Example:Project Charter EZ

Accounts Payable/Purchasing Proof of Concept

Disclaimer: This example is based on a real project; however, the content has been modified and specifics removed (e.g., names, dates, budget amounts).

Project Name / Accounts Payable/Purchasing(AP/PO) Proof of Concept
Project Manager / Project Manager / Organization / DoIT ADI-FA
Sponsors / Sponsor1
Sponsor2
Sponsor3 / Organization / UW System Administration
UW Madison Business Services
DoIT
Customer / Customer / Organization / UW Madison Business Services
Document Version and Date / Version 1.1 mm / dd / yy
Term, Abbreviation or Acronym / Definition
AP / Accounts Payable
PO / Purchasing
SOW / Statement of Work
SFS / Shared Financial System
EIP / Enterprise Integration Point
DRMT / Data Resource Management
ADI / Applications Development and Integration
FA / Financial Applications
Project Scope
Business Need / The Madison AP/PO Proof of Concept is based upon the Statement of Work entitled “SFS Interoperability – Technology Needed for PeopleSoft 8 Interfacing”. This Proof of Concept project is being undertaken in order to prove that the technological approach for interoperability laid out in the SOW is valid i.e. that interfacing the Madison Purchasing system known as Purchasing Classic to the Shared Financial System (SFS) using PeopleSoft delivered Enterprise Integration Points (EIPs) is effective and appropriate.
This project was initiated by UW Madison Business Services with UW System Administration and DoIT is providing the technical resources.
Project Goals / The goals of the project are as follows:
  • Configure an SFS environment to support the development of component interfaces using PeopleSoft Delivered EIPs
  • To configure and test the component interfaces for the following two business functions:
  • Importing a purchase order from an external system using Express PO
  • Importing a new vendor from an external system
  • To have the team (UW Madison Business Service, DoIT, and UW System Administration) better understand the resource requirements required for implementation of the four business functions defined in the SOW into the production environment.

Product Description / The end result of this project will be the ability of the Purchasing Classic system to interface with SFS, in a test environment, using PeopleSoft delivered EIPs for Express PO and New Vendor business functionality.
In / Out of Scope / In Scope:
  • Test the effectiveness of interfacing the Madison Purchasing (PO) system to the Shared Financial System (SFS) using PeopleSoft Enterprise Integration Points (EIPs) as a proof of concept.
Out of Scope:
  • Moving the project beyond the proof of concept test.

Critical Success Factors /
  • Configuring an SFS test environment to be able to use the PeopleSoft delivered EIPs.
  • Testing the two business functions, Express PO and New Vendor, utilizing PeopleSoft delivered capabilities
  • Gaining a better understanding of the level of effort required to take these Proof of Concept business functions and technology forward to a production environment

Project Assumptions /
  • The two business functions, Express PO and New Vendor, will be able to use the PeopleSoft delivered EIPs with little to no modification. In this context, little to no modification will be defined as less than forty hours of effort.
  • UW System Administration staff versed in Procurement functionality will be available to assist with the project as needed.
  • DoIT staff will be able to assist in the resolution of technical issues as needed.
  • DoIT staff will be available to assist in the modification efforts as needed.
  • Madison Business Services staff will be available as needed.
  • This Proof of Concept project will be competed no later than mm / dd / yy in order to provide an estimate and schedule for implementation of all four business processes into a production environment by mm / dd / yy.

Project Constraints /
  • The emergence and prioritization of a UW strategic project which jeopardizes staff resource assignments to this project.

Project Deliverables /
  • Test SFS environment
  • Proof of Concept business functions: Express PO and New Vendor
  • Data on level of effort required to implement these business functions into productions

Requirements
  • Configure a test SFS environment for execution of this Proof of Concept
  • Use the PeopleSoft delivered EIPs (defined in PeopleBooks and on the PeopleSoft website) for the business functions Express PO and New Vendor

High-Level Milestones and Timeline
Milestone / Date
Finalize Statement of Work / mm / dd / yy
Finalize Project Charter / mm / dd / yy
Base Setup of Integration Broker with Documentation / mm / dd / yy
Proof of Concept – New Vendor / mm / dd / yy
Proof of Concept – Express PO / mm / dd / yy
Document lessons learned / mm / dd / yy
Project Plan with Effort and Schedule for Production / mm / dd / yy
High-Level Roles
Name / Project Responsibility / FTE From
mm / dd / yy to
mm / dd / yy / Duties
Project Manager / DoIT - Project Manager / x.xx / Lead the DoIT effort for this project. Act as key contact for all issues and communications.
Customer / UW Business Services – Project Manager / x.xx / Lead the Madison effort to interface Purchasing Classic to SFS; identify and communicate all issues to appropriate team members; produce bi-weekly status reports. Develop in coordination with team a document describing effort for production system.
Technical Lead / UW Business Services – Technical Lead / x.xx / Develop interfaces from Purchasing Classic to PeopleSoft EIPs. Resolve technical issues.
Staff DRMT / DRMT / x.xx / Address issues related to technical infrastructure and PeopleSoft delivered technical functionality
Staff ADI-FA / ADI-FA Integration / x.xx / Serve as consultant on an as needed basis for technology issues. Provide direction to team on integration between systems
Staff-UW System / UW System Administration / x.xx / Address issues related to PeopleSoft functionality used in SFS currently. Assist in resolving business functional related issues.
Total FTE / xx.xx

.

High-Level Budget
Cost Type / FY yy-yy / FY yy-yy / Total
Labor / $X,XXX / $X,XXX / $XX,XXX
Total Budget / $XX,XXX
Communications Strategy
Communication Tool / Key Message / Key Audience / Messenger
Bi-Weekly Written Project Status / Update on status of project, issues, discoveries, and plans. / Sponsors, Team Members / Sponsor1, Project Mgr.
Issue Log / Tracking of issues and status / Sponsors, Team Members / Sponsor1, Project Mgr.
Weekly Team Meetings / Detailed update on project status, tasks, issues, and plans / Team members / Sponsor1, Project Mgr.
Monthly Sponsor Meetings / In person update on project status / Sponsors / Sponsor1, Project Mgr.
Quality Management Strategy
The project will comply with all existing standards for development in SFS including but not limited to: naming conventions; development standards; source code standards; and testing procedures.
Any modification to or creation of a PeopleSoft delivered object will be reviewed by DoIT technologists familiar with PeopleSoft and SFS.

Project Charter Approval Signatures

Project Manager

______

(Signature) (Date)

Project Manager

Position

Organization

Project Sponsor1

______

(Signature) (Date)

Project Sponsor1

Position

Organization

Project Sponsor2

______

(Signature) (Date)

Project Sponsor2

Position

Organization

Project Sponsor3

______

(Signature) (Date)

Project Sponsor3

Position

Organization

Project Customer

______

(Signature) (Date)

Customer

Position

Organization

Example Charter EZ , 1.2.1mm/ dd / yyPage 1 of 5