BSBPMG428 - A2 T2a - Project Charter Template.v1.0
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EAFIT University *
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Date
Nov 24, 2024
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P
ROJECT
C
HARTER
T
EMPLATE
This Project Management Plan Template is free for you to copy and use on your project
and within your organization. We hope that you find this template useful and
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P
ROJECT
C
HARTER
P
LAN
J
ONES
C
ONSULTING
C
OMPANY
’
S
PAYROLL
GROUP
P
AYROLL
P
ROJECT
TO
DEVELOP
AND
IMPLEMENT
A
NEW
PAYROLL
SYSTEM
D
ATE
3/07/2023
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P
ROJECT
C
HARTER
P
AYROLL
P
ROJECT
Project Title:
Payroll System Development and Implementation
Project Purpose:
This Charter formally authorizes the Payroll Project to develop and implement
a new payroll system for use in Jones Consulting Company's payroll group. The new system aims
to enhance efficiency, accuracy, and compliance in payroll processing, ensuring a seamless and
reliable payroll management process.
Project Objectives:
1.
Develop a comprehensive scope statement defining the project's deliverables,
objectives, and limitations.
2.
Create a detailed project schedule, outlining all key activities, milestones, and
dependencies.
3.
Prepare a cost estimate and budget for the entire project, including resource allocation
and procurement needs.
4.
Establish provisions for scope management, ensuring any changes are properly
evaluated and approved.
5.
Develop a resource management plan, detailing the assignment of personnel and their
roles in the project.
6.
Implement a communications plan to ensure efficient and transparent communication
among all stakeholders.
7.
Ensure adherence to high-quality standards throughout the project's execution.
8.
Conduct a thorough risk assessment and develop a risk management plan to address
potential uncertainties.
9.
Establish a procurement strategy to identify and acquire necessary resources and
services.
10. Implement stakeholder management activities to engage and involve relevant
stakeholders in the project's progress.
11. Develop robust project controls for monitoring and tracking project progress and
performance.
Project Sponsor:
Van Johnson, Human Resources Director, is designated as the Project Sponsor.
As the Project Sponsor, Van Johnson will provide necessary guidance, support, and decision-
making authority throughout the project lifecycle.
Project Approach:
The project will follow a collaborative approach, leveraging expertise from
various departments, including IT, Finance, and Human Resources. The project team will work
together to define requirements, design, develop, test, and implement the new payroll system.
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Project Team:
The project team will be comprised of members from IT, Finance, and Payroll
departments, led by the Project Manager. The team will be assigned by the Project Sponsor, and
all members will collaborate to achieve project objectives.
Project Reporting:
Regular progress updates and reports will be provided to the Project Sponsor
and relevant stakeholders. The Project Manager will ensure that the reporting includes project
status, achievements, risks, and issues, allowing for timely and informed decision-making.
Project Authority:
The Project Manager is granted the authority to oversee and manage all
aspects of the project. The Project Manager will have the power to make decisions related to
project execution and resource allocation within the approved project plan.
Project Risks:
Potential risks associated with the project will be identified, assessed, and
mitigated throughout the project lifecycle. A risk management plan will be developed to address
these uncertainties and minimize their impact on the project.
Project Closure:
Upon successful implementation of the new payroll system and completion of
all project deliverables, the project will be formally closed, and a project closure report will be
provided to the Project Sponsor and other relevant stakeholders.
Project Purpose:
The purpose of the Payroll project is to enhance the timeliness and accuracy of
payroll operations at Jones Consulting Company. By implementing a new payroll system, the
project aims to improve efficiencies across all departments, reducing payroll cycle time and
minimizing staffing required for payroll operations.
Project Deliverables:
The project deliverables shall include:
1.
Payroll system design, encompassing all necessary functionalities and user interfaces.
2.
Coding and development of the new payroll system, ensuring it aligns with the business
requirements.
3.
Rigorous testing to validate the system's functionality, performance, and reliability.
4.
Seamless implementation of an integrated system, compatible with the existing IT
infrastructure.
5.
Comprehensive user's guide to facilitate easy adoption and usage of the new system.
Project Objectives:
1.
Reduce payroll cycle time by 30%, leading to quicker processing and disbursement of
employee payments.
2.
Decrease payroll staffing requirements by 20%, optimizing resource utilization and
reducing operational costs.
High-Level Project Risks:
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1.
Ensuring implementation is completed without adversely impacting ongoing payroll
operations.
2.
Mitigating risks related to migrating payroll accounts from the legacy system to the new
system.
Success Criteria:
The success of the Payroll project will be determined by the Project Sponsor,
Van Johnson, Human Resources Director. The criteria for success will be met upon completion of
the following milestones:
1.
Successful implementation of the new payroll system, with no disruptions to regular
payroll operations.
2.
Completion of one full payroll cycle utilizing the new system, meeting the project
objectives without any discrepancies or errors.
Project Approach:
The project will follow a phased approach, with close collaboration between
the Payroll department, IT, and external vendors (if applicable). Thorough requirements
gathering, system design, development, and rigorous testing will ensure a reliable and effective
payroll system.
Project Team:
The project team will be composed of skilled members from the Payroll
department, IT, and other relevant stakeholders. The team will be led by the appointed Project
Manager and supported by the Project Sponsor, Van Johnson.
Project Authority:
The Project Manager is granted the necessary authority to manage the
project, make decisions, and allocate resources in line with the approved project plan.
Project Reporting:
Regular project progress reports will be provided to the Project Sponsor and
stakeholders, keeping them informed about milestones, risks, and overall project performance.
Project Closure:
Upon successful implementation and completion of the project objectives, a
project closure report will be presented to the Project Sponsor and relevant stakeholders.
The Project Manager, Bill Smith, is designated with the full authority to apply organization
resources to the Payroll System Improvement Project. Bill Smith is hereby authorized to
interface with management as required, negotiate for necessary resources, delegate
responsibilities within the framework of the project, and effectively communicate with all
contractors and management stakeholders to ensure the successful and timely completion of
the project.
As the Project Manager, Bill Smith holds the responsibility for developing a comprehensive
project plan that outlines the strategy, scope, and deliverables of the Payroll System
Improvement Project. He will closely monitor the project's schedule, cost, and scope during the
implementation phase, ensuring that it stays on track and aligns with the project objectives.
Bill Smith will exercise control over the project by continuously measuring its performance
against predefined metrics and objectives. If deviations or issues arise, he will promptly take
corrective action to realign the project and ensure its overall success.
The authority granted to Bill Smith empowers him to make informed decisions, allocate
resources efficiently, and manage the project team effectively. He will work closely with all
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stakeholders to maintain clear communication and coordination, fostering a collaborative and
cohesive approach to achieving the project's goals.
By entrusting Bill Smith with this authority, the organization demonstrates its confidence in his
expertise, leadership skills, and dedication to ensuring the Payroll System Improvement
Project's successful implementation. With his guidance and strategic vision, we are confident
that the project will result in a highly efficient and accurate payroll system, meeting and
exceeding the defined objectives.
The project plan for the Payroll System Improvement Project will be submitted and approved in
adherence to the milestone schedule outlined below. Following approval of the project plan,
resource allocation will be initiated, and project work will commence within 5 business days.
Any schedule changes that may impact milestones require approval from the Project Sponsor. A
detailed schedule, encompassing all project activities, will be provided in the project plan. The
high-level milestone schedule is as follows:
1.
Feb 1, 2023 – Project Plan Complete and Approved: The project plan, including the
scope, objectives, deliverables, and resource allocation, will be developed and submitted
for approval.
2.
Mar 31, 2023 – Payroll Design Completed: The design phase will be completed,
encompassing all aspects of the new payroll system based on the approved
requirements.
3.
May 31, 2023 – Coding Completed: The coding and development of the new payroll
system will be finalized, ensuring it aligns with the project objectives.
4.
June 30, 2023 – Testing Completed: Rigorous testing will be concluded, ensuring the
system's functionality, accuracy, and reliability.
5.
July 31, 2023 – Beta Testing Completed: Beta testing, involving a select group of users,
will be finalized, verifying the system's effectiveness in a real-world scenario.
6.
Sept 30, 2023 – Implementation Completed: The new payroll system will be successfully
implemented, replacing the legacy system in its entirety.
7.
Oct 15, 2023 – One Payroll Cycle Complete and Project Completion: After completion of
one full payroll cycle utilizing the new system, meeting the project objectives without
any discrepancies or errors, the Payroll System Improvement Project will be officially
concluded.
Throughout the project's lifecycle, the Project Manager will closely monitor progress and ensure
adherence to the milestone schedule. Regular updates and reporting will be provided to all
stakeholders, keeping them informed of project status and achievements. By following this
milestone schedule, we are confident in achieving a successful and seamless implementation of
the new payroll system, effectively enhancing the efficiency and accuracy of payroll operations
at Jones Consulting Company
.
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The total budget allocated for the Payroll System Improvement Project is $420,000. This budget
will cover all project-related expenses, including software development, testing, training,
implementation, and any necessary hardware upgrades.
The funding for this project will be sourced from the FYxx Human Resources Technology Budget.
This budget allocation demonstrates the commitment of the organization towards improving
payroll operations and investing in advanced technology to enhance efficiency and accuracy.
The Project Manager, in collaboration with the Finance department, will closely monitor the
budget throughout the project's lifecycle to ensure that expenditures remain within the
approved allocation. Any significant budget deviations or changes will require approval from the
Project Sponsor, Van Johnson, Human Resources Director.
By securing the necessary funding through the FYxx Human Resources Technology Budget, we
are well-prepared to execute the Payroll System Improvement Project and achieve its objectives
effectively and within the designated budget. This financial commitment reflects our dedication
to continuous improvement and streamlining payroll operations for the benefit of all
stakeholders involved.
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S
PONSOR
A
CCEPTANCE
Approved by the Project Sponsor:
Jhon Curls. _________________________________
Date:3/07/2023____________
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