UNC General Administration
Intranet Project
Project Charter
Approved Version (1.0)
May 19, 2014
Table of Contents
Document Revision History ........................................................................................................................... 3
Purpose of Charter ........................................................................................................................................ 3
Background and Opportunity ........................................................................................................................ 3
Goals, Objectives and Success Criteria ........................................................................................................ 4
Project Scope ................................................................................................................................................ 4
In Scope .................................................................................................................................................... 4
Out-of-Scope ............................................................................................................................................. 5
Governance Structure and Stakeholders ...................................................................................................... 5
High-Level Timeline and Milestones ............................................................................................................. 9
Project Budget ............................................................................................................................................. 11
Assumptions, Dependencies, Risks and Constraints ................................................................................. 11
Status Reporting and Change Control ........................................................................................................ 12
Document Repository.................................................................................................................................. 12
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Approved Version 1.0 (May 19, 2014)
Document Revision History
Date
March 10, 2014
Ver.
.01
March 17, 2014
April 8, 2014
.02
.03
April 14, 2014
.04
April 14, 2014
May 14, 2014
.05
.06
May 19, 2014
1.0
Description
Initial draft of project charter (leverages components of the
UNC-GA Intranet Vision and Scope document prepared by
Terri L. Amer)
Revised to reflect input from first Steering Committee meeting
Revised to include additional business/functional team
members, as well as information pertaining to the document
repository
Incorporated modifications resulting from 4/14 Steering
Committee meeting (team members, potential constraints)
Removed dates in timeline that extend beyond June.
Included additional assumptions and scope items, adjusted
timeline
Approved version
Author
M. Thorland
M. Thorland
M. Thorland
M. Thorland
M. Thorland
M. Thorland
M. Thorland
Purpose of Charter
The purpose of this Project Charter is to establish consensus on key aspects of the University of North
Carolina (UNC) General Administration’s (UNC-GA) Intranet Project in advance of its implementation.
The Project Charter serves as the organizational directive for the Intranet Project to exist. In its entirety,
this Project Charter is a “scope” document. It establishes the boundaries for the project by defining
specific goals and objectives, deliverables and a high-level timeline, as well establishing responsibilities
for team members and procedures for how deliverables and changes will be approved. Once the Intranet
Steering Committee approves the Project Charter, it will be designated as a “fixed baseline” and will be
used as part of the change control process to judge the impact and potential value of any new or modified
requirements. The Change Control section of this Project Charter provides details regarding the process.
Background and Opportunity
UNC-GA recently launched UNC’s revamped external facing website on the Internet, and is now
positioned to redesign its internal content to support internal GA and UNC system-wide stakeholders. The
Intranet Project involves a complete structural and organizational revision, as well as a platform migration
of the old.northcarolina.edu site. The functions and features that are currently on the
old.northcarolina.edu site and designated for the UNC-GA intranet will be migrated in collaboration with
stakeholders who will have an opportunity to purge obsolete information, rewrite content, or migrate
content exactly as it is on the current site. Furthermore, new functionality that supports business
processes will be incorporated, as appropriate. The redesigned site will include an enhanced look and
feel that is consistent and compatible with the brand and appearance of the new external site. UNC-GA
will take advantage of the opportunity to design a new intranet using industry standard principles and best
practices to create a user-centered intranet.
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Goals, Objectives and Success Criteria
The goal of the UNC-GA Intranet Project is to leverage a redesigned intranet site in order to provide a
more efficient communication channel between stakeholders, to increase the knowledge flow within the
organization, and to support operational processes that deliver business benefits. In support of this goal,
the objectives are as follows:
1. Create a user-centric intranet site that provides UNC stakeholders with efficient and easy access
to information and applications required for day-to-day operations.
2. Utilize the redesigned intranet site to consolidate processes and procedures.
3. Utilize the redesigned intranet site as the single interface to organization applications, where
possible.
4. Utilize the redesigned intranet site as a platform for developing an online community among UNC
stakeholders that reside in various locations throughout the state.
The redesigned UNC-GA intranet will be considered successful when the following is accomplished:
ID
Success Criteria
Value
1
Increased usage of the intranet
Need to establish desired target
2
Intranet content is up-to-date,
complete and accurate
Interactive applications work as
intended
Criteria related to operational
efficiency (TBD, based on
procedures/processes that are
redesigned/automated)
Need to define tolerable level of outdated,
incomplete or inaccurate material
Need to identify desired target
3
4
TBD
Method of
Measurement
Website traffic
metrics
Periodic audit of
content
Number of IT
“tickets”
TBD
Project Scope
This section outlines the deliverables and features that will and will not be part of the UNC-GA Intranet
Project.
In Scope
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The intranet will provide a vehicle for UNC-GA and campus stakeholders to communicate, collaborate
and disseminate information to internal GA and UNC system-wide stakeholders
The intranet will provide access to both unsecured content and secured content requiring Shibboleth
federated authentication
A consistent naming convention will be developed for content in order to support efficient search
capabilities for information on the intranet
The intranet will provide mechanisms for collaboration, managing meetings and meeting materials,
and presenting directories and contact information for specialty groups
The intranet will provide content owners with the ability to easily modify content
Select operational processes will be redesigned in order to automate them for the intranet and
produce efficiencies
As required, the intranet will support current features of the internal facing content currently housed
on old.northcarolina.edu
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
A support model will be developed to maintain the intranet on an ongoing basis
Out-of-Scope
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Campus processes that do not include a touch point/interface with UNC-GA are excluded from the
scope of the UNC-GA Intranet Project.
Improving users’ ability to search the UNC policy manual on the Internet is out-of-scope for the
Intranet Project.
Some online collaboration solutions include e-mail integration to support meeting management.
Replacing UNC-GA’s existing e-mail capabilities is not within the scope of the Intranet Project.
Governance Structure & Stakeholders
The Intranet Project regards the entities and individuals reflected below as primary stakeholders. Primary
stakeholders are defined as individuals and groups that are content owners and users of the intranet (with
the exception of the Project Manager), and that play a key role in fulfilling the implementation of the
Intranet Project.
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Stakeholder
Executive Sponsor
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Executive
Committee
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Steering Committee
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Project Manager
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Applications
Development/
Technical Team
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Role
Own and promote the development and
implementation of the project from the executive
level
Champion the project among executive and
management team
Contact(s)
President Tom Ross
Own and promote the development and
implementation of the project from the executive
level
For escalated issues, provide direction on any
financial, business, or IT decisions
For escalated issues, approve any necessary
contingency plans to meet project deliverables
Review and approve recommendations from the
Steering Committee
Participate in 3-4 Executive Committee meetings
during the course of the project
Kevin FitzGerald
John Leydon
Suzanne Ortega
Charlie Perusse
Thomas Shanahan
Own and direct overall implementation of the
project from the business level
Commission team members within own operational
areas, and ensure that appropriate resources are
assigned and committed to the project
Encourage standardization across functional
areas, as appropriate
Interface with project participants to ensure
business requirements and procedures are
developed and documented for the project
Work with the Project Manager to identify
contingency plans to keep project on track and
within scope
Approve/signoff on deliverables requiring the
committee’s approval
Participate in monthly Steering Committee
meetings
Transition to a standing committee to oversee
maintenance of the intranet on an ongoing basis,
post launch
Steven Hopper (Chair)
Alisa Chapman
Dan Cohen-Vogel
Karrie Dixon
William Fleming
Ann Lemmon
Jonathan Pruitt
Karin Szypszak
Courtney Thornton
Joni Worthington
Manage project from inception through closure
Develop Project Charter and integrated project
plan (including communication components)
Work with project participants to keep the project
within scope, within budget and on schedule
Initiate contingency plans, as necessary
Facilitate regular team meetings
Coordinate acceptance/approval of deliverables
Track and report project status to stakeholders
Maraya Thorland
Work with business/functional teams to identify
and document business requirements
Assess technical solutions and coordinate
technical activities needed to successfully
implement project
Develop/design, test, validate and deploy
redesigned intranet
IT Project Management
Lisane Razack
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Business Analysis
Terri Amer
Development:
Stakeholder

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Role
Advise project team on feasibility of requests
Provide support to business/functional areas post
launch
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Contact(s)
Jamico Chapman
Doug Davis
Shweta Kautia
Web Design
 Alex MacKethan
Business/Functional
Teams

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Coordinate business activities needed to
successfully implement the project
Participate in the identification and creation of all
necessary business requirements and project plan
tasks
Identify and escalate risks and issues, as
necessary
Participate in project team meetings, and
coordinate alternate representation when
necessary
Joni Worthington
Dena Konkel
Aaron Hawkins
Ann Lemmon
Debbie Robertson
Drew Moretz
Jonathan Kappler
Kimrey Rhinehardt
Ann Marie Beall
(Military & Veteran)
Emily Dickens
William Fleming
Brian Usischon
Anne Schwarz
Judy Munson
Alana Sanders
Jonathan Pruitt
Jonathan Womer
Marsha Fields
Lisa Fleischman
(Purchasing)
Lars Jarkko
(accounting)
Jennifer Leung and
Ralph McLester
(Financial Systems)
Ken Craig
Heather Hummer
Shannon Byers
Lynne Sanders
Alesja Deinrich
Tim Minor
Erin Langston
Karin Szypszak
Communications
Secretary’s Office
State Relations
Federal Relations
Human Resources
Finance
Business Services
Division of Compliance and Operational Efficiency
University Advancement
Legal Affairs
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Infrastructure
 Doug Taber
Refer to participants
below
Stakeholder
Academic and University Programs
Role
Safety/Security
Contact(s)
Alisa Chapman
Cody Thompson
Kate Henz
Eric Fotheringham
Karrie Dixon
Tracey Ford
Michelle Bunce
Dan Cohen-Vogel
Laura Bageant
Chris Brown
Courtney Thornton
Sarah Smith
Betsy Rich
Samantha McAuliffe
Alisa Chapman
Brent Herron
IT Infrastructure
Lauren Connolly
Academic Policy and Funding Analyses
Academic and Student Affairs
Institutional Research
Research & Graduate Programs and Sponsored Programs
Academic Affairs (overall)
The following groups are also considered stakeholders, as they currently own content on the intranet and
will continue to utilize the site. These stakeholder groups are represented by the UNC-GA primary
stakeholders, and as necessary, discussions will be held directly with these groups.
Stakeholder Group
Staff Assembly
Faculty Assembly
Student Body Presidents
Student Government Association
GA Staff Forum
UNC-GA employees
Representation
Represented by William Fleming
Represented by Kelley Gregory
Represented by Tracey Ford
Represented by Tracey Ford
Represented by Eric Fotheringham
Represented by William Fleming
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High-Level Timeline and Milestones
The following draft timeline reflects the high-level milestones and estimated timing for implementing the UNC-GA Intranet Project.
OCT
NOV
KEY MILESTONES
FEB MAR APR MAY JUN JUL
AUG SEP
DEC
2015 +
Planning
Establish governance structure
Identify stakeholders and team members
Develop detailed project plan
Develop and approve Project Charter
Develop and approve intranet
support/maintenance model
Develop communication plan for organizational
roll-out
Business Requirements
2/28
3/13
3/31
Update/refine on an ongoing basis
4/30
8/29
TBD -- based on launch date(s)
Develop business requirements framework*
Define, document and approve business
requirements **
5/30
Prioritize business requirements
Dates beyond May will be determined upon the prioritization of business requirements and sizing of the work effort, which is dependent
on knowing which platform will be used for the intranet.
Design
Determine the platform for the intranet (driven
by selected collaboration tool)
Design site structure and produce mock-ups***
Generate timeline and resource estimates
Business Development
Edit/rewrite existing content; create/obtain new
content
Edit and/or create new policies and procedures
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KEY MILESTONES
FEB
MAR
APR
MAY
JUN
JUL
AUG
SEP
OCT
NOV
DEC
IT Development
Develop
Test
Deployment
Install and migrate content
Test
UNC-GA and campus roll-out
Deploy to production
Go-Live****
Completion/Maintenance
Debrief and review "maintenance agreement"
*
Business requirements framework must be completed in advance of meetings with stakeholders. Framework includes analysis, such as a
content inventory, identifying the intranet interface points between UNC-GA and campuses, sufficiently defining the information architecture
to inform discussions, establishing interview questions in order to consistently capture requirements among stakeholders, etc.).
**
Business requirements work includes conducting interviews with stakeholders to identify what content needs to be purged versus migrated,
to determine what new content or functionality is necessary, and to prioritize the requirements for a potentially phased rollout.
*** For this project, mock-ups will serve as functional and technical specifications. An iterative development approach will be used, and as
appropriate, requirements and design work will occur in parallel.
**** Depending on resource capacity and other factors, functionality may be released in phases that extend beyond the initial “go-live” date.
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Project Budget
It will be necessary to determine what type of budget is needed to support the development and
implementation of the UNC-GA Intranet Project. At a minimum, it will be important to establish and track a
budget for any projected additional expenses associated with hardware, software, new content, licensing,
etc.
Assumptions, Dependencies, Risks and Constraints
Item
Assumption
Assumption
Assumption
Assumption/Constraint
Dependency
Dependency
Dependency
Risk
Risk
Risk
Risk
Description
The intranet will be designed using its own branding and theme, and it will
complement and be compatible with the branding and theme of the public site
The internal facing content currently housed on old.northcarolina.edu will be
migrated based on content strategies developed in conjunction with each
stakeholder group that owns content
Functional areas will be responsible for determining what content needs to be
protected via access rights.
The intranet will support use of the Shibboleth federated identity and
authentication process
Design work will commence after a decision is made regarding the platform for
the intranet (which is largely driven by the collaboration tool that is selected)
The Intranet Project is dependent on the decisions made about content
migration to the public website, and the navigation links from the public website
to content
Once the design of the intranet is well understood and business requirements
are prioritized, a decision will be made regarding whether to allow the
old.northcarolina.edu to remain active and accessible until all content has
migrated to the either the public site or the intranet
The project does not have an imposed end date; however, there is a desire to
launch the intranet by late summer 2014. Prioritizing and launching functionality
in phases can mitigate this risk.
Adequate funding may not be available to lease/acquire new applications.
Resource constraints exist, as several other initiatives are utilizing the same
subject matter experts required for the Intranet Project. Example projects:
 PeopleSoft (scheduled to launch 10/1/14)
 Student Data Mart (SDM)
 HR Data Mart
 UNC Online
 Fostering Undergraduate Student Success (FUSS)
 Comprehensive Articulation Agreement (CAA)
Prioritizing and launching functionality in phases can mitigate this risk.
Many details associated with the PeopleSoft implementation have not yet been
determined. This makes it challenging for the Intranet Project to determine the
scope of Human Resources and Finance content for the intranet, as some
content may or may not be incorporated into PeopleSoft.
Working on content that is definitively known to be within the scope of the
intranet, and phasing in additional content, as necessary, can address this
issue.
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Status Reporting and Change Control
Status reports will be produced and shared with the Intranet Project Steering Committee on a regular
basis in order to monitor progress and to ensure that the Intranet Project is delivered within expectations.
The status reports will also capture and elevate critical project risks, assumptions, issues and
dependencies in order to support decision-making, to anticipate and manage change, and to optimize
execution of the project.
As necessary, change control documentation will be created to capture and manage any changes to the
project’s baseline scope, schedule or costs. The objectives of the change control process are to:

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Assess the value and impact of proposed alterations
Ensure that stakeholders are made aware of any approved changes that occur
Document the change request and outcome
The change control process is as follows:
1. Change request is directed to Project Manager
2. Recommended change and rationale is documented
3. Impacts to the project are assessed (e.g., value, impacts to systems and business processes,
cost, timing, etc.)
4. Change and associated impacts are reviewed by the Intranet Steering Committee, and as
necessary, the Executive Committee, and either approved or rejected
5. Project Charter is modified to reflect the agreed upon change (if approved), and the new version
of the Project Charter replaces previous versions
6. Change is incorporated into the project plan and implemented
Document Repository
Project documentation will be stored in the ActiveCollab project folder titled: GA Intranet Redesign, and
may be accessed by project team members using the following hyperlink:
https://collab.northcarolina.edu/public/index.php?path_info=projects/ga-intranet-redesign
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