ISYS1106/1108 Semester 1, Assignment 1

Courier-R-Us Web-Capable Software Upgrade

Project Charter
Version <2.0>
<09/04/16>

Date: 09/04/16
Authors: Jessica Tran, Muneeb Ul Hassan, Christopher Tyson
Web-Capable Software Update Project Charter
Version 1.3

Document Control
Version # Revision Date Reason
1.0 18/03/2016 First Draft
1.1 08/04/2016 Final Draft
1.2 10/04/2016 Last version used for final submission

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Web-Capable Software Update Project Charter
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Contents
1 Introduction .................................................................................................................................... 4
1.1 Purpose of the Project .................................................................................................................. 4
2 Project Objectives ........................................................................................................................... 4
3 Overview ......................................................................................................................................... 4
3.1 Review ........................................................................................................................................... 4
3.2 Objectives...................................................................................................................................... 5
3.3 Major Deliverables ........................................................................................................................ 5
3.4 Boundaries .................................................................................................................................... 5
4 Duration .......................................................................................................................................... 6
4.1 Timeline......................................................................................................................................... 6
4.1.1 RACI (Responsible-Accountable-Consult-Informed) Matrix .................................................. 6
4.1.2 WBS (Work Breakdown Structure) ........................................................................................ 6
5 Budget Estimate .............................................................................................................................. 7
5.1 Estimate ........................................................................................................................................ 7
6 Assumptions, Constraints and Risks ............................................................................................... 7
6.1 Assumptions .................................................................................................................................. 7
6.2 Risks .............................................................................................................................................. 8
6.2.1 Failure Mode Effect Analysis (FMEA) ..................................................................................... 8
6.2.2 Risk Response Planning and Risk Monitoring and Control .................................................... 8
7 Project Organisation ....................................................................................................................... 9
7.1 Roles and responsibilities.............................................................................................................. 9
7.2 Stakeholders (Internal and External) ............................................................................................ 9
8 Project Charter Approval ................................................................................................................ 9
Appendix A: References ........................................................................................................................ 10
Appendix B: Key Terms ......................................................................................................................... 10

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1 Introduction
1.1 Purpose of the Project
The Web-Capable Software Upgrade project charter documents and tracks information required by
Courier-R-Us to approve funding needed to complete the project.

The charter includes the overview, risk management issues, resource management and justifications
to assist Courier-R-Us to decide whether or not to proceed or not to proceed with the project.

2 Project Objectives
The desired outcome of the project is the implementation of a modern web-based tracking and
transaction system for the courier company Courier-R-Us.

The in-scope objectives of this project covers the design and development of the web-based
software solution and its initial deployment to a data centre in Sydney where it will be hosted as a
cloud based solution. The cost of the hardware responsible for hosting the solution in the data
centre will be factored into the budget. Initial hardware budget estimates are approximately $115,
000 and will take up to 65 days to source and install.

Outside the scope of this project are the ongoing maintenance costs and implementation of patches
(although the software will be designed to be patchable)/

The training of about 6000 staff members in the operation, support and maintenance of the solution
will occur over approximately 1.5 months at a cost of approximately $120, 000.

The project will be undertaken by Melbourne staff (with the exception of developers based in
Sydney and Brisbane), including developers, designers, testers and assistant project managers.

Preliminary estimates of the project duration are less than 6 months. The estimated budget of the
project is $500, 000. The deliverables of the project includes a hard disk containing the software
solution to be hosted on the cloud and the training of the support staff in operation of the software
solution.

3 Overview
3.1 Review
Courier-R-Us is a courier company who wants to change their C-based console system to a web
based system. Their courier tracking and transaction system needs to be upgraded to a web-based
system which will ease the work flow and help with their logistics. Courier-R-Us do not have their
own data centre, so they will need a third party service for the deployment of their software.
Courier-R-Us have also outsourced hardware from different vendors. For the development of the
software, the company will require developers, tester, assistant project managers and software
module designers. The developer must possess certain skill sets. Additional resources required are
provided at a pro-rata of $1000, and if extreme programming is required, developers can be flown in
from Brisbane and Sydney. The objective is to finish the project within 6 months with a budget of
$500, 000.

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3.2 Objectives
The objectives of the Web-Capable Software Update are as follows:

 Create web-based courier tracking software

 Deployment on the cloud
 Project must finish within 6 months
 Project must finish within $500, 000 budget

3.3 Major Deliverables

The following table presents the major deliverables that the project’s product must meet in order
for the project objectives to be satisfied.

Major deliverable Deliverables Description

Delivery of hardware Three HP blade servers, cabling, network switches and other
hardware will be delivered to the data centre in Sydney.
Software delivered on Hard Disk The software solution contained on the hard disk will be
drive for deployment on cloud hosted on the blade servers installed in the data centre.
Formal training of call centre staff Call centre staff will need to be trained to use the improved
and other internal staff logging mechanism to deal with huge volumes of complaints.
Internal staff will need to be trained to use new software
which allows for faster query access.

3.4 Boundaries
We do not have to consider the cost after deployment of the software (e.g. patching and
maintenance costs).

User testing is also a part of software development but is out of scope in current context.

We may require more than three blade servers as numbers of users increase. It is also out of scope.

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4 Duration
4.1 Timeline
4.1.1 RACI (Responsible-Accountable-Consult-Informed) Matrix
Task Name Designers Developers Testers Assistant P.M Project Manager
Requirement I C I R RA
gathering
Choose data I C RA
centre
Hardware R I
delivery
Software R R I
development
Software R A I
testing
Delivery of I I R
software for
deployment
on the cloud
Training of I R C A I
staff

4.1.2 WBS (Work Breakdown Structure)

Task No. Task Name Duration Predecessors Resources
1 Requirement gathering 1 week - Project Manager, APM,
Business Analyst
2 Choose data centre host 1 day - Project Manager
location
3 Hardware delivery 65 days 2 APM
3.1 HP blade servers 60 days 2 APM
3.2 Switches 65 days 2 APM
3.3 Cabling 60 days 2 APM
4 Software development 6 weeks 3 Developers, Designers
4.1 Update database with 1 week 3 Developers
patches to handle
concurrent transactions
4.2 Improve logging 2 weeks 3 Developers, Designers
mechanisms
4.3 Update software to 2 weeks 3 Developers, Designers
quickly access queries
4.4 Intuitive GUI to run search 1 week 3 Developers, Designers
queries
5 Software testing 2 weeks 4 Developers, Testers
6 Deliver of software for the 1 day 5 APM
deployment on the cloud
7 Training of staff 6 weeks 6 Developers

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5 Budget Estimate
5.1 Estimate
This section provides a summary of estimated spending to meet the objectives of the Web-Capable
Software Update project as described in this project Charter. This summary of spending is
preliminary, and should reflect costs for the entire investment life cycle. It is intended to present
probable funding requirements and to assist in obtaining budgeting support.

Budget = $500K

Total so far = ~$452K

Total duration = ~ 172 days (5.66 months)

Task Name Duration # Resource Cost

Requirement gathering 1 week 1 APM, Business Analyst $5000
Source a data centre 1 day APM, Project Manager $20, 000
Source and deploy 65 days APM, Project Manager $115, 000
hardware
Design the software 1 month 4 Designers $16, 000
solution
Develop the software 6 weeks 7 Developers $140, 000
solution
Testing the software 2 weeks 6 Testers $36, 000
Training Staff 45 days Developers, 6000 Call Centre & $120, 000
Internal Staff

6 Assumptions, Constraints and Risks

6.1 Assumptions
This section identifies the statements believed to be true and from which a conclusions was drawn
to define this project charter.

1. If the database crashes after deployment, its cost will not be included.
2. Developers deliver the full functional software. There is no bug in the software and its
design.
3. Hardware will be delivered in exactly 65 days and in working order. Otherwise it will be
replaced by priority overnight courier at the hardware manufacturer’s expense.
4. We are not focusing on the ongoing costs of the data centre (this is outside the scope of the
project and handled by the support teams) in deciding out data centre. We are also not
focusing on the possible costs associated with breaking contract if we choose the Sydney
data centre with the 7 year contract.
5. The total cost of training employees includes developer’s salary.
6. Project Manager’s salary is not part of the budget.
7. Courier-R-Us is based in Melbourne and all the development and testing is done in
Melbourne.
8. Business Analysts cost $1000 per week (classes as “other resources”) in the specification.

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6.2 Risks
6.2.1 Failure Mode Effect Analysis (FMEA)
Risks Severity Likelihood Detectability RPN
Poor communication between 9 6 8 432
developers
Staff illness 6 5 10 300
Skill set deficiency 8 4 6 224
Small budget 8 4 6 192
Misunderstand information 7 3 7 147

 A lack of communication between developers will jeopardise the project severely as they
need to work effectively together. It is easily detectable if the developers are not
communicating as they should be.
 When staff members fall ill, it may delay the development of the project. Creating a buffer
within the development schedule will avoid this.
 The project will be put in jeopardy if a staff member misrepresents their skill sets in order to
acquire a job. Through job interviews this is less likely to happen.
 Having a budget that it too small to complete the project within the required time frame will
jeopardise the project. Creating a detailed budget plan ensuring that enough of the budget is
allocated to all areas to ensure that the project does not go over budget and gets completed
within the required timeframe.
 Misunderstanding information will affect the project as the requirements are not clear and
the product developed is not what was required. This is less likely to happen if the meetings
are recorded and there is good communication.

6.2.2 Risk Response Planning and Risk Monitoring and Control

Risk Contingency Plan
Poor communication between Ensure developers meet each other and participate in
developers team building exercises. It is important to keep a
record and document the project as that will ensure
there is documentation available for support later on
should the code need to be fixed.
Staff illness(development team) Build a reasonable buffer into the development
schedule to account for possible staff illness.
Developer’s skill set deficiencies due to More experienced developers to mentor other
over promising or misrepresenting their developers. Provide a forum to share development
skill sets questions and answers. Provide access to developer
training resources and documentation.
Budget is too small to complete project Create a detailed budget plan, allocating enough of the
within required time budget to all areas so as to not go over budget.
Courier-R-Us may be unclear about the Details about the meeting should be recorded and
system they desire and information documented to refer to later to avoid conflicts and
about new system could be forgotten confusing during the development of the project
during the development process

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7 Project Organisation
7.1 Roles and responsibilities
This section describes the key roles supporting the project.

Organisation Project Role Project Responsibilities

Logic Unit Software Module Designer Design the architecture of the project.
Courier-R-Us PMO Officer Make sure the resources are available to the
project team. Develop standards and procedures
and enforce team to use it.
Logic Unit Developer Develops the system.
Courier-R-Us Project Leader Ensure that the team completes the project. Also
responsible for the development of the project
tasks and monitoring the performance of the
team. The project leader also deals with the client
and approves/declines the deliverable.
Courier-R-Us Business Analyst Ensure that the requirement of the software are
captured before a solution is developed and
implemented.
Folio3 Tester Ensure there is no bugs in the software
Courier-R-Us Assistant Project Manager Works directly with the team and reports to the
Project Manager from time to time.

7.2 Stakeholders (Internal and External)

Internal Stakeholders

 CEO of development company

 Board of directors of development company

External Stakeholders

 Courier-R-Us (Client)
 Customers using the tracking software

8 Project Charter Approval

The undersigned acknowledge they have reviewed the project charter and authorise and fund Web-
Capable Software Update project. Changes to this project charter will be coordinated with and
approved by the undersigned or their designated representatives.

Signature: Date:
Print Name:
Title:
Role: Web-Capable Software Update
Project Manager

Signature: Date:
Print Name:
Title:
Role: Courier-R-Us Representative

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Appendix A: References
The following table summarises the documents reference in this document.

Document Name & Description Location

Version
Template S. Eng Project Management Assignment 1:
Supporting Documents

Appendix B: Key Terms

The following table provides definitions for terms relevant to this document.

Term Definition
APM Assistant Project Manager
PMO Project Management Office

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