Project charter and plan document for millennium upgrade

Project charter and plan document for millennium upgrade

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  Middlesex School Project Charterand Plan Document Project Name: Sage Millennium Upgrade Department: Alumni and Development Office Prepared By Document Owner(s) Project/Organization Role Ted Van Patten Project Manager/System Administrator Joe Alford IT Director (Reviewer) Project Charter Version Control Version Date Author Change Description .1 02/17/12 Ted Van Patten Initial Draft sent to Joe and Matt 1 02/21/12 Joe Alford  None – Verbal Acceptance 1.1 02/21/12 Matt Crozier  None – Verbal Acceptance 1.2 03/05/12 Ted Van Patten  Added 2 module reviews for On-line Alumni Directory and On-line credit card processing. Confidential Project Charter and Plan Document for Millennium Upgrade.2 Last printed on 9/6/2013 1:12:00 PM
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  Project Charter TABLE OFCONTENTS 1 PROJECT CHARTER PURPOSE ........................................................................................... 3 2 PROJECT EXECUTIVE SUMMARY ....................................................................................... 3 3 PROJECT OVERVIEW ............................................................................................................ 4 4 PROJECT SCOPE................................................................................................................... 4 4.1.1 Phase 1 – Project Discovery and Planning ................................................................. 4 4.1.2 Phase 2 – Current System Analysis and Clean up ..................................................... 5 4.1.3 Phase 3 – Test System Implementation and Testing ................................................. 5 4.1.4 Phase 4 – New Functionality Review ......................................................................... 5 4.1.5 Phase 5 – Training and Best Practices ....................................................................... 5 4.1.6 Phase 6 – Go-Live Production System and Cut over ................................................. 6 4.1.7 Phase 7 – Post Go-Live Optimization ......................................................................... 6 4.2 4.3 Organizational Impacts ............................................................................................... 7 4.4 Project Deliverables .................................................................................................... 7 4.5 5 Departmental Statements of Work (SOW) .................................................................. 6 Project Estimated Costs & Duration............................................................................ 8 PROJECT CONDITIONS ........................................................................................................ 8 5.1 Project Issues.............................................................................................................. 8 5.2 Project Risks ............................................................................................................... 8 5.3 Project Constraints ...................................................................................................... 9 6 PROJECT COMMUNICATION PLAN ..................................................................................... 9 7 PROJECT STRUCTURE APPROACH ................................................................................... 9 8 PROJECT TEAM ORGANIZATION PLANS ........................................................................... 9 9 PROJECT REFERENCES .................................................................................................... 10 APPROVALS ................................................................................................................................ 10 Confidential Page 2 9/6/2013
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  Project Charter 1 PROJECT CHARTERPURPOSE The project charter defines the scope, objectives, and overall approach for the work to be completed. It is a critical element for initiating, planning, executing, controlling, and assessing the project. It should be the single point of reference on the project for project goals and objectives, scope, organization, estimates, work plan, and budget. In addition, it serves as a contract between the Project Team and the Project Sponsors, stating what will be delivered according to the budget, time constraints, risks, resources, and standards agreed upon for the project. 2 PROJECT EXECUTIVE SUMMARY  Project Goals o o Update Server infrastructure to Millennium Specifications o Update Workstations (where necessary) to Millennium Specifications o Evaluate the new and updated functionality in the newest version for return of investments if additional licensing fees are required o Clean up current data tables for upgrade to provide a clean conversion of data into new system o Clean up current reporting environment to provide a clean conversion of reports into the new system o  Upgrade the Current Sage Millennium fundraising software from version 7.7 to version 7.9 Service Pack 2 (SP2) by the end of the Fiscal Year closure or July 15, 2012. Users will be proficient in new system prior to Go-Live Objectives o o Install updated software utilizing utilities provided by Sage and validate data conversion and using Sage’s Case tracking system for any issues. o Update workstations, where needed, to accommodate new software functionality according to the Millennium specifications provided. Evaluate each workstation and work with IT desktop services to validate each user’s computers and software. o Audit, Clean up and fix known issues in current version of Millennium, this includes data and reporting. Through interviews and a tracking system, gather and analyze each known issue and research solutions prior to Go-Live. o System Administrator will plan and work with users regarding the updated functionality and new modules to evaluate whether the new function will be a good return of investment through demos and feature-function-benefit (FFB) approach. o Confidential Install updated Server Infrastructure with updated Hardware and Software to meet the Millennium specifications. Sage documentation is provided. Train users with customized training based on their roles and responsibilities. Using the train-the-trainer approach, the System Administrator will provide all training materials and train all users. The trainer will also work with each user group to schedule appropriate training that will be minimal interruption to their work loads. Page 3 9/6/2013
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  Project Charter o 3 The ProjectManager will utilize communication tools to keep users and stake holders updated on progress of project. PROJECT OVERVIEW Software and hardware are ever evolving and new functionality is constantly being added to applications to make them more efficient and functional, this requires systems to be upgraded on a consistent basis. The Sage Millennium Software used by the Development Office to maintain Alumni, Parents, Friends, and Associated Business and Foundations for biographical, giving, and other information is several updates behind. The current version is 7.7. The missed upgrades are 7.7 (SP 1), 7.8 (SP1 thru 4), 7.9 (SP 1&2). In order to get from 7.7 to 7.9, the system must be updated to 7.8 and then to 7.9. The current status of the upgrade is that it has “stalled.” There has been an assessment done by the Business Office and the IT Department and have contracted with Ted Van Patten to complete the project. Most of the infrastructure work has been completed up to 7.9 SP1, but not validated by end users or System Administrator. It is the expectation that the new system will be online at the end of Fiscal Year 2012 or July 15, 2012. This should give enough time for cleaning up current version, testing and training and have the least impact on work flow. Ted Van Patten will serve as project lead, system administrator, trainer, and also support current system during project time line. 4 PROJECT SCOPE Included in the scope of this project is limited to the support of current system, the implementation of upgraded system, the audit of current reporting, tracking and fixes all users concerns and issues, training all the end users, updating process work flow where needed and testing and validating all phases of project. This will be accomplished in the following Phases, many of which overlap, complete work break down structure (WBS) tasks saved as an Excel Spreadsheet: Phase 1 – Project Discovery and Planning Phase 2 – Current System Analysis and Clean Up Phase 3 – Test System implementation and Testing Phase 4 – New Functionality Review Phase 5 – Training and Best Practices Phase 6 – Go-Live Production System and Cut over Phase 7 – Post Go-Live Optimization 4.1.1 Phase 1 – Project Discovery and Planning       Confidential Contracts and budget items finalized Interviews with stake holders on expectations and roles Review of current statuses and documentations Vendor contacts established Create a project charter plan and communication plan Project Manager access to all applicable systems Page 4 9/6/2013
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  Project Charter  4.1.2 Phase 2– Current System Analysis and Clean up         4.1.3 Step by step review of new server and software install to validate install Current test system is 7.9 with SP1 needs to be SP2 Test system will also be used as training environment Establish Security Matrix Test each user role access Create user case scripts to check each process module Evaluate any changes to current data entry processes Test reporting mechanisms and process Evaluate any changes to current reporting processes Move or recreate any customization html or data views Review of Known issues in 7.9.2 and evaluate impact on process workflows Phase 4 – New Functionality Review         4.1.5 Project Kick-Off Meeting with all users Establish a issues log mechanism and process Create top priorities issue process w/ stake holders Meet with infrastructure team to review any issues Meet with individuals and departments to review any issues Analyze and Audit current report library Analyze and Audit current data tables Analyze and Audit any customizations Phase 3 – Test System Implementation and Testing            4.1.4 Establish a project space for all users effected by change Visual Analyzer o Plan demo, FFB and ROI with key stakeholders Idea o Plan demo, FFB and ROI with key stakeholders Summaries o Plan demo, FFB and ROI with key stakeholders Outlook integration o Mx not using MS Outlook investigate usability Interfaces o ADE – Advanced Data Examiner o Business Office Accounting o Evertrue – Alumni Directory o My Back Pack – Parents o Constant Contact – Alumni Email o Wealth Engine – Wealth Screening Audit Log o Plan demo, FFB and ROI with key stakeholders Alumni On-line Directory On-line integrated payment processing. Phase 5 – Training and Best Practices    Confidential Train the trainer approach – Ted Van Patten will train himself and where needed will contact Sage Millennium resources Training will also include a process and procedure review, which will be adjusted if necessary to accommodate changes in the software. Basic View Training for all users in presentation format Page 5 9/6/2013
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  Project Charter       Gift EntryTraining and Process Review Biographical Entry Training and Process Review Event Entry Training and Process Review Prospect Management Training and Process Review Stewardship Training and Process Review End User Reporting Training and Process Review Phase 6 – Go-Live Production System and Cut over 4.1.6         Phase 7 – Post Go-Live Optimization 4.1.7        4.2 Production Environment Created and Tested Data Entry Freeze Data migration refresh Data Validation Report Validation Test all functionality Cut Over System Validation Post Go-Live Process Review Fixes to missed conversion data Fixes to missed reporting data Known issues review with software Continued Issues log Change management New processes instituted Departmental Statements of Work (SOW) Departmental SOW Owner/Prime Due Date/Sequence Approved Expenditures, Contracts and Agreements Business Office / Matt Crozier and Terry Cunningham 02/20/12 - 1 Vendor, licensing, hardware, and software and infrastructure maintenance Information Technology Office / Joe Alford 02/20/12 - 2 Test Environment Server Installation IT Office / Joe Alford & Infranet/James Stoffel 03/15/12 - 3 Test Environment Software implementation and Testing IT Office / Joe Alford & Contractor/Ted Van Patten Infranet/James Stoffel 03/15/12 - 4 Reporting Issues, Audit and Testing IT Office / Joe Alford & Contractor/Ted Van Patten 05/15/12 - 5 Data Issues, Audit and Testing IT Office / Joe Alford & Contractor/Ted Van Patten 05/15/12 - 6 Training, Process and Workflow IT Office / Joe Alford & Contractor/Ted Van Patten 06/01/12 -7 Production Environment Server Installation IT Office / Joe Alford & Infranet/James Stoffel 07/01/12 - 8 Production Environment IT Office / Joe Alford & 07/15/12 - 9 Confidential Page 6 9/6/2013
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  Project Charter Software implementationand Testing 4.3 Contractor/Ted Van Patten Infranet/James Stoffel Organizational Impacts Organization Development Office HIGH Technology Office MEDIUM Business Office MEDIUM Heads Office 4.4 Impact to and Participation of Organization LOW Project Deliverables Milestone Deliverable Phase 1 – Project Discovery and Planning    Project Charter Plan completed Communication Plan completed Project Manager and System Administrator workstation and access completed Phase 2 – Current System Analysis Clean Up    Audit Reporting completed Audit Data completed Discovery and Issue Tracking completed Phase 3 –Test System implementation and Testing    Infrastructure and Test environment validated Test system updated to 7.9 SP2 Security Matrix completed Phase 4 – New Functionality Review       Visual Analyzer - usage decision made Idea - usage decision made Summaries - usage decision made Outlook integration - usage decision made ADE – Interfaces - usage decision made Audit Log - usage decision made Phase 5 – Training and Best Practices Process & Procedures    Train-the-Trainer self learning completed End user training completed Processes and Procedures review completed Phase 6 – Go-Live Production System and cut over    Production environment completed Cut over plan completed Go-Live completed Phase 7 – Post Go-Live Optimization    Post Go-Live Processing implemented Post Go_Live issues resolved Known Software issues disseminated to Users Confidential Page 7 9/6/2013
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  Project Charter 4.5 Project EstimatedCosts & Duration The current contract with Ted Van Patten will be revisited June 15, 2012 based on outcomes of deliverables. The Implementation part of project will end at Fiscal Year end, but optimization and new functionality will continue through August. Financial and budget information kept in a separate document in the Business Office. 5 PROJECT CONDITIONS 5.1 Project Issues Project issues will be tracked in a separate MS Excel Spreadsheet for current issues and requested new processes and reports using the following format. Priority Criteria 1 − High-priority/critical-path issue; requires immediate follow-up and resolution. 2 − Medium-priority issue; requires follow-up before completion of next project milestone. 3 − Low-priority issue; to be resolved prior to project completion. 4 − Closed issue. # 1 2 5.2 Date Priority Owner Description Status & Resolution [mm/dd/yy] [Issue 1 description] [Status and Proposed or Actual Resolution.] [mm/dd/yy] [Issue 2 description] [Status and Proposed or Actual Resolution.] Project Risks Risk Owner # Risk Area Likelihood 1 Personnel – The loss of Ted Van Patten Low Ted Van Patten Since many of the responsibilities are being owned by Ted the loss will greatly affect the project. The mitigation would be to maintain the sage contact information and make sure that Ted documents well all the steps and status of project. 2 Users Availability Medium Heather Parker Since users will be performing their regular duties during the project time line scheduling time away from their duties will be a challenge. The mitigation would have to be to have more individual or small group meetings; this would be for training and process assessments. Confidential Page 8 Project Impact-Mitigation Plan 9/6/2013
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  Project Charter 5.3 Project Constraints   6 Limitedfunding Limited Personnel Project Communication Plan    7 Weekly Executive Project status meetings and documentation Monthly All user communications through emails, presentations and meetings All documentation for project will be available in Google space for all users Project Structure Approach Project structure and approach will be based on industry standards as defined and referenced in PMI’s Project Management Body of Knowledge (PMBOK guide) Third Edition. 8 Project Team Organization Plans Project Team Role Project Team Member(s) Responsibilities Project Manager Ted Van Patten Provides leadership and overall direction for the implementation, ensuring adherence to the budget and project milestones. System Administrator Ted Van Patten Software deliverables, validation, training and complete process review Project Sponsor Joe Alford Provides funding, senior level support and overall direction for the enterprisewide effort Project Sponsor Matt Crozier Provides funding, senior level support and overall direction for the enterprisewide effort Executive Sponsor Heather Parker Provides leadership and overall direction to the implementation project Executive Sponsor George Noble Provides leadership and overall direction to the implementation project Executive Sponsor Terry Cunningham Provides leadership and Confidential Page 9 9/6/2013
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  Project Charter overall directionto the implementation project Infrastructure Server configuration and support Desktop Workstations 9 James Stoffel Mike Fine Desktop configurations and support PROJECT REFERENCES Document Description (all documents saved in Google Space) Project Charter and Plan This document Work Break Down Structure (WBS) Complete task list for each deliverable broken down by each step as an Excel Sheet Executive Weekly Status updates reports Status reports saved as word documents on the weekly status of project Users Monthly communication documents All user communications Training Materials All Sage and custom training material Issue Logs All issue logs saved as an Excel Spreadsheet System implementation and configuration documents Sage Millennium provided documentations and Middlesex School documentations Process documentation Any change or new process or procedure document APPROVALS Prepared by __________________________________ Project Manager – Ted Van Patten Approved by __________________________________ Project Sponsor – Joe Alford __________________________________ Project Sponsor – Matt Crozier __________________________________ Executive Sponsor – Terry Cunningham __________________________________ Executive Sponsor – George Noble __________________________________ Executive Sponsor – Heather Parker Confidential Page 10 9/6/2013
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  Project Charter Confidential Page 11 9/6/2013