32541 Project Management – Assignment 1

Alexander’s Deli

“Deli Online”

Project Charter

Submitted By: Abhishek Loumish

Date Due: 15th September 2014

Lecturer: Alan Sixsmith

Tutor: Alan Sixsmith

“Deli Online” – Project Charter

Table  of  Contents  

1.   DOCUMENT PURPOSE ________________________________ 6  

2.   PROJECT BACKGROUND ______________________________ 6  
2.1   Project Goals or Objectives _________________________________________________ 6  
3.   PROJECT STAKEHOLDERS ____________________________ 7  
4.   THE MEASUREABLE ORGANIZATIONAL VALUE _____________ 8  
5.   THE PROJECT SCOPE ________________________________ 8  
5.1 Scope Objectives ___________________________________________________________ 8  
5.2 In Scope Items _____________________________________________________________ 9  
5.3 Constraints ________________________________________________________________ 9  
6.   WORK BREAKDOWN STRUCTURE _______________________ 9  
7. PROJECT SUCCESS CRITERIA ________________________ 13  
8.   SUMMARY ________________________________________ 14  
9.   RECOMMENDATIONS _______________________________ 14  

Abhishek Loumish Page 2

“Deli Online” – Project Charter

Executive Summary

The purpose of this report is to identify and define the project scope, goals and
measurable organisational value and the project success criteria, which is required in
order to complete the project in given frame of time. It will be used as a single
reference, which will state the aim and objectives, scope items and the activities
required to be done so that the project can be accomplished without exceeding the
time and cost limit. The Project Charter defines all the stakeholders and outlines their
responsibilities and roles in executing the project, along with retaining ownership of
the final outcome.

The Project Charter will help Alexander’s Deli Company to fulfil their desired
business, technical and software requirements. Scoping of the project is done in detail
by applying Work Breakdown Structure (WBS), which elaborates the in-scope items
with the key activities and deliverables. The aim is to provide transparency &
simplification to the Project Charter for better understanding of the Senior Executives
of the company who have approved of the project.

Recommendations are provided at the end, which state the need of full support from
the entire stakeholders during the implementation of the project in order to make the
project purposeful without compromising the time or cost limit.

Abhishek Loumish Page 3

“Deli Online” – Project Charter

Signatory Page
Alexander’s Deli has a hierarchial structure just like other business organisations with
different levels. Each level has different positions with given level of authority in
decision making regarding the approval of project. In order to bring the project in
planning phase, the parameters of the project should be signed-off individually by the
Senior Executive team. They are also authorised to bring amendments in the project
charter where ever required or during the execution of the project. Any change
proposed by the Senior Executive(s) will have to be mutualy agreed upon by them
before finalising, including any financial liabilities, time limit and/or any other
measureable factor which can affect the original roll out of the Project. Given below is
the organizational structure of Alexander’s Deli and signatory record table.

Chief  Execu+ve  
Officer  

Director   Chief  
Chief  Financial   Opera+ons  and  
Officer   Director  Sales   Marke+ng    
Distribu+on   Officer    

Chief  
Director  Human   Informa+on  
Resources   Officer  

Figure 1: Alexander’s Deli C-level organisation chart

Abhishek Loumish Page 4

 “Deli Online” – Project Charter

NAME POSITION SPONSOR SIGNATURE DATE

Sandra Crawford Chief Executive Officer (CEO) YES
Tony Abbott Chief Financial Officer (CFO) NO

Claudia Colin Director Sales NO

Abraham Lincoln Chief Marketing Officer NO

Smith Green Director Operations and NO
Distribution
Hugh Grace Chief Information officer (CIO) NO
Henry Watson Director Human Resources NO
Abhishek Loumish Project Manager NO

Table 1: Signatory Record

Abhishek Loumish Page 5

“Deli Online” – Project Charter

1. Document Purpose
The main purpose of this report is to design the framework of project charter. The
report is based on the information provided about the project background, project
aims and objectives. The report is divided in different sections that explain briefly
about the Project’s over all goals and measure of success. It also defines the important
stakeholders who play an essential role in project implementation. Later in this report,
in-scope items related to the project are listed in terms of time estimation, budget
allowance and the quality of service (QOS), which are further explained with the help
of WBS, and include the activities & tasks required to achieve the necessary
deliverables. In the end of the project charter, project success criteria and the required
recommendations are mentioned which are indispensable for the success of the
project.

2. Project Background
Alexander’s Deli is one of the leading companies in mail-order gourmet food business
and serves a lot of customers who are unable to access retail Stores. Slowly they
established franchise business and by the end of 2013 were spread across 100
locations in Australia. With significant increase in the business, Alexander’s deli
attempted to enhance their IT infrastructure but due to some manifested issues they
failed to meet the essential requirements of the business and decided to re-design their
IT systems. The problems that the company faces are issues related to unfavourable
working environment resulting in turnaround of many employees on a fairly regular
basis. The company refrained from hiring new employees and expects the current
employees to learn on job, which surfaces the issues of staff incompetence. The most
important issue is the high cost maintenance of the present IT infrastructure. It
happened because of the poor IT architectural design and lack of ability of current
hardware and software to meet the required throughput.
2.1 Project Goals or Objectives
Alexander’s deli endeavours to accomplish the following objectives by developing
“Deli-Online” project.
• To improve the business-to-business and business-to-customer processes and
relationships by providing 24*7 IT infrastructure and support.

Abhishek Loumish Page 6

“Deli Online” – Project Charter

• To establish cost effective account payment, order entry and enquiry

processes.
• To set up better inventory, warehouse and supplier management processes to
maximise profits.
• To improve the staff efficiency significantly.

3. Project Stakeholders
Any person, group or organization that has an interest in a project and play a vital role
for the success or failure of the project can be defined as the project stakeholders. In
Alexander’s Deli all of the senior executive team members including the project
manager are the key stakeholders for the “Deli-Online” project. Apart from them as
the company have many franchise owners (Business Partners), who are also the
stakeholders for this project. Consumers are always considered as the stakeholder
whenever a project involves business to customer relationship. In given below table
all the key stakeholders of this project are mentioned.

S.No. Name Position Contact Information

1 Sandra Chief Executive Phone: 0404 299 000

Crawford Officer
Email: Crawford.sandra@alexander-
deli.com.au

2 Hugh Chief Information Phone: 0404 299 001

Grace Officer
Email: Grace.hugh@alexander-
deli.com.au
3 Project Manager Phone : 0404 299 015
Abhishek
Email: Loumish.abhishek@alexander-
Loumish
deli.com.au
4 Director Phone: 0404 151 288
Smith
Operations and Email: Green.smith@alexander-
Green
Distribution deli.com.au
5 Director Sales Phone: 0404 234 435
Claudia
Email: Colin.claudia@alexander-
Colin
deli.com.au
6 Chief Marketing Phone: 0404 236 567
Abraham
Officer Email: Lincoln.abraham@alexander-
Lincoln
deli.com.au

Abhishek Loumish Page 7

“Deli Online” – Project Charter

7 Director Human Phone: 0404 567 435

Henry
Resources Email: Watson.henry@alexander-
Watson
deli.com.au
8 Tony Chief Financial Phone: 0403 234 987
Abbott Officer Email: Abbott.tony@alexander-
deli.com.au
9 Carl Franchise Phone: 0434 567 345
Daewood Operator Email: Daewood.carl@alexander-
deli.com.au
10 Byron Franchise Phone: 0406 654 345
Collier Operator Email: Collier.byron@alexander-
deli.com.au
11 Franchise owners/
Customers

Table 2: Project Stakeholder

4. The Measureable Organizational Value

“Deli-Online” project will have potential to setup further 25 new franchise stores by
the end of 2016 with an ability to increase the total number of customers by 50%.

5. The Project Scope

The scope of the “Deli-Online” project can be defined briefly by describing goals or
objectives, in scope items and the constraints, which are mentioned below.

5.1 Scope Objectives

• To redesign the IT infrastructure of the company including designing of a new
website and replacement of overall internal software and hardware equipment.
• To develop new Internet based facility in order to improve the customer
service and empowering password protected billing information on their
website.
• To provide an option of secure electronic payments to customer and to enable
them to keep a track of their history data.
• Provide company’s information online including product catalogues, real time
quotes and the consumer safety information to the new customers as well.

Abhishek Loumish Page 8

“Deli Online” – Project Charter

• Restructuring of the departments based on manpower and provides required

technical training.
• Hiring of new technical staff in order to meet the essential throughput.

5.2 In Scope Items

1. Documentation of required ICT infrastructure
2. Clearance of existing hardware equipment
3. Initialise the first phase of software development
4. Pilot the first version of software
5. Analyse the hardware requirement
6. Design the required network infrastructure and security solutions
7. Publicize and manage the RFP processes
8. Purchase and install new hardware
9. Purchase and install required network infrastructure and security solutions
10. Installation of new database
11. Train staff on interacting with Deli Online system

5.3 Constraints
The only constraint for this project is accomplishing all the scope items mentioned
above with respect to the estimated time and budget allowance provided by the
stakeholders.

6. Work Breakdown Structure

0. Establishment of Deli Online system
0.1 Documentation of required ICT infrastructure
0.1.1 Develop business requirements
0.1.1.1 Collect and order the business requirements
provided by stakeholders.
0.1.1.2 Documenting essential business requirements
0.1.1.2.1 Ensuring staff is able to adapt to the new
system
0.1.1.2.2 Ensure system availability round the
clock
0.1.1.2.3 Overall System should help to improve
customer service.
Abhishek Loumish Page 9
“Deli Online” – Project Charter

0.1.2 Develop technical requirements

0.1.2.1 Examining technical requirements, which can
meet business requirements
0.1.2.2 Documenting the technical requirements
0.1.2.2.1 IT architectural planning must be done
with excellence
0.1.2.2.2 Required new hardware, network
infrastructure and security solutions
should be listed properly
0.1.2.2.3 Making sure system will be capable of
handling 50% increase in customers and
twice of today’s transaction rate with in
given frame of time
0.1.3 Develop software requirements
0.1.3.1 Listing essential features required for the online
system
0.1.3.2 Documenting the software requirements
0.1.3.2.1 Make sure system functionality is simple
and easy to understand
0.1.3.2.2 Make sure system enables password
protected billing information
0.1.3.2.3 System should support electronic
payment options, order enquiries, product
enquiries, marketing campaigns and
store locations.
0.1.3.2.4 Make sure non-customers get the
detailed information about the company.
Deliverable: Documented the indispensable technical and business
requirements
0.2 Clearance of existing hardware equipment
0.2.1 Making list of existing hardware
0.2.1.1 Visiting individual stores and collecting data
0.2.2 Estimating the cost of existing hardware equipment’s
0.2.3 Advertisement for the sale of existing equipment’s
0.2.4 clearing the stock at best value
Abhishek Loumish Page 10
“Deli Online” – Project Charter

Deliverable: Existing hardware equipment's are sold

0.3 Initialize the first phase of software development
0.3.1 Development of the contract with Seaview Software
0.3.1.1 Contacting Alexander’s Deli lawyer
0.3.1.2 Contacting Seaview Software lawyer
0.3.1.3 Creating contract document
0.3.1.4 Signing the contract
0.3.2 Initial meeting with a representative of Seaview Software
0.3.2.1 Discuss the complete phase of software development
0.3.3 Handing over the software requirements
0.3.3.1 Make sure every given requirement is clear to the
software developer
0.3.4 Fixed interval to follow up development progress
0.3.4.1 Visiting or calling the company to take follow up
0.3.4.2 Making sure every requirement is considered and
implemented
0.3.5 Testing of prototype software designed
0.3.5.1 Get a prototype version
0.3.5.2 Testing of prototype version
0.3.5.3 Approving the prototype version
0.3.5.4 Signing the approval document
Deliverable: Approval document for the designed prototype
version is signed
0.4 Pilot the first version of software
0.4.1 Installing the provided software
0.4.2 Testing and evaluation of the software
0.4.2.1 Development of the test plans
0.4.2.2 Run the planned tests
0.4.2.3 Troubleshooting the observed errors
0.4.3 Approve the final version of the software
0.4.4 Hand on support and user manuals with FAQ’s by vendor
Deliverable: Pilot version successfully tested

Abhishek Loumish Page 11

“Deli Online” – Project Charter

0.5 Analyze the hardware requirement

0.5.1 Kick-off meeting with software vendor and client
0.5.1.1 Discuss the hardware specification with software
vendor
0.5.2 To ensure the agreement on appropriate hardware equipment’s
Deliverable: Documentation of the required hardware is done
0.6 Design the required network infrastructure, and security solutions
0.6.1 Design the network plan
0.6.2 Analyse network infrastructure requirements
0.6.3 Analyse the required security solutions
Deliverable: Documentation of network plan, security solutions and security
solutions
0.7 Publicize and manage the RFP processes
0.7.1 Establish RFP documents
0.7.2 Selection of the qualified hardware vendors
0.7.3 Pick the best vendor based on pricing and warranty/repair
agreements
0.7.4 Setup and sign the contract with selected vendor
Deliverable: Get the contract signed with selected hardware vendor
0.8 Purchase and install new hardware
0.8.1 Make payments for required hardware
0.8.2 Get the hardware
0.8.3 Install new hardware
0.8.3.1 Delivery of hardware at mentioned locations
0.8.3.2 Connections and installation of new hardware
0.8.4 Testing of installed hardware
0.8.5 Installation of required software by Seaview software
0.8.6 Testing of the software
Deliverable: Invoice and operation of installed hardware is verified
0.9 Purchase and install required network infrastructure and security
solutions
0.9.1 Make payments for the required components
0.9.2 Installation of network and security components
0.9.2.1 Delivery of the components
0.9.2.2 Cabling the components
Abhishek Loumish Page 12
“Deli Online” – Project Charter

0.9.2.3 Installation and configuration of security components

0.9.2.4 Testing of installed components
Deliverable: Invoice and, the network and security operations are verified
0.10 Installation of new database
0.10.1 Install and configure the new database
0.10.2 Setting up an interface between the new and legacy database
system
0.10.3 Migration of the required business data
Deliverable: New database is updated with legacy database
0.11 Train staff on interacting with Deli-Online system
0.11.1 Design the training module
0.11.1.1 Develop training methods and procedures
0.11.1.2 Develop training contents and materials
0.11.2 Setup schedule for training classes
0.11.3 Informing the staff about date and time of training
0.11.4 Organising workshops for training purpose
Deliverable: Staff is familiar with the new system

7. Project Success Criteria

The project can be considered successful if the support of the management is
consistent through out the implementation of the project. Understanding and ensuring
that the project meets the business objectives will also leads to the success. Key
performance indicators (KPI) technique can be used to prioritise the client’s
requirements and the business objectives. It provides the measurable and achievable
targets, which can be taken care by project manager to keep a track on the
performance of the team. This will help the manager to improve the performance
wherever required.
If the project meets the client requirements (which can be measured by conducting
surveys) and business objectives without negotiating the time, cost and quality, the
project can be considered successful.

Abhishek Loumish Page 13

“Deli Online” – Project Charter

8. Summary
Alexander’s Deli Company plans to bring foremost changes in its organizational
structure in order to improve the customer service and to strengthen the business
relationships. To attain these goals, company agreed to use the latest technology and
replaced all old software, hardware and network infrastructure they owned before.
Hiring and training the staff is another step company agreed in order to make new
systems functional.
The Project Charter describes the different phases of the project undertaken. It briefly
describes the project background, objectives, and the key role of project stakeholders
in the success or failure of the project. It provides the measurable organisational value
(MOV) and the in-scope items with task activities which are essential to undertake for
achieving the key deliverables and making project purposeful.

9. Recommendations
The senior executives should provide full support and cooperation during the
implementation of the project. Required human resources should be available over the
life of the project. Project charter is needed to be approved on time so that the team
can start working and proceed to the next phase of planning.

Abhishek Loumish Page 14