script; have each vendor demonstrate their system’s capabilities.
List all departments or units that will be affected by the project.
- Conference & Institutes (CI)
- University Student Centers (USC)
- Registrars Office
List each process that will be affected and explain how.
- Vendor Demo Script – Developing accurate software selection information; effects how to select appropriate vendor.
- Vendor Evaluation – Developing how to select a vendor; effects how to select appropriate vendor.
Roles & Responsibilities
The roles and responsibilities should provide the names of all responsible parties of the project team.
Example:
Responsible Parties
| Role |
Responsibility |
| Project Sponsor(s) |
Person(s) that provides resources and support for project; promotes project and may resolve resource availability concerns. Responsible for authorizing scope changes and manages high-risk decisions. Ensures transition of project deliverables into production after project closure |
Project Manager or
Project Lead |
The person assigned by the performing organization to achieve the project objectives by leading and managing the team through the project activities, timeline, scope, and the application of resources. Responsible for communicating project status to team and sponsor(s). |
| Functional Lead or Technical Lead |
Person(s) may serve as the Subject Matter Expert (SME) with good understanding of business processes. Generally responsible for communicating business processes and testing and verifying project deliverables. Communicates project related issues or concerns to Project Manager or Project Lead. |
| Stakeholder(s) |
Person(s) or organizations that may exert influence or may be impacted by the project and its deliverables. May be a project team member. |
| Project Team |
The members of the project team who are directly involved in the project activities. Responsible for attending team meetings, completing assigned project activities as designated, communicating with team members to resolve any pending issues. Communicates project related issues or concerns to Project Manager or Project Lead. |
Assumptions
An assumption is any project factor that is considered to be true, real, or certain without empirical proof or demonstration.
Example:
- Assumption: Each business unit “as is” processes are clearly defined and consistently followed.
- Impact: Assist in providing vendors our most important product outputs.
Constraints
A constraint is any restriction that defines a project’s limitations.
Example:
- Constraint: Creating an effective demo script.
- Impact: Not capturing customer requirements.
Risks
A risk is an uncertain event or condition, that if it occurs, has a positive or negative effect on the project’s objective.
Example:
- Risk: Lack of understanding on how the application works.
- Probability: High/Medium/Low
- Mitigation: Research and test application protocols.
Milestones & Deliverables
A milestone signifies project progress towards obtaining its end objectives; a deliverable is a measurable result of this process.
Example:
1. Initiating Phase
Deliverables
| 1. |
Discovery Session |
| 2. |
Scope Development |
| 3. |
TDX Project Site |
| 4. |
Develop Project Charter |
| 5. |
Project Schedule Overview |
2. Planning Phase
Deliverables
| 1. |
Develop Project Management Plan |
| 2. |
Design |
| 3. |
Communication Plan (if applicable) |
| 4. |
Requirements Plan |
| 5. |
Quality Management Plan (if applicable) |
Enter a brief description of the project design, communication plan and quality management plan.
- Communication Plan – The project shall identify how information will be communicated to stakeholder throughout the project cycle.
- Quality Management Plan – The project shall meet or exceed the quality baseline values (critical to quality-CTQs) for each project objective.
3. Executing Phase
Deliverables
| 1. |
Build |
| 2. |
Testing |
| 3. |
Training (if applicable) |
| 4. |
Quality Assurance |
| 5. |
Pre Go-Live (if applicable) |
- Build - To compare R25 and EMS application features.
- Testing - To create vendor demo script to compare R25 and EMS applications.
- Training - Not applicable
- Quality Assurance - To understand the voice of the customer (VOC) and align with critical to quality (CTQs).
- Pre Go-Live - The project Go-Live is making the vendor and application selection by 9/1/20xx.
4. Controlling & Monitoring Phase
5. Closing Phase
Budgeted Costs
A budget is the total sum of money allocated for the particular purpose of the project.
Budget
| Expenditure |
Cost |
| Internal Resources (Personnel) |
$0.00 |
| Vendor/Consultant |
$25,000.00 |
| Training |
$10,000.00 |
| Software/Hardware/Materials |
$50,000.00 |