WSI OTEN Project Charter: 4Phones Open Source Conversion Project

This document presents a project charter for 4Phones, a telecommunications company aiming to improve its IT infrastructure by migrating to Open Source Software. Initiated by Managing Director Gary Hepworth to reduce IT costs, the project focuses on implementing Open Office Suite to replace expensive Microsoft Office licenses. The vision includes achieving a top 5 market position by increasing sales and franchises. Key objectives involve cost savings, high-quality results, and enhanced business relationships. The project scope covers the implementation and development of an Open Source software plan, including e-commerce services and improved communication with stakeholders, but excludes staff categorization and employee training. Deliverables include an IT System Implementation Plan, a Cost Implementation Plan, and a Sales Plan. The document details customer groups, stakeholders, project team roles, and responsibilities, providing a structured approach to the project's execution.

Project Charter
For 4 Phones Open Source Conversion Project

1 Document Control
1.1 Document Information
©
Information
Document Owner Name to be filled by the Student
Issue Date [Date]
Last Saved Date [Date]
File Name [Open Office Project
1.2 Document History
Version Issue Date Changes
[1.0] [Date] [Section, Page(s) and Text Revised]
1.3 Document Approvals
1.3.1 All Changes to the Scope of this project must be included in a
new version of this document and approved by the following
peope.
Role Name Signature© Date
Project Sponsor
Priscilla Thatcher 24.01.2019
Project Review Group Gary Hepworth
David Blair
Project Manager
Constantin Draghici 24.01.2019
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Table of Contents
1 Document Control______________________________________________________________i
1.1 Document Information_____________________________________________________________i
1.2 Document History_________________________________________________________________i
1.3 Document Approvals______________________________________________________________i
2 Executive Summary____________________________________________________________2
3 Project Definition______________________________________________________________2
3.1 Vision__________________________________________________________________________2
3.2 Objectives_______________________________________________________________________2
3.3 Scope__________________________________________________________________________2
3.4 Deliverables_____________________________________________________________________2
4 Project Organisation___________________________________________________________2
4.1 Customers______________________________________________________________________2
4.2 Stakeholders____________________________________________________________________2
4.3 Project Team Role Responsibilities___________________________________________________2
4.4 Structure________________________________________________________________________2
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2 Executive Summary
4Phones is a Telecommunication company established by Gary Hepworth in 1981.
Having started as a very small company it is now ranked by FTC as number 9 in the
market for mobile phones and accessories.
It has expanded form only one store to over 10 stores in Sydney and 20 franchises
country-wide.
With a 50% growth over the last few years and with sales expanded from 25$ million
dollars to 175$ million dollars in the last 5 years the company is planning to reach
number 5 in the FTC ranking in the next two years.
To achieve that the company is planning to increase sales by increasing the number
of franchises from 20 to 30 and also through acquiring smaller companies in
complementary industries.
Following reaching number 5 the company will be listed on the stock exchange
offering their staff, stock options.
To achieve this, the key business functions need to improve, as follows:
- the provision of an effective and competitive IT network to support our operations
- sale and support of telephone systems, mobile phones and supporting equipment
through the company owned stores, franchises and mail order service
In order to improve the existing key business functions, the company has to:
- provide the best IT infrastructure and software tools available
- develop competitive marketing systems that assist in becoming a market leader
- develop an efficient warehouse and distribution system
This project is based on requirements from the Managing Director Gary Hepworth, to
address his concern regarding the IT high costs and coming up with a solution to
reduce these costs. There is a certain risk that the costs incurred without the use of
Open Source Software might increase for the company. These risks would also
increase the annual generated revenue of the organisation. The migration to Open
Source Software might incur great costs. However, these costs should be decreased
in order to relocate and shift towards the new software platform.
After a careful analysis of this situation, the Services Director Priscilla Thatcher
found a solution in a software called Open Office Suite, which is suitable to replace
all of the Microsoft Office products and eliminate expensive license fees in the
process.
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3 Project Definition
3.1 Vision
The vision of 4Phones is to achieve Number 5 position in the world market with the
help of increased sales. This vision also includes the plan to increase their
franchises to 30 and also acquire small companies within various complementary
industries. The primary focus of 4Phones is to shift towards adopting the Open
Source Software platform. The organisation would consider their system
specifications and then propose a plan for shifting. The benefits of the new software
would reduce costs incurred within the organisation. This would also nurture
business relationship with different business partners and surge customer growth.
3.2 Objectives
The primary objectives of 4Phones based on SMART techniques are:
 To implement a new working system that would save costs incurred towards
the organisation
 To deliver high quality of results that would benefit the organisation in terms of
enhancing business relationships with clients
 To achieve the set goals by the organisation based on the use of new
software system
 To enhance the working procedures and set realistic outcomes within the
business perspective
 To implement the system within a limited time period such as to achieve the
business results and incur greater profits towards the organisation
3.3 Scope
The project based on the implementation of Open Source Software within the
business processes of 4Phones includes the different objectives that would be
needed to be met. This includes the implementation and development of Open
Source software plan. The project would also discuss the different e-commerce
services and several other methods used for improving communication with
franchises, customers, suppliers, agents and carriers. The project also includes
discussion of making new plans for developing technologies within the
telecommunication department. However, the project does not include the
categorisation of staff who would make use of the Open Source software system.
The staff included within the project are Managing Director, Head Office Managers,
Store Managers, Head Office Accounting staffs, Franchise Managers and sales staff.
The project based on the preparation of plan for the implementation of Open Source
Software would include the mission statement of the organisation. It should also
include the costs needed for the implementation of the system. This plan should also
categorize the staff and their expertise of work. This project would also include the
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preferred supplier of the software. However, the project plan does not include the
implementation of Training of the employees based on handling of the software
system.
3.4 Deliverables
Deliverabl
e
Components Description
1 IT System Implementation Plan This provides a brief description of Open Source
Software to be produced before the Project
Manager. This plan would also include the entire
description of the software, their benefits and the
ways it could benefit the organisation in the future
stages.
2 Cost Implementation Plan This plan would include the exact costs of
implementation of software. It would also include
other costs based on implementing new
technologies based within the telecommunication
sector.
3 Sales Plan This plan would provide a description about the
various strategies based on developing
competitive marketing systems for assisting the
business in the competitive market. This would
also include a plan for the development of an
efficient system for warehouse and distribution.
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4 Project Organisation
4.1 Customers
Customer Group Customer Representative
AussieBig Bank 4Phones
Packfax News 4Phones
AGH Ltd 4Phones
BMP Insurances 4Phones
WIntel 4Phones
Koka-Kola 4Phones
Wired Cables 4Phones
Telstraus 4Phones
4.2 Stakeholders
Stakeholder / Group Stakeholder Interest
Gary Hepworth, Managing Director The Managing Director would discuss factors based on
reduction in the costs based on the utilization of IT
software within the organisation. They are also
concerned about the growth of the organisation. This
stakeholder would also put focus on strengthening
customer and business relationship, while enhancing
their services.
Priscilla Thatcher, Services Director This stakeholder would define the entire project buy
doing market research in the telecommunication
business sector. They would make initial queries about
the ways in which the new software would eliminate
different expensive fees based on licensing within the
process.
Mike Donaldson, Franchise Manager The interest of the stakeholder is to plan the entire
process of migration of the current software systems to
Open Office Software systems. They would also put
focus on the discussion about the impacts of the
migration process and issues faced (if any).
Tony Meyer, Business Analyst They would provide a brief description about the scope
of the migration process. They would also discuss about
any kind of issues faced and action to be taken
accordingly.
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4.3 Project Team Role Responsibilities
Role Responsibilities
Gary Hepworth,
Managing Director
 Put impact on the knowledge and detailing the use of Open
Source Software within the organisation
 Focus on building plans for strengthening the telecommunication
business
 Focus on providing business and customers with the best kind of
software for their benefits
Project Sponsor
 Preparing a budget plan to be implemented within the system
 Preparing the financial documents
 Ensuring the changes within the project plan and budget are
managed
 Ensuring the project would remain a viable proposition for the
business
 Approving the key deliverables of the project
Project Manager
 Design the entire project plan
 Ensure the communication of the project plan to each of the
concerned team members
 Develop a strong and efficient team who would be responsible for
implementing the entire software system
 Ensure that the project plan meets the estimated budget and
deadlines.
 Ensure the successful accomplishment of project as per pre-
defined plan.
Technical Team
 Ensuring the technical guidelines to meet as per plan
 Ensure that the Open Source Software is properly implemented
 Ensure the proper working of the software as per technical needs
of the organisation
 Imparting training to other staff based on using the software
system
Project Reviewal
Group
 Ensuring that the project plan is impactful for the organisation
 Ensuring that the software to be used is well-equipped to support
the business needs
 Ensuring that the planned budget and project schedule is under
proper measures
 Understanding the market and customer needs
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4.4 Structure
(Insert Project Team Organisation Chart)
(Fig 1: Organisational Chart of the Project Team)
(Source: Created by author)
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5 References
Chi, N.W. and Huang, J.C., 2014. Mechanisms linking transformational leadership
and team performance: The mediating roles of team goal orientation and group
affective tone. Group & Organization Management, 39(3), pp.300-325.
Conforto, E.C., Salum, F., Amaral, D.C., da Silva, S.L. and de Almeida, L.F.M., 2014.
Can agile project management be adopted by industries other than software
development?. Project Management Journal, 45(3), pp.21-34.
Dittrich, Y., 2014. Software engineering beyond the project–Sustaining software
ecosystems. Information and Software Technology, 56(11), pp.1436-1456.
Merkhofer, L., 2014. Keys to Implementing Project Portfolio Management. Lee
Merkhofer Consulting.
Too, E.G. and Weaver, P., 2014. The management of project management: A
conceptual framework for project governance. International Journal of Project
Management, 32(8), pp.1382-1394.
Yilmaz, M., O'Connor, R.V. and Clarke, P., 2015. Software development roles: a
multi-project empirical investigation. ACM SIGSOFT Software Engineering
Notes, 40(1), pp.1-5.
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