Project Charter Reconstruction of CC Public File Library Terrance Mathis 7/29/2013

Childrens Campaign 502 N. Adams Tallahassee, Fl 32301

Project Charter CC Public File Library

Project Manager: Terrance Mathis Project Administrator: Josef Rainer; Systems Admin, Linda Alexionok; Executive Director Statement of Scope: Communication with public officials on a daily basis, the Childrens Campaign needs to have a file system that is not compressed and unorganized. Being that the employees have no idea where to store files and are constantly misplacing important file and documents, causes for a stern reevaluating of the current network server and its organization. We will implement new file procedures and assess the current file library to learn what needs to be addressed when designing the new file library. Acceptance Criteria: There are a series of conditions that have to be met before the actual project can begin. A consultation with the project administrators will take place to determine what would be expected from the project. An assessment of the current file library structure, what works, what does not work and what needs to be done. Feedback from current staff that use the file server on a daily basis will be a great resource in discovering what direction the new file structure should head in. Goals/Objectives: The goal of this project is to develop a new file library that will decompress all of the arbitrary folders that are stored on the server. A new file structure will make it easier for the staff of the children campaign to find documents, save documents and store documents. Rules and procedures need to be implemented so there is organization within their system. Work Breakdown Schedule: (see gantt chart separate file CC new file library) 1 Initiation I. Consult with Project Administrators II. Determine the scope of the project III. Determine which co-workers I would need cooperation from to thoroughly complete the project IV. Distribute emails to those co-workers to determine the nature of the problem (unorganized, missing or redundant files) 2 Planning I. Evaluate feedback from co-workers (stakeholders) II. Evaluate current structure of file library III. Construct a new map of file library using Visio, solving the old issues IV. Write proposal on the procedures of how to use the new file library V. Give to supervisors to approve it

VI. Develop presentation of new file library and procedures to present to remaining staff of Childrens Campaign. 3 Execution I. Assess the current file library structure, find out what works and doesnt work. i. Make Visio of File Library System of what the structure should be.

ii. Make procedures of what the users should do when accessing/saving files. iii. Build Test folders of the file library on the server. iv. Seek approval from System Admin and Executive Director v. Develop presentation to demonstrate to entire staff. 4 Control I. Be aware of all risk that can stop progression of project II. Have plans of mitigation so the likely hood of those are slim to none 5 Closure I. Present new map and procedures.

Project Schedule: Friday June 7, 2013 Assessed current structure of file library

Monday June 10, 2013 Consulted with daily users of the server to see to what was the main issue

Wednesday June 12, 2013 Started on Visio design for potential file library system

Monday June 17, 2013 Weekly meeting on progress of work Finish layout of file library, sent to project administrators for approval

Wednesday June 19, 2013 Begin on new file library procedures, on the proper way files should be used.

Friday June 21, 2013 Completed new file library procedures to be review and approved by project administrators.

Monday June 24, 2013 Weekly meeting on progress of work with project administrators Start and completed testing file for CC Public library

Wednesday July 10, 2013 All worked is approved by project administrators and permission to continue with presentation is granted

Friday July 12, 2013 Begin Preparing for presentation

Monday July 15, 2013 Weekly meeting on progress Presentation complete ready for approval

Communication Plan Date: July 29, 2013 Project Name: Reconstruction of Public File Library for Childrens Campaign ________________________________________________________________________ 1.0 Introduction This document provides a summary of the communication plan for project Reconstruction of Public File Library. It includes a list of the main audiences for this project, the goals for this project was to redesign the current public file library for the Childrens Campaign so it was easier to access the files and formatted in a way that made it more manageable. The following describes the methods I used in communicating with the desired audiences. In many cases these communication activities will be included and described further in the projects work breakdown structure. ________________________________________________________________________ 2.0 Audiences Sponsor (The Childrens Campaign): This audience will consist of my Senior Systems Administrator, PAC Coordinator, Executive Director and Staff of the Childrens Campaign.

Goals My goal for communicating with the staff of the Childrens Campaign is to find out the main fault of the issue so I can develop the solution to the problem. Consulting with the staff of the CC will further help me understand what is working, what isnt working, and what needs to be implemented in the new File Library. Method I will make sure to communicate with the staff via e-mail on the status of the project. I will also make sure to have individual meetings with the supervisor over the project to further confirm the approval of my works. Team meetings will also be an important factor in updating on the status of my project, and making sure everyone is on one accord. Project Team: I worked on this project individually. ________________________________________________________________________

PROJECT COMMUNICATION PLAN FOR THE CHILDRENS CAMPAIGN

*Princeton Project Methodology (PPM) describes stakeholders as: any person or group who has a vested interest in the success of the project, i.e. either provides services to the project, or receives services from the project. A key stakeholder is defined as: A person whose support is critical to the project if the support of a key stakeholder were to be withdrawn, the project would fail.

What
Initiation Meeting Distribute Project Initiation Plan

Who/Targe t
Senior Systems Administrator All stakeholders, Systems Administrator, and Executive Director

Purpose
Gather information for project and what is expected of me Distribute Plan to alert stakeholders (all fellow coworkers the project will affect) of issue of the project and to also receive any feedback of how to approach the project and suggestions they may have. Communicate plans, roles/responsibilities, and regularly scheduled status reports. Update stakeholders on progress of the project. (File Library Update Sponsor(s) on status and discuss critical issues. Seek approval for changes to Project Plan. Review detailed plans (tasks, assignments, and action items).

When/Frequency
FIRST Before Project Start Date Before Project Start Date

Type/Method(s)
Discussion Document distributed through electronicmail

Project Kick Off Meeting Status Reports

Senior Systems Administrator Systems Administrator, and Executive Director Sponsor(s), interns, and stakeholders

Start of Project

Discussion

Regularly Scheduled. Bi-weekly Status Report Regularly scheduled Weekly meetings on what project is being worked on and estimation of completion date

Distribute electronically and post via Google Docs. Meeting

Sponsor Meetings

What
Post Project Review

Who/Targe t
Office Manager, Executive Director, Stakeholders, and Senior System Admin. Office Manager, Executive Director, Stakeholders, and Senior System Admin.

Purpose
Review accomplishments and seek improvements for project, take any last suggest for the final changes before presentation. To update group on the new File library structure and the correct procedures on how to use it.

When/Frequency
End of major phase

Type/Method(s)
Individual meetings with each person

Project Presentation

End of Project

Presentation/Demonst ration

(Risk Management: See attached file risk_management)

Deliverables: Old Map of File Library

New Map of File Library

File Library Procedures

Adding New Files to Childrens Campaign Server

The Process Begins with a need to input of new files/docs on server The Process Ends when the user has successfully saved files in correct folder.

Process Impact: Frequency: When a New File is completed Summary of Roles and Responsibilities: All files are to be placed in their correct folders with
the correct label. For example (\\2K8SERVER\CCPublicLibrary\Year 2013 Documents\Children's Campaign\Communications) from this path you will notice a list of folders for the Communications branch. Please ensure that you find the correct placement for that file. The label of the file should display user last name, first initial and title of document i.e. John Doe (doe_j_NewArticle). No new files are to be created up to this point unless prior approval is granted.

Process Diagram
KEY INPUTS Input
Text of Email Message Graphic/Pictures

Source
Public Policy, Communications, or Executive Director President/Public Policy Intern/Messaging Administrator, Website and Communications Coordinator/Communications Director Executive Director or President Monday before noon

Other Comments This text will be sent via email

The Selecting A Graphic M&P describes the process for fi graphic to use with the campaign

Distribution List Due Date/Time

Who

Procedure/Task
STEPS FOR Storing New Files:

Systems Administrator

Storing NEW Files:

Go to \\2k8server and click on CCPublicLibrary Double Click on the 2013 folder Once here you will be able to choose from the Childrens Campaign or Voices for Florida Folder

After clicking on Childrens Campaign from this menu you can chose which branch of th Childrens Campaign you want to save files in and in their respective sub folder, i.e.

communication Users will also need to save their completed work in the Working Documents folder under their individual user folders. A separate Working Documents folder would be in every branch of the Childrens Campaign Folder

Once in Working Documents find the folder relative to your user name and save in the necessary folder The label of the file should display user last name, first initial and title of document, i.e John Doe (doe_j_NewArticle) Files inappropriately labeled and saved in the wrong place would be given until 5:00pm the next workday before being deleted from the server.