Project Charter - Advantum

Project
Charter
Advantum Agent
Manager Project -
Transocean

Table of Contents
1.0 Executive Summary ........................................................................................................................... 3
1.1 Project Charter Purpose ...................................................................................................................... 3
2.1 Background ......................................................................................................................................... 3
3.1 Objectives............................................................................................................................................ 3
2.0 Project Scope .................................................................................................................................... 4
3.0 Risks .................................................................................................................................................. 7
4.0 Assumptions ...................................................................................................................................... 8
5.0 Major Project Deliverables................................................................................................................ 8
6.0 Project Milestones ............................................................................................................................ 8
7.0 Project Change Management Procedures ........................................................................................ 9
8.0 Project Team Members ..................................................................................................................... 9
9.0 Project Communications Plan ......................................................................................................... 10
10.0 Project Acceptance/Success Criteria .............................................................................................. 10

Project Charter Advantum Agent Implementation Project
ADVANTUM Page 3 of 10 Company Confidential
All Rights Reserved Port Computer Services Ltd. Use only
1.0 Executive Summary
1.1 Project Charter Purpose
The project charter defines the scope, objectives, and overall approach for the work to be
completed during the Advantum Agent Manager implementation for Transocean Shipping. It will
serve as a critical element for initiating, planning, executing, controlling, and assessing the project. It
shall be the single point of reference on the project for project goals and objectives, scope,
organization, estimates, and work plan. In addition, it will as a contract between the Project Team
and the Project Sponsors, stating what will be delivered according to the budget, time constraints,
risks, resources, and standards agreed upon for the project.
2.1 Background
ADVANTUM Agent Manager is a multi-user, multi-currency windows-based software. Manifest
information can be inputted manually or electronically imported for quick retrieval and billing of
charges. It possesses the capability of providing useful, accurate and timely customized reporting to
meet the needs of the varied customer base. It facilitates the creation of unlimited user defined
charges that can be billed to customers in multiple currencies.
This implementation will automate Transoceans business processes with the benefits of greater
efficiency, accuracy and reliability while at the same time possessing the scalability to deal with
future growth.
3.1 Objectives
The primary objectives of this implementation project are as follows:
Improved operational management capabilities
Automation of manifest processing and retrieval
Automation of charges generation
Comprehensive business intelligence and reporting tools
Improved efficiency
Improved productivity
Modern Graphical user interface
User friendly
Robust, scalable and customizable security
Reduction in operational costs
Improved customer service
Improved information sharing
Embedded and customizable Audit Trails

2.0 Project Scope
This implementation will include the following features and functionalities:
1. Documentation of vessel manifest information including:
Shipment entry
Entry of the containers associated with the each bill of lading
Check digit verification of containers
Validation of bills of lading
Releasing of Cargo
Addition of comment box to record changes to BOL status such as Validation,
Approval, release etc.
Viewing of BOL charges
Ability to locate BOLS by Vessel, Line, BOL number.

2. Billing and Invoicing
Creation of Charge Items and Charge Profiles for similar items
Ability to group charge profiles
Computation of sales/value added tax
Calculation of Consignee Charges
o Storage
o Demurrage
o Detention
o Handling
o Electricity
o Plug in
The system also facilitates user defined charges
Generation of Receipts and/or Invoices. These Invoices and Receipts can be
generated from charges levied against a bill of lading or for general non-bill of lading
related charges.
Waiver processing
Multicurrency
Functionality to conduct currency conversion not including J$. E.g. British Pound to
US Dollars
Ability to generate interest charges on overdue invoices

3. Electronic Data Interchange (EDI)
Facilitate import and export of data with other organization such as Customs and
shipping agents. The system can facilitate ANSI X12 and EDIFACT standards or any
other standards required by user.

4. Accounting System Interface
o The system will be provide the ability to download data for import into
existing accounting system

5. Reports
Cargo Throughput
This report shows the total tonnage for the period selected, for imports and exports and
compares it to similar periods for previous years. The user has the option to generate the report
for any of three time periods (a month, a quarter or a year). The total tonnage for each
commodity type that was manifested in the selected period is displayed on the report.
Collections
This report shows the receipts that were generated for the period specified grouped by user and
currency. If a Cashier ID was specified then the report generates showing receipts that were
generated by that user only.
Consignee
The consignee report shows all the bills of lading that were manifested for the selected
consignee during the specified period.
End of Day
This report shows the distribution of the collections to the various accounts for the date period
specified. There are three reports that are generated using this option,
Non-invoiced Collections
Invoice Collections
Invoice Generation
Each report shows the relevant accounts that are credited and debited when a charge is
receipted or invoiced.
Inventory
This report shows the uncollected cargo that is associated with a specific manifest or for vessels
reported between specified date periods. The report can be ordered by line or by commodity.
The report can be generated to show information for a specific commodity and/or a specific
line.
Manifest
This report shows the B/L information that is associated with a specific voyage or all the voyages
for a specified date range ordered by vessel and arrival date. It has the flexibility to be
generated showing domestic cargo only, transhipment cargo only or both domestic and
transhipment cargo and also allows for export B/L only, import B/L or both export and import
B/L. It can also be filtered to run showing only B/Ls for a specified line.
Revenue
The Revenue Report shows the monies collected or charged for the specified date period for a
specific charge item or a group of charge items.


Statement Receivables
This option allows for the generation of reports that show outstanding Invoices for a specific
customer or all outstanding invoices as at a specified date. Three reports can be generated using
this option, namely:
Customer Statements
Aged Balance Detail
Aged Balance Summary reports.
The user can specify the period of aging that they want the report to display.
The Customer Statements are reports that can be sent to the customers showing details of their
outstanding Invoices and the period for which they have been outstanding.
User Defined Queries
This option allows for users to create their own queries to query the files in the database.
Vehicle/Unit Discharge
This report shows the total number of vehicles or other motor units that were discharged at the
port for the period selected and compare it to similar periods for the previous two years. The
user has the option to generate the report for any of three time periods (a month, a quarter or a
year). The total vehicles discharged for each trade lane from which the vehicle was imported is
displayed on the report with the totals for the period.
Vessels Reported
This report shows the total number of each type of vessel that arrived at the port for the period
selected and compares it to similar periods for the previous two years. The user has the option
to generate the report for any of three time periods (a month, a quarter or a year).
6. Security features:
Audit trail to log all system activities
Ability to restrict features for different employees and/or groups

3.0 Risks
The table below outlines some of the major risks identified and the steps that may be taken to
manage and mitigate them.
Risk Risk Management Approach
Stakeholder relationships not managed
The project team does not manage the
relationships with the management and the
various user groups that have an interest in
the implementation of the system
Develop effective two-way communication
links between Advantum and the client
management and user groups
Establish clear service standards agreed to
by the client and implemented by the
project manager
User expectations not met
User expectations must be managed ahead of
the implementation of the new system
Ensure expectations are realistic; be open
and honest about progress and issues
Ensure an adequate period for user testing
where all issues can be identified and
addressed appropriately
Conflict with normal job tasks
No team member will be one hundred percent
dedicated to the project and will balance their
normal job functions with the demands of
project work.
Set clear measurable goals with attendant
timelines. Ensure that deadlines are not set
outside of achievable limits.
Plan for contingencies and build in slack
within the project schedule to handle
unforeseen circumstances.
Unavailability of key team members
Members of the project team may be
unavailable for part of the project duration for
various reasons. This could have a negative
impact on the project schedule
Implement a hand-over process that allows
team members to join or leave the project
without greatly disrupting the project
Consider other HR initiatives to retain key
team members
Not enough resources available to project
Staffing and other resources inadequate to
meet demands
Clear definition of requirements
Gain commitment of senior management
to provide resources
Failure to meet tight timescales
The targeted go-live date may not be realized
if major issues arise
Proactively manage project schedule

4.0 Assumptions
Below is a list of the major assumptions
Project staff resources will be available when and as they are needed
Required customer resources will be available when and as they are needed
A significant portion of the project staff will be familiar with the operating environment
A significant portion of the project staff will be familiar with the technical environment
Access to specialized skills will be available as needed
Deliverables will be subject to no more than a specific number of review cycles
Failure to submit request for changes within the specified time will result in delays and
additional costs
Issues will be resolved in a timely manner
Formal change management procedures will be followed
5.0 Major Project Deliverables
Below is the list of major project deliverables.
Deliverable Responsible
Advantum Agent Manager installed in live environment ADVANTUM
User training sessions ADVANTUM
User testing & application support ADVANTUM/Transocean
User Testing report Transocean
User and Administrator manuals ADVANTUM
Sign user acceptance document Transocean
6.0 Project Milestones
Major Event/Milestone Date
Provision of Customer and other setup data by Transocean June 11, 2012
Complete installation of application & input setup data June 15, 2012
Complete modifications to system (receipt, invoice, credit note and
EDI upload)
June 15, 2012
User training sessions June 16, 2012
User testing begun by Transocean June 18, 2012
User testing report submitted June 18-22, 2012
User acceptance sign off June 22, 2012

7.0 Project Change Management Procedures
Change requests will follow the process below.
i) Client /testers identify a change issue
ii) Change request communicated to client management where it is evaluated and either
approved or rejected.
iii) Approved change request submitted to ADVANTUM where they are assessed and evaluated
for:
(a) Relevance to scope of project
(b) Impact on project schedule & cost
(c) Feasibility
iv) ADVANTUM submits response to client informing them of
(a) Cost and impact on project schedule (along with expected implementation date of
change) where the changes are accepted
(b) Detailing the reason where changes cannot be accommodated and proposal of an
alternative where possible
8.0 Project Team Members
Name Function Role
Albert Beckford
Implementation & project
management
Project Manager
Dave Russell
Project Liaison. Assist with
implementation
Project team member
Donna Anderson
Developer, provides support
to lead developer &
implementers
Project team member
Winsome Bennett User Support - Assists with
implementation and provide
support during testing
Project team member
Roger Hinds/Celia Hinds
Project Sponsor
Asif Williams
Customer Project Lead Customer Project Lead
Transocean Reps
Provide project support Project team members

9.0 Project Communications Plan
Target
Audience
Purpose Method of
Communication
Responsible Frequency
Project Team Updates on Project
tasks and project
status
Meetings, Email Project Manager Weekly Status
reports, as
needed
Project
Manager
Request for
changes submitted
by client
Email Transocean
Project Lead
As needed
Project
Manager
Routine issues
identified by client
Meeting, Email As needed
Project
Sponsor
Update on
deliverables,
escalate issues and
risks that may
jeopardize project
delivery
Meeting, Email Project Manager As needed

10.0 Project Acceptance/Success Criteria
The following represents the process for acceptance of the project by the client.
(1) Application is cutover to the live environment
(2) Client/users are able to log on and test the application
(3) Users accept that the application is functioning as per business requirements
(4) Client signs off on acceptance document

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