1. Project Description:
Custom Closet is a web
application which allows
customers to be
involved in the design
process and order
custom clothing for
themselves through a
website.
Group Charter
Date : 7/12/2011 20
Authors: Cara Murphy
Version: 1
Status: Completed

2. Document Control
Contributors
Name/Position Organization
Cara Murphy DIT, Aungier Street
Fabrizio Valerio Covone DIT, Aungier Street
Christopher Conlan DIT, Aungier Street
Stephen Carberry DIT, Aungier Street
Shane Ellis DIT, Aungier Street
Version History
Date Version Status
December 7, 2011 1
2

3. Table of Contents
1.INTRODUCTION........................................................................................................................................ 6
1.1PURPOSE OF THE DOCUMENT............................................................................................................................. 6
1.2AUDIENCE......................................................................................................................................................
6
1.3KEY TERMINOLOGY......................................................................................................................................... 6
2.PROJECT PROCESS OVERVIEW........................................................................................................... 7
2.1PROCESS CHOICE.............................................................................................................................................7
2.2PROCESS OVERVIEW........................................................................................................................................ 7
2.3PROCESS PRACTICES........................................................................................................................................ 8
2.4REFERENCES...................................................................................................................................................
8
3.CHARTER.................................................................................................................................................. 10
4.TEAM ORGANISATION.......................................................................................................................... 11
4.1PROJECT PHASES........................................................................................................................................... 11
4.2ROLES.........................................................................................................................................................
12
5.COMMUNICATION PLAN...................................................................................................................... 13
5.1PROJECT TEAM ............................................................................................................................................
13
6.PROJECT TOOLS AND ENVIRONMENT ............................................................................................ 14
6.1PROJECT TOOLS ...........................................................................................................................................
14
6.2PROJECT PROTOTYPING ENVIRONMENT ............................................................................................................ 14
6.3PROJECT DEVELOPMENT ENVIRONMENT ........................................................................................................... 14
6.4PROJECT MEDIA TOOLS ENVIRONMENT ........................................................................................................... 15
6.5PROPOSED DEVELOPMENT ENVIRONMENT ......................................................................................................... 15
6.6DOCUMENT NAMING STANDARDS...................................................................................................................... 16
6.7 PROJECT FILING STRUCTURE........................................................................................................................... 17
7.APPENDIX................................................................................................................................................. 18
8.XXX............................................................................................................................................................. 19
GroupCharter_ProjectCode_v1 Page 3 of 17

4. Introduction
1.1 Purpose of the Document
This document presents the group charter for the team Custom Closet.
1.2 Audience
This document is aimed primarily both internally at the group and Course Coordinator but will also be used
in the third phase of the Integrated Project as a reference guide.
Project Process Overview
1.3 Process choice
The project methodology chosen for this project is Agile.
1.4 Process Overview
Agile project management is an iterative method of determining requirements for engineering
development projects in a highly flexible and interactive manner. Agile techniques are best used in small-
scale projects or on elements of a wider programme of work.
Agile techniques may also be called extreme project management. It is a variant of iterative life cycle where
deliverables are submitted in stages. One difference between agile and iterative development is that the
delivery time in agile is in weeks rather than months. Since agile management derives from agile software
development, it follows the same standards defined in the agile manifesto when it comes to collaboration and
documentation. Several software methods derive from agile, including scrum and extreme programming.
1.5 References
1. Agile Methodologies in general: http://en.wikipedia.org/wiki/Agile_software_development
2. Agile Manifesto & Principles: http://agilemanifesto.org/ , http://agilemanifesto.org/principles.html
4

5. 3. Project Management and Agile Methods:
http://en.wikipedia.org/wiki/PM_Declaration_of_Interdependence ,
http://alistair.cockburn.us/index.php/The_declaration_of_interdependence_for_modern_management
4. Cohen, D., Lindvall, M., & Costa, P. (2004). An introduction to agile methods. In Advances in
Computers (pp. 1-66). New York: Elsevier Science.
5. Abrahamsson, P., Salo, O., Ronkainen, J., & Warsta, J. (2002). Agile Software Development Methods:
Review and Analysis. VTT Publications 478
6. Extreme Programming Explained by Kent Beck.
GroupCharter_ProjectCode_v1 Page 5 of 17

6. Charter
ID Item
1.0 To call a meeting
Meetings can be called at 24 hour notice.
2.0 Meeting notification
Meetings may be communicated verbally but there should always be an e-mail/text message
notification.
An Email notification will have the following format:
(1) Subject: [PROJECTNAME]MEETING: DD, DDD, MM, YY
(2) Body:
Date Time:
Location:
Called by:
Agenda:
Actions due: (if any)
Decisions pending: (if any)
Deliverables due: (if any)
2.1 Meeting notification response
Meetings notifications MUST be responded to.
A meeting notification reply will have the following format:
(1) Subject: [PROJECTCODE]MEETING REPLY: DD, DDD, MM, YY
(2) Body:
Attendee Name:
Attending: yes/no
If unable to attend
Reason for non attendance:
Alternative datetimelocation suggestion:
6

7. 3.0 Decisions
Decisions require a majority decision: 4 votes.
Each team member has 1 vote.
4.0 Votes
Votes can be cast verbally at meetings when a vote is called.
Votes can be cast by e-mail where an e-mail vote is called.
5.0 E-Mail Votes
E-mail vote calls follow from an e-mail which specifies the following:
(1) Subject: [PROJECTCODE]VOTE:
(2) Body:
Vote Name: (short name e.g. To UCD or not)
Vote Topic: (A question with potential options)
Vote due by: (date time must submit by)
There should always be discrete options or an answer Yes No.
Where new options are proposed then a new vote must be called with the option included and
the previous vote cancelled. There should be a vote on the need to call a new vote.
Where no vote decision is reached a vote may be called on the list of shortlisted options.
6.0 E-Mail Votes Responses
E-Mail vote call responses should have the following format.
(1)Subject:[ PROJECTCODE]VOTE REPLY: vote name
(2)Body:
Vote Name:
Vote Responder: (your name)
Vote decision: (yes, no, or option)
Vote comment: (a comment on the reason for your decision)
ALL VOTES MUST BE RESPONDED TO AND MUST INCLUDE A COMMENT.
GroupCharter_ProjectCode_v1 Page 7 of 17

8. 7.0 Minutes
At each meeting minutes MUST be kept based on the agreed template.
At the beginning of the meeting a chairperson and minute taker MUST be assigned. The minute
taking is to be a rotating role.
At the beginning of each meeting the minutes for the previous meeting MUST be approved by a
vote. Any minute change requests must be received 24 hours before the next meeting and the new
version circulated 12 hours before the next meeting.
The minutes of a meeting should be circulated to all team members and other stakeholders (if
appropriate) within 48 hours of the meeting or 12 hours before the next meeting.
The role of the minuter is as follows:
1) Record the attendees and non-attendees
2) Record the discussions
3) Record the decisions and votes
4) Record the actions
5) Update the status of the outstanding actions from the previous minutes
6) Ensure all agenda items have been covered
7) Write the agenda for the next meeting
8) Update PID (Project Inception Document) if necessary and redistribute
9) Record all in the minutes template and distribute
10) Take amendments to the distributed minutes and redistribute a new version
8

9. 8.0 Distribution of the Minutes
The minutes of each meeting will be distributed by e-mail using the following format.
(1) Subject: [PROJECTCODE]MEETING MINUTES: DD, DDD, MM, YY
(2) Body:
Date of Minutes:
Minutes Overview: (main highlights and outstanding actions)
Next Meeting DateTime: (if known)
Next Meeting Location: (if known)
(3) Attachments
• Word 2007 version of minutes
• Word 97/2003 version of minutes
• PDF version of minutes
9.0 Project Tools and Environments
The agreed upon tools and environments for the project are given in the Project Tools and
Environments section of this document. These standards MUST be adhered to by all any
deviations from the standard must be put to a vote.
10.0 Distribution of documents
To ensure everyone can read the distributed documentation all electronic documents MUST be
distributed in their native format plus PDF or JPEG (if an image)
11.0 Tasks
The result of all actions reviews MUST be a written presentation that is sent to all members of
the team 12 hours prior to a meeting. The purpose of the written presentation is as documentation
of the actionreview for the project diary.
GroupCharter_ProjectCode_v1 Page 9 of 17

10. Team Organisation
1.6 Project Phases
The roles of team members are assigned at team meetings based on the project lifecycle phases. The primary
project phases are as follows:
Phase 1: Project Inception
Phase 2: Requirements Analysis and Functional Specification
Phase 3: Development Sprint 1
Phase 4: Development Sprint 2
Phase 5: Development Sprint 3
Phase 6: Acceptance Testing
Phase 7: Demonstration
Phase 8: Documentation cleanup
Phase 9: Project closure
10

11. 1.7 Roles
This table is a work in progress, as roles are assigned in project meetings the table will be updated.
1.7.1 Phase 1: Project Inception
Phase Role Name
Phase 1: Project Fabrizio Valerio Covone
Management
Project Inception
Analysis Stephen Carberry/Cara Murphy
Design Shane Ellis/Christopher Conlan
1.7.2 Phase 2: Requirements Analysis and Functional Specification
Phase Role Name
Phase 2: Project Fabrizio Valerio Covone
Requirements Management
Analysis and Analysis Stephen Carberry/Cara Murphy
Functional
Specification Design Shane Ellis/Christopher Conlan
Development Stephen Carberry/Cara Murphy
Testing Shane Ellis/Christopher Conlan
GroupCharter_ProjectCode_v1 Page 11 of 17

12. Communication Plan
1.8 Project Team
Communication between team members will be via e-mail, skype – chat voice and meetings. The team
details are provided below:
Name Details
Cara Murphy E-Mail: cara.murphy@mydit.ie
Phone: 087 097 5883
Fabrizio Valerio E-Mail: fabrizio.covone@mydit.com
Covone
Phone: 085 233 1563
Christopher Conlan E-Mail: Christopher.Conlan@mydit.ie
Phone: 086 303 5531
Shane Ellis E-Mail: Shane.Ellis@mydit.ie
Phone: 087 940 4350
Stephen Carberry E-Mail: Stephen.Carberry@mydit.ie
Phone: 087 267 1183
12

13. Project tools and environment
1.9 Project Tools
The following software tools will be used throughout the project:
Tool Name & Version Purpose
Microsoft Word 2007 All project documentation including minutes, requirements spec, etc
will be kept and distributed in this format.
For the purposes of backward compatibility a Word 97/2003
formatted and PDF version of the documents will also be saved from
the most current version and distributed.
All changes to the documents MUST take place within the MS Word
2007 environment with change tracking on.
MS Project For documenting and maintaining the project plan.
PDF995 Creates a PDF printer that allows any software print out to be
converted to PDF.
http://www.pdf995.com/
1.10 Proposed Development Environment
GroupCharter_ProjectCode_v1 Page 13 of 17

14. 1.11 Document naming standards
Documents are named as follows:
Document Type Naming convention
Minutes YYYYMMDD_MeetingMinutes_ProjectCode_vDocVersionNumber
So for this project the format is as follows
YYYYMMDD_MeetingMinutes_ DSAGRP01_vXX
Where the version number is an integer that increments.
Example
20071210_MeetingMinutes_ DSAGRP01_v1
20071210_WorkshopMinutes_ DSAGRP01_v2
Documents DocumentName_ProjectCode_vDocVersionNumber
So for this project the format is as follows
DocumentName_ DSAGRP01_vXX
Where the version number is an integer that increments.
Example
Specification_ DSAGRP01_v1.docx
Project Plans YYYYMMDD_PP_Note_ProjectCode_vDocVersionNumber
So for this project the format is as follows
YYYYMMDD_PP_Note_ DSAGRP01_vXX
Where the version number is an integer that increments.
Example
20071207_PP_FirstCut_ DSAGRP01_v1
14

15. 1.12 Project Filing structure
GroupCharter_ProjectCode_v1 Page 15 of 17