Victoria University EPM5700: IT Centre Project Charter Report

This report presents a comprehensive project charter for the development of a new high-tech IT center in Victoria, Australia. Prepared by a group of students from Victoria University for the EPM5700 Project Management and Information Technology course, the charter outlines the project's purpose, vision, objectives, deliverables, and phasing. It details the project scope, including the construction of the IT center and the setup of IT support systems, with a total budget of $165 million. The report includes a detailed work breakdown structure, project plan with key milestones, risk register, and mitigation strategies. It also covers project constraints, assumptions, stakeholder roles and responsibilities, and document control, providing a complete overview of the project's planning and execution. The project aims to establish a state-of-the-art IT infrastructure to support organizational activities for the next five years, ensuring efficiency and operational effectiveness.

Group Assignment – Part A
Part A – Project Charter
Project Management and Information Technology
(EPM5700)
Prepared by Julian Skruzny s4530645
Sherub Zam s4579572
Navneet Kaur s4624544
Komal Kaushal s4622936
Supervisor Vinayaga Sarma
Victoria University, Semester 2-2019

Executive Summary
This paper reflects the use and application of project management practices that are essential
to establish a new high tech IT center in Victoria, Australia. In order to prepare the project the
project supervisor and team associates are needed to consider some factors such as time,
scope and budget. Three of these aspects and their distribution are elaborated in the project
charter. The project is subdivided into three segments stage 1, stage 2 and stage 3. The stage 1
develops and elaborated a detail recommended project charter and stage 2 develop the detail
project components these are elaborated in the below paper.
1

Table of Contents
Executive Summary 1
Table of Contents 2
Project Purpose 3
Project Vision 3
Project Objectives 3
Project Deliverables 3
Project Phasing 3
Project Stakeholders and Organisation 4
Project Stakeholders 4
Work Breakdown Structure 4
Project Plan 4
Risks and Considerations: Identify and include: 5
High Level Risks 5
Risk Register 5
Constraints 5
Assumptions 5
Section #6: High level Budget details: Provide details 5
Document Control 6
References 6
2

Project Purpose
Project Scope
These days for each business Information technology have become an essential as well as
integral part. Without t IT support a company may also fail to achieve competitive advantages
and commercial profit. The main work frame of an organization and the database are all
maintained through IT support system. The vision of the project is to build a new Information
Technology Centre (ITC), to accomplish all potential work activities. In order to consummate this
construction work the land that has been considered is located in Victoria City, Australia. It is
determined that the communication and computing division will take the responsibility of
operating administration, maintenance and operations. The service will help to activate and
promote all the organizational activities and tasks. The new high tech information technology
centre can run many of the operating server at a time such as web server, mail server etc. The
basic business needs of the organization will be successfully accomplished if in assigned time
budget the system is designed and developed.
Project Objectives
Major business objectives:
 To develop a new high tech information technology centre in the capital city, Victoria,
Australia
 To own the nominated land for the construction in the budget of $125 Million
 To establish the other IT support system in the additional fund of $40 Million
 To ensure that the IT support system will support the organization from both operational
and functional perspectives, in the coming 5 years
Project scope
The scope of the project is to develop a new high tech IT center in Victoria, Australia to make
the operational and functional activities much efficient and faster than it is currently. The IT
support centre will be constructed in the land that has been owned in the budget of $400 Million.
On the other hand, for the IT support system setup the budget which is allotted is $40 Million.
As a whole, the scope of the project is to design the facilities and IT support complete
independently. The system should be designed and developed in such a way so that it can
throughout support the operation of the organization in upcoming 5 years.
3

Project Deliverables
Project deliverable identification is one of the most essential parts in project execution. If the
deliverables are not properly identified then the entire project may fail to meet the objectives,
aims and goals. It is responsibility of the project supervisor and team members to define the
project deliverables and for establishing the new high tech IT center the project deliverables
identified are as follows:
 Gathering information
 Documentation
 Project planning
 Proper resource identification (Equipments, human, software and network support)
 Project budget estimation
It has been determined that if the project deliverables are properly identified and assigned by
the project developers and owners then it will be able to appease the regulatory agency,
position the company for more work and also be able to achieve a positive ROI.
Project Phasing
The aim of the project is to develop Project Execution Plan (PEP) considering project scope,
deliverables, budget and time as well. The PEP should be developed to make sure that all the
organizational activities are being managed well. In order to execute this project successfully
the phases or stages those are to be followed throughout by the project group members include
project initiation, planning, design and development, execution and project closure Each of
these stages are internally connected and dependent on each other which implies that if one of
these stage is overlooked then it would create major challenges. For each activity separate
stakeholders are responsible. It is duty of the project stakeholders to successfully complete
each stage within predicted budget and time.
Project Stakeholders and Organization
Project Stakeholders
A brief summary of who is involved in this project and what are their roles and responsibilities,
including:
Stakeholders Roles Responsibilities
Project manager Internal Control and monitoring
Finance manager Internal Feasibility analysis
System developer Internal Design the IT support outline
Tester Internal Conduct unit and user
acceptance testing
4

Coder Internal Coding and simulating the
new system
Application programmer Internal Ensure that all the programs
are running accurately
Sponsor External Invest needful capital amount
Work Breakdown Structure
Project Plan
The approved budget
$125 Million for the buying the land
$40 Million for IT support system setup
The level of resources required
Human resources
 Project manager
 Finance manager
 System developer
 Coder
 Tester
 Application programmer
Physical resources
 Equipments
 Software
 Hardware
 Network channel setup
The overall time frame and key milestones
The project will take approximately 5 months for the successful IT infrastructure setup
And the project milestones are as follows:
Milestone 1: Project scope statement design and handover
Milestone 2: Project permission and approval from authorities
Milestone 3: Design and construction of the complete IT center
Milestone 4: Change management incorporation
5

Milestone 5: Maintenance program design and implementation
Acceptance criteria and processes
 The project must be completed in total budget of $165 in 8 months
 The project should be ensure that in the coming 5 years it would accomplish all technical
requirements
Risks and Considerations
High Level Risks
During development of the new high tech IT center in Victoria, Australia if potential security and
safety assumptions are not taken then the project may face high level risks. Different risk
mitigation strategies are there, based on the priority of the potential risks identified possible
mitigation strategies should be applied by the project supervisor. A risk register or risk matrix is
prepared and elaborated in the below section:
Risk Register & Matrix
Risk Id Risk name Likelihood Impact Score Mitigation
strategies
R1 Overrunning
budget
Possible 3 High 4 Medium 12 The assigned
finance
manager of
the company
should
conduct a
feasibility
analysis to
make sure
that the
project is
successful
R2 Lack of
experts in the
team
Unlikely 2 Medium 3 Low 6 Before
assigning
project team
performance,
skills and
knowledge of
the
associates
should be
checked
through
performance
6

measurement
matrix.
R3 Insufficient
resource
allocation
Most likely 5 Medium 3 Extreme 15 Analyzing
Complexity of
each activity
or task
needful
resources
must be
assigned for
the
individuals at
the initiation
phase.
R4 Over running
time
Possible 3 High 4 High 12 The project
finance
manager and
finance team
members are
responsible
to prepare
the project
schedule
considering
complexity of
the activity.
This must be
designed
considering a
feasibility
analysis
report
R5 Data loss Rare 1 Catastrophic
5
Low 5 During
migration of
data from
existing
server to the
new IT center
it may
possible that
any data is
lost. In order
to prevent
data loss
from system
the
associates
should
incorporate
application
Firewall and
7

DMZ
technology.
R6 Malware
attack
Unlikely 2 High 4 Medium 8 In order to
protect IT
center from
external
malware
attack the IT
experts need
to incorporate
encryption
mechanism
to encode
plain text or
confidential
data into
cipher text.
This
technique
allows only
authorized
users to
access
information
from the
server.
Constraints
The triple project constraints scope, time and budget are dependent on each other. In order to
meet the project objectives, supervisor and team should follow the scope statement accordingly.
Considering the project complexity it has been determined that it would be completed in $125
Million budget. The project owner has invested around $40 Million for the IT support system
setup in the new high tech IT center. The organizational Research and Development (R&D)
centre associates will measure the project constraints. If the market demand increases then
product and service cost will increase at the same time with decreasing market demand the cost
of the services will be decreased.
Assumptions
Project name Development of new High Tech Information
Technology Centre in Victoria, Australia
Objectives
 To develop a new high tech information technology centre in the capital city, Victoria,
Australia
 To own the nominated land for the construction in the budget of $125 Million
8

 To establish the other IT support system in the additional fund of $40 Million
Budget $165 Million
Time 5 months
Milestone
 Milestone 1: Project scope statement design and handover
 Milestone 2: Project permission and approval from authorities
 Milestone 3: Design and construction of the complete IT center
 Milestone 4: Change management incorporation
 Milestone 5: Maintenance program design and implementation
Stakeholders
 Project manager
 Project sponsors
 Finance manager
 System developer
 Coder
 Tester
 Application programmer
High Level Budget
Document Control
Issue
No
Issue Date Nature of Amendment Author
#1 20th August Project Charter baseline <Please fill>
#2 30th August Implementation of change management program <Please fill>
#3 12th
September
Variance measurement <Please fill>
9

Stage 2:
2.1 Project calendar
2.2 Work Breakdown Structure, RAM, OBS
10

Figure 1: WBS for the IT center development project
(Source: created by author)