Web Project Competition 2016
Team Charter Statement
Project Duration : 30 weeks
Team :
Project Case :
Department :
Member Name
Reporting To : (AITP Advisors name)
# Role
Phone
Number(s)
Email
1 Team Leader
2 Lead
Programmer
3 System Analyst
4 Designer
Responsibility Matrix
(Enter r, a, c, or I as appropriate)
Team Leader (will rotate during project)
Project Documentation Coordinator
Meeting Minutes
Status Reporting
Document Interim Editing
Document Finalization
Document Submission
Agenda
Others (specify as needed)
#1
R,A
R,A
A
A
C
A
R
#2
I
C
R
I
C
I
I
C
#3
I
C
I
R
R,A
R
I
C
NOTE: The letters in “RACI” stand for Responsible (they do it), Accountable (only one of these),
Consulted (gives advice and assistance), Informed (gets all reports of progress on project).
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AITP – NCC Web Project Team Scope Statement
WEBPROJ-002/6-13
Web Project Competition 2016
Project Management Team Charter (Continued)
Basic Schedule
Week 1: Establish Team; start to prepare the charter and scope statement. Determine
team member’s strengths. Pick team leader (this will be a rotating position during the
length of this project) – in charge of managing project. Also choose a Team
Documentation Coordinator (responsible for document submissions and document
control).
Team CAPSTONE Case Description:
Service Construction Inc. (SCI) hereby solicits Mainstream Systems Consultants, to
submit a sealed bid for services on the new IT infrastructure project. If accepted, this
proposal will serve as a binding agreement and provide cause for managing the project
that integrates a new Enterprise Information System (EIS). This project will be managed
in accordance to acceptable principles endorsed by PMI, a leading authority in the
project management process.
Week 2: Have team start to gather information needed for this project, write Charter and
Scope statement and work on initial Work Breakdown Structure (WBS) and the initial
Project schedule.
Week 3: Preliminary Project Plan is due to Stakeholder in our Weekly Review session,
start work on Proposal for project.
Week 4: Continue Proposal Development, meet as needed as a team to review where
we are and make necessary adjustments.
Week5: Continue Proposal Development with schedule to deliver to Stakeholder at the
Week 6 review session.
Week 6: Submit Proposal to Stakeholder at this week’s review session, start working on
Working Plan. Will receive the unexpected event and added work to the project at this
time.
Week 7: Total working plan needs to be completed, cleanup proposal, work on
PowerPoint presentation and practice the Final Presentation for delivery in final week.
(Meet as needed outside of class for this)
Week 8: Make Presentation to Stakeholder and others as invited.
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AITP – NCC Web Project Team Scope Statement
WEBPROJ-002/6-13
Web Project Competition 2016
Skills Inventory (include at least one pertinent strength and one weakness of each team
member):
Team Member
Strength
Weakness
Team Risks
Likelihood
Impact
(high/Med/Low)
(High/Med/Low)
Low
High
Low
High
Low
Medium
Medium
High
Medium
Medium
Medium
Medium
07
Team Communications –
meeting efficiency
High
High
08
Delayed Electronic
Communications
Low
Medium
ID
01
Risk Events
Member Drops Course
Member Disappears
02
03
04
05
06
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Member does not attend
teams meetings
Member does not
complete tasks on time
Member has an
emergency that delays a
task
Miscommunications of
duties
AITP – NCC Web Project Team Scope Statement
Prevention
Design a Backup
Plan
Collect more than
one type of contact
information
Establish rules
Makes sure
assignment due
dates are clear
Member is
responsible for
letting the team
know. Team leader
will refer to backup
plan.
Create a
responsibility matrix,
refer to team
meetings and notes
High organized
agenda, follow-up
with meeting notes
Indicate level of
importance, phonecall follow-up
WEBPROJ-002/6-13
Web Project Competition 2016
Critical Success Factors
ID
Critical Success Factors
01
Team and Shared
Leadership
02
Organizing Team Skills
03
Divide work load evenly
04
Discuss how Team makes
Decisions
05
Communications schedule
06
Clarify roles and
responsibilities
Understanding Instructors
deliverables and grading
matrix
07
08
Show empathy and
constructive engagement
09
Assignment are due to
Project Lead by Saturday
evenings
Reason for
Importance
Steps taken to Ensure Attainment
Commitment to
organizing the
project
Creates a higher
probability of a
successful
project. Motivates,
empowers, and
engages team
members
Provides work
continuity and
builds teamwork
trust
Team Leader will be selected by
Stakeholder ever two weeks so each
member can lead team
Take time during the beginning of the
forming stage (Charter) to discover
strengths, weaknesses, and time
factors.
Reduces conflict
risk,
misunderstanding,
and politics
Essential to
organizing
deliverables and
building team
consistency
Supports Team
expectation
Supports course
expectations



Analyze Charter
Plan Ahead for emergencies
Deadlines are set for
Monday’s of week for final
review
Conflict management
Team participation in Charter;
reoccurring meetings scheduled 1
time per week (more if needed).
Thursday as needed.
RACI – Responsibility Matrix
Read and clarify case; ask questions
during meetings; utilize team
leadership for direct communications
in grey areas
Depersonalize the
 See Golden rules of
issues
communications
 See potential barriers and
coping strategies
 See Conflict management
Ensures work is
The team’s personal commitment to
completed on time excellence
Golden Rule of Communication
1. Listen carefully and effectively
2. Clarify what you heard by summarizing back to the person with whom you spoke
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AITP – NCC Web Project Team Scope Statement
WEBPROJ-002/6-13
Web Project Competition 2016
3.
4.
5.
6.
7.
8.
Use positive words, not negative conflict terms
Use open ended questions
Exhibit a role model in how you communicate, show respect
Clarify – Clarify – Clarify
Watch your verbal and non-verbal communications
We all can be mentored and improve our skills
Understand Sources of Conflict






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Scarce Resources. Resources may include money, supplies, people, or
information. Often organizational units are in competition for scarce of declining
resources. This creates a situation where conflict is inevitable.
Personality Clashes. A personality conflict emerges when two or more team
members simply do not get along or do not view things similarly. Personality
tensions are caused by differences in personality, attitudes, values and beliefs.
Power and Status Differences. Power and status conflicts may occur when one
or more individuals have questionable influence over others. People might
engage in conflict to increase their power or status in the organization.
Jurisdictional Ambiguities. Conflicts may also surface when job boundaries
and task responsibilities are unclear. Individuals may disagree about who has the
responsibility for tasks and resources.
Communications Breakdown. Communication-based barriers may be derived
from differences in speaking styles, writing styles, and nonverbal
communications styles. These stylistic differences frequently distort the
communication process. Faulty communication leads to misperceptions and
misunderstandings that can lead to long-standing conflicts. Additional barriers to
communication may emerge from cross-gender and cross-cultural differences of
the participants.
Goal Differences. Conflict may occur because people are pursuing different
goals. Goal Conflicts in individual work units are a natural part of any
organization.
AITP – NCC Web Project Team Scope Statement
WEBPROJ-002/6-13
Web Project Competition 2016
Conflict Management Plan
Potential Barriers and Coping Strategies: (include barriers to
achievement of goals, e.g. time management, language skills, and
identify coping strategies):
Constraints:

Time factor in gathering and designing tasks and activities from Request for
Proposal Department to meet the deadline for financial statements. Organizing
team meetings and presentation schedules. Communication interaction between
team tasks during activity dependencies.
Potential Barriers:




Work Schedules
Weather
Risk with technological issues
Knowledge barriers
Coping Strategies:




Should an issue arrive, we will communicate as a group via phone (preferred)
and/or email to resolve the issue.
If you cannot get your assignment in on time, let everyone in the group know so
that the work can be shuffled to an available member to ensure the work is done
on time.
Be sure to let the Project Leader know so they may act accordingly.
Should an Issue remain unsolved; the issue needs to be escalated to the
stakeholder.
Ground Rules: (include meeting schedule, attendance expectations, agenda, and
communication methods):
Meetings:


To occur twice a week: Mondays in class (after lecture), and Thursdays (4:30
pm), and as needed for additional work.
Each member is expected to attend each meeting unless there are
circumstances that are communicated ahead of time (at least 24 hours if
possible).
Agenda:
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AITP – NCC Web Project Team Scope Statement
WEBPROJ-002/6-13
Web Project Competition 2016

Agendas will be created and distributed prior to each meeting and should be
posted to the team SCRUM page as needed. Any member may add to the
agenda prior to the meeting.
Communications:

Communications will mainly take place in the SCRUM page as additional
threads; however email is also an option if needed.
How will we manage conflict?
Individual



Individual conflicts will need to be resolved between the parties outside of
meetings
When individual conflicts cannot be resolved, it will up to the team leader to meet
and settle said conflict.
Last resort for settling said conflicts; Stakeholder intervention
Team Conflicts



Team conflicts will be decided by majority rule.
In the event that a team conflict is deadlocked, the team leader will decide.
In the event the conflict becomes destructive, the Stakeholder will be asked to
intervene.
Plan for minor disagreements, inability to agree on submission?

These will be determined by the Team Leader
Who will have final say for major disagreements?

The Team Leader will have the final say after first consulting with the team.
What will be the method of communicating with team members who do not
deliver?

The member(s) who violate their deliverable schedule without prior approval
o Will be consoled by phone
o The violation will be recorded in the SCRUM page of the thread
o The member(s) will receive a copy of the complaint via e-mail
Will you deduct points from the peer review for team members who miss
deadlines? If so how many?
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AITP – NCC Web Project Team Scope Statement
WEBPROJ-002/6-13
Web Project Competition 2016

Team members will decide on a case by case basis to determine how many
points should be deducted based on the person and situation.
Other – Optional
(Anything else the team deems important to include)
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AITP – NCC Web Project Team Scope Statement
WEBPROJ-002/6-13