DIRECT CERTIFICATION OF STUDENTS ELIGIBLE FOR FREE
OR REDUCED MEALS PROJECT
P R OJ EC T CHA R TER FOR C ER T IFIC A TION
EXECUTIVE SPONSOR – SECRETARY DESIGNATE HANNA SKANDERA
BUSINESS OWNER – MICHAEL ARCHIBEQUE, CIO
PROJECT MANAGER – LISA HAMILTON
ORIGINAL PLAN DATE: 2012
REVISION DATE: 2012
REVISION: INITIAL RELEASE
Table of Contents
1. PROJECT BACKGROUND ................................................................................. ERROR! BOOKMARK NOT DEFINED.
1.1 EXECUTIVE SUMMARY -RATIONALE FOR THE PROJECT ........................................................ ERROR! BOOKMARK NOT DEFINED.
1.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT .............. ERROR! BOOKMARK NOT DEFINED.
1.3 PROJECT CERTIFICATION REQUIREMENTS ......................................................................................................................3
2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS...................................................................................................... 5
2.1 AGENCY JUSTIFICATION .............................................................................................................................................5
2.2 BUSINESS OBJECTIVES ...............................................................................................................................................5
2.3 TECHNICAL OBJECTIVES .............................................................................................................................................6
2.4 IMPACT ON ORGANIZATION........................................................................................................................................7
2.5 TRANSITION TO OPERATIONS ......................................................................................................................................7
3.0 PROJECT/PRODUCT SCOPE OF WORK .............................................................................................................. 8
3.1 DELIVERABLES .........................................................................................................................................................8
3.1.1 Project Deliverables .....................................................................................................................................8
3.1.2 Product Deliverables .................................................................................................................................10
3.2 SUCCESS AND QUALITY METRICS ..........................................................................................................................11
4.0 SCHEDULE ESTIMATE ..................................................................................................................................... 11
5.0 BUDGET ESTIMATE ......................................................................................................................................... 11
5.1 FUNDING SOURCE(S) ..............................................................................................................................................11
5.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE - ..............................................................................................12
5.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE ..................................................................................................12
6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE ............................................................................ 12
6.1 STAKEHOLDERS .................................................................................................................................................12
6.2 PROJECT GOVERNANCE PLAN .............................................................................................................................1
6.3 PROJECT MANAGER.............................................................................................................................................2
6.3.1 PROJECT MANAGER CONTACT INFORMATION ............................................ Error! Bookmark not defined.
6.3.2 PROJECT MANAGER BACKGROUND ...........................................................................................................2
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES ....................................................................................................2
6.5 PROJECT MANAGEMENT METHODOLOGY .....................................................................................................................2
7.0 CONSTRAINTS .................................................................................................................................................. 3
8.0 DEPENDENCIES................................................................................................................................................. 3
9.0 ASSUMPTIONS ............................................................................................. ERROR! BOOKMARK NOT DEFINED.
10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY ....................................... ERROR! BOOKMARK NOT DEFINED.
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING ............................... ERROR! BOOKMARK NOT DEFINED.
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V ................................................................................. 5
13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES..................................................................................... 6
14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE ........................................................................... 6
i
Revision History
REVISION NUMBER
DATE
COMMENT
1.0
August 14, 2007
Original DoIT PMO Document
2.0
August 8, 2012
Initial Draft
ii
1. PROJECT BACKGROUND
1.1 EXECUTIVE SUMMARY - RATIONALE FOR THE PROJECT
The Student Nutrition Bureau (SNB) of the New Mexico Public Education Department (NMPED)
seeks to: 1) develop an centralized electronic environment that will support the certification of
students that are directly eligible for free or reduced meals based on status that is determined by data
collected from the New Mexico Human Resources Department and the Children Youth and Families
Division (CYFD); 2) share this data daily with the state and Local Education Agencies (LEA), private
schools and Bureau of Indian Education (BIE) schools so that we can; 3) ensure that more of New
Mexico’s neediest students are served meals at no cost; 4) integrate the Direct Certification Process
with existing systems to achieve a single Student Nutrition Portal.
1.2 SUMMARY OF THE FOUNDATION PLANNING AND DOCUMENTATION FOR THE PROJECT
Currently there are several layers of activities performed to support the Direct Certification (DC)
System that occur at both the state and Local Education Agency (LEA), private and Bureau of
Indian Education (BIE) school level that are decentralized, largely manual and therefore error
prone. New Mexico Human Services Department (NMHSD) compiles individualized lists of
children newly enrolled in Temporary Assistance for Needy Families (TANF) and Supplemental
Nutrition Assistance Program (SNAP) for each school entity. Similarly, the Children, Youth and
Families Division (CYFD), provides a list of foster students.
These lists are sent to a New Mexico Public Education Department (NMPED) server, and schools
download the lists to conduct their own matching process and to enter into their School Meal Point
of Sale Systems (POS). The result of has been the misidentification of a student as eligible or
ineligible at the POS. This places a burden on children and families to provide supporting
documentation.
The Student Nutrition Bureau seeks to develop a system that will centralize this data, provide central
probability matching and provide timely, accurate data to the state, Local Education Agencies
(LEA), and private or Bureau of Indian Education (BIE) schools.
Furthermore, we recognize the need for interoperability with the NMPED data warehouse Student
Teacher Accountability and Reporting System (STARS) and existing Student Nutrition modules;
Student Nutrition Claims Web Application (SNC) - The SNC application is a self- contained
system, which provides LEA and private or BIE schools the basic functionality to track and
manage annual United States Department of Agriculture (USDA) agreements and monthly food
service claims. This includes required reporting and other document management tools.
Decision Support Toolkit (DST) - The DST is a web based application that provides
interface and reporting tools to accomplish the following:
• Access to direct, meaningful business information about a school’s nutrition
program to aid in making data based decisions.
• Measure and manage a school’s nutrition program against industry
benchmarks.
• Address under-performing areas of a school’s program and build upon the
progress made in those that are performing well.
This will result in a robust Student Nutrition Portal, as well as a rich data set that can support
NMPED and other state stakeholders.
3
1.3 PROJECT CERTIFICATION REQUIREMENTS
Does the project fit into the criteria for certification? Which and how?
CRITERIA
YES/NO
EXPLANATION
Project is mission critical to the agency
Yes
The NMPED seeks to
improve the academic
success rate of all
students in New Mexico.
Without proper nutrition
students fail to thrive
and reach their fullest
potential. The Direct
Certification Program
targets New Mexico’s
most at-risk population.
Project cost is equal to or in excess of
$100,000.00
Yes
$864,000 awarded by
the USDA.
Project impacts customer on-line access
Yes
The Direct Certification
Program will interface
with multiple data sets
and web based systems
to provide districts and
schools (Private and
BIE) portal-like access
to information related to
the eligibility of students
for Free or Reduced
Meals as well s other
aspects key to the
implementation of a
USDA compliant local
student nutrition
program.
Project is one deemed appropriate by the
Secretary of the DoIT
Yes
The Direct Certification
Project is critical to the
improvement of New
Mexico’s Student
Nutrition Program as
deemed by the award of
the Direct Certification
Project Grant by the
USDA. The Direct
Certification Project is
scheduled for initiation
at DoIT.
4
Will an IT Architecture Review be required?
Yes
Will comply with NM
DoIT standards.
2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS
2.1 AGENCY JUSTIFICATION
IDENTIFY AGENCY MISSION, PERFORMANCE MEASURE OR STRATEGIC GOALS TO BE
ADDRESSED THROUGH THIS PROJECT
NUMBER
NMPED
DESCRIPTION
The following are excerpts from our agency’s strategic plan:
Vision
Bold, visionary reform that puts students first in every decision will
increase student achievement and prepare our kids for success in
colleges and careers. We call on every educator, student, parent,
community member and public servant to share in the responsibility for
the success of our children and, ultimately, the future of the great state
of New Mexico. When we put our kids first, New Mexico will win.
Mission
A focus on students means an emphasis on five strategic imperatives:
• Expect a smarter return on New Mexico’s investment
• Require real accountability for real results
• Ensure our students are ready for success
• Reward effective educators and leaders
• Provide effective options for parents
The direct certification process supports our vision and specifically, the
mission to “ensure our students are ready for success”.
2.2 BUSINESS OBJECTIVES
USE THE FOLLOWING TABLE TO LIST MEASURABLE BUSINESS OBJECTIVES
NUMBER
DESCRIPTION
BUSINESS
OBJECTIVE 1
Increase the match accuracy for the Direct Certification of free and reduced
meal eligible students.
RATIONALE
Since 2009 until 2011 the average accuracy rate has been 63%. The USDA
requires at a minimum, an 80% rate to ensure our state’s eligibility for
basic and supplemental USDA funding.
ACCEPTANCE
CRITERIA
The USDA required Benchmarks for this project are:



80% for 2011-2012
90% for 2012-2013
95% for 2013-2014
5
NUMBER
DESCRIPTION
BUSINESS
OBJECTIVE 2
Increase participation of LEAs, private and BIE schools in the use of Direct
Certification Data.
RATIONALE
The current decentralized system does not readily enable a
measurement of at the local level.
ACCEPTANCE
CRITERIA
The user logs of the Direct Certification System will record
BUSINESS
OBJECTIVE 3
Present Student Nutrition Information in a comprehensive and centralized
way to stakeholders.
RATIONALE
The data for the direct certification students as well as other data sets exists
in a variety of formats depending on the decisions of the local program.
ACCEPTANCE
CRITERIA
The Direct Certification System is a central database that will receive and
exchange data from HSD, CYFD, NMPED STARS database and local
student nutrition programs. We can query data and generate verification,
exception and other types of reports to validate the data.
BUSINESS
OBJECTIVE 4
Provide a portal that will assist in student nutrition program planning,
implementation, and evaluation at the state and local level.
RATIONALE
The Student Nutrition Program offers two separate modules. The Direct
Certification would be the third. We seek to maximize all modules by
having a single portal.
ACCEPTANCE
CRITERIA
All modules will meet interoperability requirements.
participation.
2.3 TECHNICAL OBJECTIVES
NUMBER
DESCRIPTION
TECHNICAL
OBJECTIVE 1
To provide an interface to a two-tier matching system. This interface will
afford the user a means to retrieve both automated (first tier) and
probabilistic matching students.
BUSINESS
OBJECTIVE 1
Increase the match accuracy for the Direct Certification of free and reduced
meal eligible students.
TECHNICAL
OBJECTIVE 2
The matching application will be made available to all LEAs, as well as
training and focus groups, which will contribute to the success and
acceptance of the application.
BUSINESS
OBJECTIVE 2
Increase participation of LEAs, private and BIE schools in the use of Direct
Certification Data.
TECHNICAL
OBJECTIVE 3
Identify all stakeholders and organize change management, steering, and
user-training committees as required.
BUSINESS
Present Student Nutrition Information in a comprehensive and centralized
6
NUMBER
DESCRIPTION
OBJECTIVE 3
way to stakeholders.
TECHNICAL
OBJECTIVE 4
To integrate the three main Student Nutrition Bureau applications –
Decision Support Toolkit, Student Nutrition Claims, and the new Direct
Certification software – via the STARS data warehouse. The District and
Location Codes created in STARS will be mapped to the location
information of the three applications. The goal is to create a seamless
experience for the end users and provide a standard means of integration.
BUSINESS
OBJECTIVE 4
Provide a portal that will assist in student nutrition program planning,
implementation, and evaluation at the state and local level.
2.4 IMPACT ON ORGANIZATION
The impacts on the organization are areas that need to be addressed by the project through its
planning process. They may not be internal project risks, but they can impact the success of the
project’s implementation.
AREA
DESCRIPTION
END USER
A centralized Student Nutrition Portal with accurate and easily
accessible Direct Certification Data will enable End Users to support
program implementation and fidelity.
BUSINESS
PROCESSES
This Project will improve NMPED’s, LEA’s and schools’ (BIE and
private non-profit) business processes and data quality.
IT OPERATIONS AND
STAFFING
Additional staff, hardware, training, and support will allow NMPED
to continue to improve the quality of local student nutrition
programs.
OTHER
2.5 TRANSITION TO OPERATIONS
The transition to operations areas include items that are asked in the certification form to assure that
the project has accounted or will account for these matters in its planning and requirements
specifications.
AREA
DESCRIPTION
PRELIMINARY
OPERATIONS
LOCATION AND
STAFFING PLANS
The operation will be hosted by the NMPED (Federal Server Farm)
at DoIT. Staff includes existing IT and SNB staff, as well as two IT
contract employees.
DATA SECURITY,
BUSINESS
CONTINUITY
The data that is received or sent goes through a secure web server
and is authenticated by active directory. Firewall is provided through
our web proxy server. All backup and disaster recovery is conducted
through Tivoli Recovery software and is stored on tape offsite.
7
AREA
DESCRIPTION
MAINTENANCE
STRATEGY
The project will be supported by existing IT and SNB staff as well as
two new IT contract employees. Periodic revisions and maintenance
of the system will be performed by IT as well as help desk support
and documentation.
INTEROPERABILITY
The proposed Direct Certification Project will need to interface with
two external data sources (Batches from HSD and CYFD) STARS,
Claims System, and the Decision Support Toolkit (DST).
RECORD RETENTION
We conduct a nightly backup and every 14 days perform an archive
to an external drive.
CONSOLIDATION
STRATEGY
In support of the state’s direction to consolidate internally, PED
employees will be responsible for the ongoing enhancement and
maintenance of the Direct Certification Project.
3.0 PROJECT/PRODUCT SCOPE OF WORK
3.1 DELIVERABLES
3.1.1 PROJECT DELIVERABLES
This initial list of project deliverables are those called for by the IT Certification Process and Project
Oversight memorandum, but does not exhaust the project deliverable documents
Project Charter
The Project Charter for Certification sets the overall scope
for the project, the governance structure, and when signed is
considered permission to proceed with the project. The
Project Charter for Certification is used to provide the
Project Certification Committee with adequate knowledge
of the project and its planning to certify the initiation phase
of the project
Certification Form
The Request for Certification and Release of Funds form is
submitted when a project goes for any of the certification
phases. It deals with the financial aspects of the project, as
well as other topics that indicate the level of planning that
has gone into the project. Many of the questions have been
incorporated into the preparation of the project charter
8
Project Management Plan
IV&V Contract & Reports
IT Service Contracts
Risk Assessment and
management
“Project management plan” is a formal document approved by
the executive sponsor and the Department and developed in the
plan phase used to manage project execution, control, and project
close. The primary uses of the project plan are to document
planning assumptions and decisions, facilitate communication
among stakeholders, and documents approved scope, cost and
schedule baselines. A project plan includes at least other plans
for issue escalation, change control, communications, deliverable
review and acceptance, staff acquisition, and risk management.
“Independent verification and validation (IV&V)” means the
process of evaluating a project to determine compliance with
specified requirements and the process of determining whether
the products of a given development phase fulfill the
requirements established during the previous stage, both of which
are performed by an organization independent of the lead agency.
Independent verification and validation assessment reporting.
The Department requires all projects subject to oversight to
engage an independent verification and validation contractor
unless waived by the Department.
The Department of Information Technology and the State
Purchasing Division of General Services have established a
template for all IT related contracts.
The DoIT
Initial PROJECT RISK ASSESSMENT
template which is meant to fulfill the following
requirement:
“Prepare a written risk assessment report at the inception of
a project and at end of each product development lifecycle
phase or more frequently for large high-risk projects. Each
risk assessment shall be included as a project activity in
project schedule.” Project Oversight Process memorandum
Project Schedule
A tool used to indicate the planned dates, dependencies, and
assigned resources for performing activities and for meeting
milestones. The de facto standard is Microsoft Project
Monthly Project Status
Reports to DoIT
Project status reports. For all projects that require Department
oversight, the lead agency project manager shall submit an
agency approved project status report on a monthly basis to the
Department.
Project Closeout Report
This is the Template used to request that the project be
officially closed. Note that project closure is the last phase
of the certification process
9
3.1.2 PRODUCT DELIVERABLES
Requirements Documents
Software requirements will be identified based on input
from the identified stakeholders and technical reviews. The
low-level requirements document will be provided to all
interested parties.
Design Documents
As the design will conducted utilizing an AGILE
methodology, design documentation will be provided in
iterations.
Systems Specifications and
Architecture
These documents will be developed in iterations, as the
design may change the system requirements and/or
architecture of the system.
SNB FTE position.
Description developed and the position will be posted for
hire. Interviews will be conducted, selection and hire.
Contracts for IT Project
Manager and IT
Programming/Database
Support
Define scope of work. Contractor chosen via NMDOIT
agreements. Contracts written and secured.
MOU NMHSD and NMPED
Areas to update in current MOU identified. All data points
to be shared included in MOU. Scope of timeline and
responsibilities of both parties agreed upon Signed MOU in
place.
State Code Modification
Identify areas in existing assessment state matching code
that will be viable for the DC matching. Develop new code
and customized module for testing.
DC Manual
Manual will be drafted and utilized for training of internal
staff, as well as LEA users of all participating sites. Manual
will be revised as needed.
Mapping of Systems
Identify new reports to be generated for DC. New reports
are generated and utilized by LEAs, private and BIE.
DC Matching System
Personnel secured. State Code modification occurred and
mapping finalized. Agreements in place. System quality
tested internally and off-site.
Training and Technical
Assistance
Internal staff trained in the new system. LEA sites trained
in the new system. Ongoing technical assistance. Error
pone LEAs, private and BIE schools identified and
provided additional assistance.
10
3.2 SUCCESS AND QUALITY METRICS
NUMBER
DESCRIPTION
QUALITY METRIC 1
PERFORMANCE TO SCHEDULE
QUALITY METRIC 2
PERFORMANCE TO BUDGET
QUALITY METRIC 3
QUALITY OF DELIVERABLES
4.0 SCHEDULE ESTIMATE
Task
Aug
Sept
Oct
Nov
Dec
Jan
Feb
Mar
Apr
Project Cert
Define Requirements
Contract Approval (if needed)
Hire Staff
Build (modify after test)
Test
Train
Rollout
5.0 BUDGET ESTIMATE
5.1 FUNDING SOURCE(S)
SOURCE
AMOUNT
US DEPARTMENT
OF AGRICULTURE
DIRECT
CERTIFICATION
GRANT
$864,000
US DEPARTMENT
OF AGRICULTURE
FLOWTHROUGH
FUNDS TO THE
STUDENT
NUTRITION
BUREAU
TBD
ASSOCIATED
RESTRICTIONS
11
May
Jun
Jul
5.2. BUDGET BY MAJOR DELIVERABLE OR TYPE OF EXPENSE ITEM
COST ESTIMATE
Total Cost of Project $790,306
Personnel
Equipment Total
$74,000
Training Total
TBD
Travel (instate
only)
TBD
5.3 BUDGET BY PROJECT PHASE OR CERTIFICATION PHASE
NA
PROPOSED CERTIFICATION SCHEDULE FOR CURRENT FISCAL YEAR (AGENCY TO COMPLETE FOR ALL PHASES)
Phases
Amount
Requested
Major Deliverable(s)
Due
Dates
Initiation:
30,000
IV & V
10/20/12
Planning:
TBD
Project Management Plan
10/20/12
Implementation:
TBD
Project Phase(s):
Closeout:
Project Phase(s):
TBD
TBD
TBD
6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE
6.1 STAKEHOLDERS
Name
Stake in Project
Organization
Hanna
Skandera
Sponsor
NMPED
Secretary-Designate
Michael
Archibeque
Project Director
NMPED IT
Chief Information Officer
NMPED
Regina Madrid
Program Manager
NMPED
Title
Student Nutrition Program
Manager
12
Lisa Hamilton
Project Manager
NMPED IT Data Quality and Analysis
Manager
TBD
DC Coordinator
NMPED
SNB
Kevin Adkins
DBA 2 for current Student
NMPED
Nutrition web-based modules. SNB
DBA 2
TBD
DBA
Contractor
(TBD)
Programming/Database
Support (Contractual
Services)
Jenny Ramos
Content Area Expert
Appleseed
Rachel
Moskowitz
Content Area Expert
NMHSD
TBD
Content Area Expert
NMCYFD
TBD (Retta Prophet
retired)
Chip Goodman
Vendor Support
InTeam
Manager
TBD
Conducts pilot testing and
provide input into errors
LEAs,
Private
And BIE
Schools
Pilot site SN
Directors
DC Coordinator
13
PROJECT CHARTER [PROJECT NAME]
1
6.2 PROJECT GOVERNANCE PLAN
Project Sponsor
NMPED Secretary
Designate Hanna
Skandera
Project Director
Michael
Archibeque, CIO
Steering
Committee
Content Area
Experts/Advisors
Regina Madrid
PAGE 1
Procect Manager
Interim Lisa
Hamilton
Contractors
IV & V TBD
Quality Assurance
Project Team End
Users
PROJECT CHARTER [PROJECT NAME]
2
6.3 PROJECT MANAGER
NAME
ORGANIZATION
PHONE
EMAIL
LISA HAMILTON
NMPED IT DIVISION
827-7937
670-6745
LISA.HAMILTON@STATE.NM.US
6.3.2 PROJECT MANAGER BACKGROUND
Lisa Hamilton is the current Data Quality and Analysis Manager for the NMPED – IT Division.
She has 23 years experience in education and educational technology. She has managed projects
for NMPED since 2007. She will be the Project Manager for initiation, planning, certification,
implementation and roll-out phases for this project. She will work closely with the Program
Manager Melinda Webster, who has managed and completed the RFP for this project.
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES
ROLE
Project Sponsor
RESPONSIBILITY
Provide strategic direction and policy approvals where required. The
Project Sponsor will champion the project within the organization
and ensure the overall success of the project.
Project Director
Provide high level project oversight, vision, and direction.
Determine and commit appropriate resources. Resolve issues and
problems. Provides strategic direction to Program Manager.
Provides oversight for the Project Manager, the IT contract, and
other IT support provided to the Direct Certification Project.
Program Manager
Provides oversight for the Direct Certification; ensures all program
timelines are adhered to. Works with the IT program manager and
the DC Coordinator concerning the SOW and project deliverables.
Provides oversight of all reporting; provides project management
certification, planning, scheduling, assessment, and reporting
documentation in collaboration with the NMPED Chief Information
Officer (CIO), the Program Manager, the DC Coordinator and the IT
support team.
IT Project Manager
6.5 PROJECT MANAGEMENT METHODOLOGY
The Department of Information Technology certification process is built around a series of
certification gates: Initiation, Planning, Implementation and Closeout. Each of these
phases/gates has a set of expected documents associated with it. The gates and the associated
documents make up the certification methodology.
PAGE 2
PROJECT CHARTER [PROJECT NAME]
3
For some projects such a framework might be sufficient, where for some projects the solution
development life cycle (SDLC) with plan, define, design, build, close might be more
appropriate.
Put most simply how is the project to be structured into a methodology or framework and where
do the project and product deliverables fit into this roadmap?
7.0 CONSTRAINTS
NUMBER
DESCRIPTION
K-3
Formative
Assessment C01
Timeframe to accomplish the requisite steps needed to actualize this project
is narrow.
K-3
Formative
Assessment –
C02
Decisions not made in timely manner.
K-3
Formative
Assessment –
C03
District and school participation and fidelity of use.
8.0 DEPENDENCIES
Types include the following and should be associated with each dependency listed.



Mandatory dependencies are dependencies that are inherent to the work being done.
D- Discretionary dependencies are dependencies defined by the project management team. This may also
encompass particular approaches because a specific sequence of activities is preferred, but not mandatory
in the project life cycle.
E-External dependencies are dependencies that involve a relationship between project activities and nonproject activities such as purchasing/procurement
NUMBER DESCRIPTION
TYPE M,D,E
1
MOU FOR DATA EXCHANGE BETWEEN HSD AND PED
M
2
MOU FOR DATA EXCHANGE BETWEEN CYFD AND
PED
M
PAGE 3
PROJECT CHARTER [PROJECT NAME]
4
NUMBER DESCRIPTION
TYPE M,D,E
D3
HIRE STAFF
M
D4
PCC REVIEWS.
M
D5
FUNDING REQUESTS.
M
D6
IV&V REVIEWS.
M
D7
DC Implementation team established and functioning. Project
timelines are being met and roles/responsibilities are well
defined.
M
D8
Customized module will be developed and in place for testing.
M
D9
Documentation of issues, actions taken to correct any issues
and enhancements made.
M
D10
List of identified LEAs, private and BIE Schools to participate
in field testing.
E
9.0 ASSUMPTIONS
NUMBER
DESCRIPTION
A1
Stakeholder participation and buy-in.
A2
Project leadership will have adequate time for project planning activities.
A3
Stakeholders will make decisions in a timely manner to support the project
schedule.
A4
Individuals with different requirements and perspectives will work
together to ensure project targets and outcomes are achieved.
A5
Project Team members will be assigned and allowed to spend the proper
amount of their time to complete their assigned tasks within a reasonable
timeframe.
A6
The communication plan and timeline will be followed.
PAGE 4
PROJECT CHARTER [PROJECT NAME]
5
10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY
Risk 1
Description – MOUs
required do not receive
approval within timeframe
required.
Probability: low
Impact: High
Mitigation Strategy: Minimize impact by utilizing existing data for the
project build
Contingency Plan: Look to amend existing data sharing MOUs
Risk 2
Description – Staff not
hired when needed
Probability: low
Impact: HIGH
Mitigation Strategy: Continue to rely on existing resources.
Contingency Plan: Contract Services
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING
The need for close coordination and communication with the project team, executive sponsors, vendor
team and stakeholders is a vital part of this project. Communication plays an essential role in
organizational change success and in ensuring the effective management of project resources. Without
documentation, communication cannot support project or change management. Therefore our plan will
be formal, documented timely, clear and ongoing.
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V
Project/Product Area
Include –Yes/No
Project Management
Yes
Quality Management
Yes
Training
Yes
Requirements Management
Yes
Operating Environment
Yes
Development Environment
Yes
Software Development
Yes
System and Acceptance Testing
Yes
Data Management
Yes
Operations Oversight
Yes
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PROJECT CHARTER [PROJECT NAME]
Business Process Impact
6
Yes
13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES
SIGNATURE
DATE
EXECUTIVE SPONSOR
BUSINESS OWNER
PROJECT MANAGER
14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE
SIGNATURE
DOIT / PCC APPROVAL
PAGE 6
DATE