ITP-1 – Project CharterGroup 3 - The Project Management Masters .docx

ITP-1 – Project Charter
Group 3 - The Project Management Masters (PMM)
Noah’s Ark Animal Clinic
PROJECT CHARTER
Group 3 ITP-1 – Project Charter
IFSM 438: Project Management
Project Management Masters
Crystal Wyland
Project Manager
Angela Farella
Documentation Manager
Kevin Smith
Editor
Jamie Cole
Procurement Manager
Kim Delahay
Deputy Project Manager
Shane Thideman
Researcher
Michelle Smith
Researcher
Contents
Contents 2
Executive Summary 3
Version History 4

Introduction 4
Purpose of Project Charter 4
Project and Product Overview 4
Justification 4
Business Need 4
Business Impact 4
Scope 5
Objectives 5
High-Level Requirements 5
Major Deliverables 5
Boundaries 5
Duration 5
Budget Estimate 6
Funding Source 6
Estimate 6
Assumptions, Constraints and Risks 7
Assumptions 7
Constraints 7
Risks 8
Project Organization 8
Roles and Responsibilities 8
Internal and External Stakeholders 9
Project Charter Approval 9
References 10
Executive Summary
The Project Management Masters (PMM) are very pleased to
have been selected to implement an Information Technology
(IT) solution at Noah’s Ark Animal Clinic. This document
provides a summary and a forecast of the project that will take
place.
Studies have shown that, when done correctly, the
implementation of an IT infrastructure in a small business can
lead to improved quality of information, increased individual
productivity, and increased organizational productivity
(Narkhede, Raut, Patil, & Mahajan, 2013). While there are no

regulatory requirements for safeguarding a veterinary patient’s
medical history, the clinic houses Personally Identifiable
Information (PII) belonging to their customers.
PII is “information that can be used to distinguish or trace an
individual’s identity, either alone or when combined with other
personal or identifying information that is linked or linkable to
a specific individual” (Office of Management and Budget,
2014). Implementation of an IT solution will also offer
increased security of such information.
The Noah’s Ark Animal Clinic automation project is projected
to take a maximum of six months to complete. There are little
risks associated with the project, and recommendations for
mitigation are included in this Project Charter.
Upon completion of the project, PMM will offer a ninety day
warranty period. Should any issues arise during this ninety day
warranty period, whether they be hardware, software, or user
related, PMM will be responsible for timely correction of the
issue.
Approval of the Project Charter authorizes PMM to commence
work on the Noah’s Ark Animal Clinic Automation Project.
Version History
Version #
Implemented
By
Revision
Date
Approved
By
Approval
Date
Reason
1.0
01/25/2015
PMM Team

01/25/2015
Initial Charter Document
Introduction
Purpose of Project Charter
The Noah’s Ark Animal Clinic Automation Project Charter is
intended to be an informational tool utilized by the project
sponsor and senior leadership to promote communication
necessary to make informed decisions. The project charter will
provide a clear understanding of the intent of the project, key
success factors, timelines, resources, costs, etc., that are
associated with a successful project implementation (PMI,
2013). The cataloging of this information, and signatures
contained within, will ensure there is agreement between
Project Management Masters and Noah’s Ark Animal Clinic on
the goals of the project (2013).
Project and Product Overview
The Noah’s Ark Animal Clinic has received a grant from the

University of Maryland University College (UMUC) to
implement an IT infrastructure that will allow the Clinic to
interface with the University. Through the use of technology,
the Clinic will increase productivity and efficiency, as well as
take advantage of the University’s Health Services department
to improve animal care.
The Clinic has contracted with Project Management Masters to
coordinate the implementation of an information technology
solution that will include implementing a web solution,
purchasing and installing computers and servers to create a
networking solution for the office and examination rooms, and
purchasing and installing software specific to the veterinary
field for scheduling and billing.
The project is anticipated to take no longer than six months and
remain within the $500,000 grant awarded by UMUC.
Justification
Business Need
According to McHaney, Chilton, and Thomson, the use of
information technology at veterinary clinics is advancing
quickly, as is the technology itself (2012, p. 732). Aside from
the academic value to be gained by the partnership with UMUC,
in order for Noah’s Ark Animal Clinic to remain competitive as
a business, implementing an information technology solution is
imperative.
Business Impact
Enhancing the Clinic’s operations will allow the operation to
expand its present client base while offering better care through
the continued education of the staff through their UMUC
affiliation. Additionally, increased productivity will allow the
clinic to reinforce their footprint in the veterinary industry, as
they will have the capability to serve more customers and make
further enhancements to the practice.Scope
Objectives

We will set up and integrate a fully functional IT infrastructure
including internet connectivity and networking. PMM will also
provide a disaster recovery plan in the event of catastrophic
failure and create, but not update, a user guide webpage to
assist with troubleshooting. PMM will facilitate training of
current IT staff to maintain the newly implemented components.
The objectives of the Noah’s Ark Animal Clinicare as follows:
· Implement fully functional Electronic Health Record (EHR)
system
· Implement client billing and appointment software
· Implement a functional, user friendly web page
High-Level Requirements
The following table presents the requirements that the project’s
product, service or result must meet in order for the project
objectives to be satisfied.
Req. #
I Requirement Description
1
Access for billing and appointment personnel to network
services
2
Fully functional lab with integration into existing network
3
Secure authentication for billing/appointment
4
Implement fully functional servers to provide email services,
authentications, user groups and a user guide webpage
Major Deliverables
The following table presents the major deliverables that the
project’s product, service or result must meet in order for the
project objectives to be satisfied.
Major Deliverable

I Deliverable Description
Security and Maintenance Plan
Ensure the maintenance of all provided services
and equipment after three months
Disaster Recovery Plan
Ensure the maintenance of all provided services
and equipment after three months
WBS Dictionary
Briefly defines the scope or statement of the work
Boundaries
· Training Personnel on usage of terminals and hardware
· Cabling to be able to connect the hardware to the existing
network.
· Any troubleshooting or support for issues that are identified
on the existing network.
· Once all hardware and software implementations are complete
and our ninety day warranty period has been satisfied, PMM is
no longer responsible for any hardware or software failure.
Duration
The goals set for this project are to have a signed contract for
new Electronic Health Record (EHR) system on a tightly
controlled time line, and to have begun the process of building
the internal capacity to successfully implement, manage, and
operate the system into the future. We have engaged consultants
to design and participate in a project to select system and
contract with a vendor in this time frame.
A detailed project plan and timeline will be maintained
throughout the project. The included timeline provides a high-
level overview of the key milestones.
Timeline
EVENT TIMELINE
Event / Name
Start
End

Days
Milestone Start to Finish
1/1/2015
6/30/2015
180
Begin Research
1/2/2015
1/8/2015
6
Begin Vendor Research
1/3/2015
1/25/2015
22
Research Office Equipment
2/1/2015
2/6/2015
5
Purchase Office Equipment
1/5/2015
1/6/2015
1
Begin Installing Equipment
2/7/2015
2/9/2015
2
Configure Wireless LAN
2/10/2015
2/28/2015
18
Test Wireless Office LAN
2/28/2015
3/7/2015

7
Begin Analyzing Connectivity
3/9/2015
3/31/2015
22
Begin Training Office Personnel
3/31/2015
4/12/2015
12
Implement Trial Period
4/14/2015
4/25/2015
11
Begin Analysis and Adjustment
4/28/2015
5/2/2015
4
Implement Operational Period
5/18/2015
5/25/2015
7
Review and Adjust
5/26/2015
6/13/2015
18
Implement Program
6/15/2015
6/30/2015
15Budget Estimate
Funding Source
Grant: $500,000
Estimate
This section provides a summary of estimated spending to meet
the objectives of the Noah’s Ark Animal Clinic Automation

Project as described in this project charter. This summary of
spending is preliminary, and should reflect costs for the entire
investment lifecycle. It is intended to present probable funding
requirements and to assist in obtaining budgeting support.
The Clinic’s current facility has the space to accommodate the
proposed hardware. For a basic setup of ten computers (6 tablets
and 4 desktop), three wireless routers, Avimark software,
Microsoft Office and installation the costs are outlined below.
Please note that these fees do not include PMM’s consulting
fees, nor any costs already associated with the Clinic’s
operations (payroll, utilities, etc.).
Item
Quantity
Cost per Unit
Total Cost
Desktop PCs
6
$1,000.00
$6,000.00
Tablet PCs
4
$1,200.00
$4,800.00
Wireless Routers
3
$150.00
$450.00
Software & Licensing
1
$2,200.00
$2,200.00
Avimark Software – initial installation
1
$5,000.00
$5,000.00

Avimark Software – licensing fee per year
5
$2,000.00
$10,000.00
NetGear WN203-100NAS ProSafe
Wireless N Access Point
3
$125.00
$375.00
Installation
$2,000.00
$2,000.00
$200,000.00
$200,000.00
Total Estimated Cost:
$230,825.00
Assumptions, Constraints and Risks
Assumptions
This section identifies the statements believed to be true and
from which a conclusion was drawn to define this project
charter.
1. Work is to be performed during normal 8-5 office hours.
2. Existing electrical system can handle additional
computers/printers. (i.e. increased power is not required)
3. Office layout accommodates the new equipment and will be
in office at time of set-up (i.e. computer workstations and
printer stands)
Constraints
This section identifies any limitation that must be taken into
consideration prior to the initiation of the project.
1. Work has to be performed in a busy office.

2. Project has to be completed within 6 months and within the
$500,000 budget.
Risks
Risk
Mitigation
If UMUC determines that some items are outside of the intent of
the grant, they may not agree to pay for them.
Clear Project Charter through Grant to make sure everything is
covered.
If employees do not learn how to use the computers and
software, project will not be a success.
Ensure sufficient training is provided.
If the project changes is not closely monitored, then scope creep
could occur causing the project to overrun on cost and schedule.
Monitor program closely to make sure that scope is not being
overran. Incorporate changes via documented change process
already in effect at PMM.Project Organization
Roles and Responsibilities
This section describes the key roles supporting the project.
Name & Organization
Project Role
Project Responsibilities
Tammy Barkowski
Noah’s Ark Animal Clinic
Project Sponsor/Client Manager
Responsible for championing the project, navigating barriers,
and answering questions and directing the project team. The
sponsor will review and approve initial project scope and costs,
as well as any change requests that may result as the project
proceeds.
Crystal Wyland
PMM
Project Manager
Leads the project team to implementation, assigns resources,

schedules tasks/assignments, and provides routine updates to
project stakeholders.
Angela Farella
PMM
Document Manager
Coordinates all project documentation, ensuring a complete
compilation of business requirements and other critical project
information.
Kevin Smith
PMM
Budget/Finance Manager
Determines estimated costs associated with the project and then
tracks actual costs for comparison against the budget.
Communicates the status of the budget, specifically if costs are
below, on target, or exceeding expectations.
Jamie Cole
PMM
Procurement Manager
Responsible for investigating potential vendors necessary for
completing the project. Vendors could be retail merchants for
purchasing equipment or vendors who will be contracted to
complete some or all of the work.
Kim Delahay
PMM
Human Resources
Responsible for helping recruit, interview, and hire staff with
the necessary skills to support the needs of the project.
Shane Thideman
PMM
Vendor Management
Manages contractors hired to perform work associated with
implementing the project.
Michelle Smith
PMM
Technical Manager
Coordinates the efforts surrounding the telecommunications,

application software, data base development, and Web design.
Internal and External Stakeholders
Tammy Borkowski – Noah’s Ark Animal Clinic
Jamie Cole – Project Management Masters
Kimberly Delahay – Project Management Masters
Angela Farella – Project Management Masters
Kevin Smith – Project Management Masters
Michelle Smith – Project Management Masters
Shane Thideman – Project Management Masters
Crystal Wyland – Project Management MastersProject Charter
Approval
The undersigned acknowledge they have reviewed the project
charter and authorize and fund the Noah’s Ark Animal Clinic
project. Changes to this project charter will be coordinated
with and approved by the undersigned or their designated
representatives.
Signature:
Date:
Print Name:
Tammy Borkowski
Title:
Client Manager
Signature:
Date:
Print Name:

Crystal Wyland
Title:
Project Manager
References
Chilton, M., McHaney, R., Thomson, D. (2012). Business and
Information Technology Usage in Midwestern Veterinary
Practices Revisited. International Journal of Information and
Communication Technology Research,2(9), 1-12
Narkhede, B. E., Raut, R. D., Patil, B. T., & Mahajan, S. K.
(2013, Oct). Performance Improvement in
Small and Medium-Sized Enterprises Due to Information
Systems Implementation. Performance Improvement, 52(9), 24-
32. Retrieved January 2015
Office of Management and Budget. (2014). Guidance for
Agency Use of Third-Party Websites and
Applications. M-10-23, 8. Retrieved from GSA.gov:
http://www.whitehouse.gov/sites/default/files/omb/assets/memo
randa_2010/m10-23.pdf
PMI. (2013). A Guide to the Project Management Body of
Knowledge (PMBOK). Newtown Square, PA: Project
Management Institute.
.
Version 1.0
01/25/2015
10
ITP-2i - WBS w/ Durations
Instructions

The purpose of this Individual projectis to develop the Work
Breakdown Structure (WBS) for the ITP project. This involves
hierarchically itemizing all the tasks that, when completed,
result in the successful completion of the project defined in the
charter and other documents. Put another way, the scope of the
project as defined in the charter and other documents will be
accomplished if and when all the WBS tasks are accomplished.
In addition (an extension beyond typical WBSs), each work task
in the WBS must also have its work duration estimated. That is,
we need to know an estimate of how long it will take to do each
task. (Group summary tasks higher up in the hierarchy need not
be estimated, as later on, their durations will be automatically
rolled up and calculated by MS Project.)
Since this is an Individual project you must do your own work.
First --
Review the introduction and overview of the Integrated Team
Project at ----ITP-Instructions-and-Rubrics.htm.
Then --
For instructions and complete assignment details and rubric,
see: http://polaris.umuc.edu/~kschank/----ITP-Instructions-and-
Rubrics.htm#ITP2
Due Date
Feb 1, 2015 11:59 PM
Hide Rubrics
Rubric Name: ITP2 - Work Breakdown Structure with Durations
Criteria

Exceeds Requirements - 9 to 10 Points
Above Average; 8 - 8.9 points
Meets Requirements; 7 - 7.9 Points
Does not meet all requirements; 6 - 6.9 Points
WBS Structure, Durations and Questions
7 points
All requirements of the assignment are met and exceed. The
WBS includes more than at least 10 major tasks and at least 60
lower level tasks in 4 sub-levels (major task, sub-task, sub-sub
task, sub-sub-sub task). The tasks are ALL single verb
statements, and subtasks (lower level tasks) are indented to the
appropriate level. The WBS is logical, complete, and flows well
from beginning to end. The WBS includes a title line. A final
task (with no sub-tasks) defines the end of the project. The
WBS has durations for lowest-level leaf node tasks (work
packages). Group summary roll-up tasks have no hard-coded
durations assigned (though if MS Project is used, it may
automatically calculate their durations). Durations include
minutes, hours, days, and weeks in whole numbers (no
decimals!). There should be a project header with the name of
the project and zero duration. (Note: this is not the same as the
start task). There should be a single start task and a single end
task, both with zero duration. MS Project is used (vice MS
Word or Excel), the Notes feature is used to provide
supplemental information, and at least two other features of
Microsoft Project have been used and discussed in the text
document. "Dangerous" MS Project features are not used. All
questions in Part 3 are answered in a writing style appropriate
for a senior level course; background is included and decisions
and reasoning for decisions are included.
5.9 points
All requirements are met and some requirements are exceeded.
The WBS includes 8-10 major tasks and 40-60 total tasks. The
tasks are verb statements, with 4 or fewer tasks that do not

begin with a verb or 4 or fewer that are double verbs. Subtasks
are indented to the appropriate level. The WBS is logical and
flows well from beginning to end. The WBS includes a project
name or a title line with zero duration. A final task (with no
sub-tasks) defines the end of the project with zero duration.
The WBS has durations for lowest-level leaf node tasks (work
hours, days, and weeks in whole numbers (no decimals!). There
should be a single start task and a single end task, both with
zero duration. MS Project is used (vice MS Excel).
"Dangerous" MS Project features are not used.
All Part 3 questions are answered.
4.9 points
All requirements are met. The WBS includes 7-9 major tasks
and 30-40 total tasks. The tasks are verb statements, with 7 or
fewer tasks that do not begin with a verb or 5 or fewer that are
double verbs. Subtasks are indented to the appropriate level
with 5 or fewer that are not at the appropriate level. The WBS is
logical and flows well from beginning to end. A final task
(with no sub-tasks) defines the end of the project. Additionally,
the WBS is logical and flows well from beginning to end. WBS
has durations for lowest-level leaf node tasks (work
decimals!). There should be a project name with zero
duration. (Note: this is not the same as the start task). There
zero duration. (Note: this is not the same as the project
name). All questions are answered.
4 points

The WBS includes fewer than 7 major tasks and fewer than 14
lower level tasks. More than more than 7 tasks do not begin
with a verb or are double verbs. More than 5 subtasks are not
indented to the appropriate level. The WBS is not sequential or
does not follow a logical order. The WBS does not include a
final task.
Additionally, the WBS is logical and flows well from beginning
to end. WBS has durations for lowest-level leaf node tasks
(work packages). Group summary roll-up tasks have no hard-
coded durations assigned (though if MS Project is used, it may
decimals!). There should be a project name with zero
duration. (Note: this is not the same as the start task). There
zero duration. (Note: this is not the same as the project header
root task). All questions are answered.
References and Sources
1.5 points
The textbook and at least 2 references are used from
academically credible sources are used to help build the
WBS. A Reference Page is included.
1 point
The textbook and at least 1 reference is used from an
academically credible source A Reference Page is included.
0.5 points
The textbook or a reference from an academically credible
source is used A Reference Page is included.
0 points
The textbook is not used. Other sources are not used.
Writing Quality
1.5 points

The assignment has 0-2 punctuation, grammatical, and/ or
spelling errors. Sentences are well-constructed. Conclusions
are supported by sound logic. Writing includes NO editorial or
opinion comments.
Terms are defined preceding discussion of the related concepts.
1 point
The assignment has 3 – 5 punctuation, grammatical, and/or
spelling errors. Sentences make sense to the reader.
Conclusions are supported by sound logic. Writing includes no
more than 3 editorial or opinion comments.
Terms are defined preceding discussion of the related concepts
0.5 points
The assignment has no more than 10 punctuation, grammatical
and/or spelling errors. Fewer than 5 sentences are poorly
constructed and/ or do not make sense to the reader. Writing
includes no more than 3 editorial or opinion comments. Most
terms are defined before the term is used in the discussion.
0 points
Writing needs significant improvement. The assignment has
several punctuation, grammatical and/or spelling errors. Five or
more sentences are poorly constructed. Terms are not defined.
Writing includes more than 3 editorial or opinion comments.
Overall Score
Level 4
3 or more
Level 3
2 or more
Level 2
1 or more
Level 1
0 or more

ITP-1 – Project CharterGroup 3 - The Project Management Masters .docx

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