Project Charter

Project Title: Host a small movie night

Purpose: The purpose of this project is to host a small movie night where 9 people will be invited to

enjoy 2 movies. This will be a small party having proper arrangements for eating and enjoyment.

Description: A request for a proposal to select an external caterer to plan and deliver the food

services will be sent. The list of arrangements to be made and sent to the customer along with the list

of food items to be served to the guests. Starters and main course will be served with snacks during

movie time. The time for arriving at the party will be 8 pm and food will be served after the arrival of

guests. The caterer will be responsible for arranging the food requirements and delivering them

timely. After the meal, the movies will be started and guests will enjoy light snacks with beverages

during movie time. The record of expenses, arrangements, caring services will be maintained and

reported. It will be a 6 hours party.

Objective: The objective is to plan a movie party, make arrangements to make the party enjoyable,

find a caterer to serve the food, and manage all these requirements to arrange a party of 6 hours

within the budget of $500.

Success Criteria or Expected Benefits: Arranging a successful movie party by arranging and

delivering all the things are needed to enjoy the movie party and make the guests happy are the

success criteria.

Funding: The total amount allotted to this task is $500. All the expenses such as food and other

arrangements will be managed within this budget as no extra money is allotted to this task.

Major Deliverables: the arrangements to watch movies, catering services, serving the guests will be

the main items to be delivered. The caterer and project manager will have to be careful regarding

that.
Acceptance Criteria: the proper arrangements made to watch the movies and enjoy meals will be

the acceptance criteria. The project will be accepted only if it meets the requirements and demands of

the customer of arranging a small movie party.

Milestone Schedule:

1. The location to watch the movie will be arranged 2 hours

2. Invitation to the guests to be sent 1 hour

3. Arrangements will be made at the location 3 hours

4. The prepared food will be collected from the caterer 1 hour

5. Finalizing the arrangements 1 hour

Key Assumptions: The host will require to sign the nondisclosure document to not disclose the party

details to others except the guests and the caterer will require a detailed list of items to be served to

the guests.

Constraints: the caterer must deliver the listed items timely and the arrangements to watch the

movie must also be arranged properly.

Major Risks: The caterer must comply with the food requirements of the guests as mentioned in the

menu.

Approval Requirements: The permission for all the arrangements to be made such as permissions

to book the particular location, deciding menu items must be approved by the host of the party.

Project Manager: Anne Franke is the project manager. She will be the direct link to the caterer and

gather feedback regarding the party.

Reporting Requirements: the project manager must provide expense reports, arrangement reports,

list of menu items.

Authorized by: Mark Denny is the customer for whom the party will be arranged and he will

authorize the party.

RPF

1. Project objective and purpose- The flame tree hosting company is hosting a small movie party

for a customer and is currently looking for proposals from caterers to serve food at the party. The

party will be only 9 members party and each member has different dietary requirements, so the food

has to be made as per the menu that will be provided after consulting with the customer.

2. Statement of work-

1. The caterer will have to meet the dietary requirements of customers.

2. The caterer will have to give the timely delivery of the food.

3. Customer requirements- The customer wants three items in starters, 3 in the main course, and 2

in snacks and beverages. As the guests have different food requirements such as allergies to certain

ingredients, the caterer has to be careful with that.

4. Deliverables the customer expects-

1. The customer wants timely delivery of food items.

2. The catering service staff to be provided by the caterer.

3. The menu items to be cooked as per instructions.

5. Acceptance criteria- The food item samples will be checked by the project manager before

approval. The decoration and taste of the menu items should match the demand of the customer.

6. customer-supplied items- The customer will provide the list of food items to be served at the

party. The details on special food requirements will also be given to the caterer.

7. Approvals Required- The approval of the project manager and the customer will have to be

taken.

8. Type of contract- The contract for catering food for a small movie party will be a fixed-price

contract.
9. Payment terms- The payments will be made as per the following method-

1. 40% of the advance will be given after checking the food quality and taste that is prepared by the

caterer.

2. 60% of the total amount will be given on timely delivery of food items and fulfillment of the

contract.

10. Schedule and key milestones- the flame tree hosting company is hoping to select a caterer by

10th Feb 2022. The party is to be arranged for 15th Feb 2022 at 8 pm and the demanded samples of

the food items should be sent to the company by 12th Feb 2022.

11. Format and content instructions- the proposal from the caterer must include the following-

1. Approach- A statement of understanding the terms of the concept and brief information of the

approach to be followed.

2. Deliverables- The information regarding the items to be delivered by the caterer.

3. Schedule- The information of the schedule to be followed.

4. Experience- Experience briefly shared by the caterer in doing the same project.

5. Staffing- Details of the staff to be mentioned by the caterer.

6. Costs- The information related to the per hour cost to be born in employing staff along with the

fixed cost of the project.

12. Due date- The proposal must be shared via email by 9th Feb 2022.

13. Evaluation criteria- The proposal will be evaluated based on the following criteria-

1. Approach (30%) -the methods to be employed by the caterer to complete the tasks.

2. Experience (30%)- the experience of the caterer in completing similar projects.

3. Price (30%)- the price set by the caterer in the proposal.

4. Schedule (10%) -the information regarding the schedule.9

14. Level of effort or funds available- The caterer needs to put his best efforts to complete the

project. The funds available for this project are $500.

RPF

1. Project objective and purpose- The purpose of the project is to upgrade and readjust the lighting

system of a room. I am currently looking for proposals from an electrician contractor to handle the

electric work at my house.

2. Statement of work- The contractor will have to perform the following tasks-

1. Handle the wiring process.

2. Buy the accessories that are required to complete the work.

3. Provide lighting connections at different places in the room.

3. Customer requirements- The customer wants to have a proper lighting facility in the room as

well as some colorful mini lights to change the theme of the room. The customer wants all the

controls of lights in one place in the room.

4. Deliverables the customers expect- The following deliverables are expected by the customer

1. Different lighting modes

2. Properly fitted lights

3. Controls of lights at one place

5. Acceptance criteria- The plan made by the contractor must fulfill all the requirements of the

customer and the company of light bulbs should be of customers’ choice.

6. Customer supplied items- The customer will provide the lights that need to be fitted in the room.

7. Approvals required- The customer will provide approval after being satisfied with the profile of

the contractor.

8. Type of contract- This will be a fixed-price contract with an allocated fixed budget.
9. Payment terms- The payment shall be made under the following terms-

1. 30% to be paid after selecting the plan for fitting the lights which will be made by the contractor.

2. 30% to be paid after completion of half work.

3. 40% to be paid after the completion of the project.

10. Schedule and key milestones- The customer is expecting to select a contractor by 5th Feb 2022.

The experience of the contractor will be checked before approval to handle the project. The work is

expected to start by 8th Feb 2022.

11. Format and content instructions- The content of the proposal must be as follows-

1. Approach- the contractor must add the details regarding the methods in which the work will be

completed.

2. Deliverables- the contractor must provide the details of the deliverables.

3. Schedule- the information regarding the schedule in which the work will be completed should also

be mentioned by the contractor.

4. Experience- The experience details must be added regarding the completion of the same projects.

5. Staffing- Add the details of personnel that will be employed while completing the project.

6. Costs- The per hour cost of staff must be included in the proposal.

12. Due date- The due date to send proposals is 4th Feb 2022 and this must be sent as softcopy via

email.

13. Evaluation criteria- The proposal will be evaluated based on the following criteria-

1. Approach ( 25%)- The approach used by the contractor.

2. Experience (25%)- The experience shared by the contractor in completing similar projects.

3. Price (25%)- The final price set by the contractor.

4. Schedule (25%)- The sequence to be followed while completing the contract.

14. Level of effort or funds available- The contractor must put his best efforts to complete the

project and the funds available for this contract is $800.

RPF

1. Project objective and purpose- My name is ABC and I want to develop a simple spreadsheet

software app to keep track of all expenses. I am seeking a proposal from contractors to develop a

perfect spreadsheet software for fulfilling the requirements of managing expenses. The main purpose

is that the app should offer an effective system for data entry, expense reports, expense tracking, time

tracking, and invoice management alongwith option to make automatic payments to some important

expenses and an approval system for other expenses.

2. Statement of work- 1. The contractor will have to identify the technical information of the

spreadsheet software app.

2. Develop an application where the customer can manage his expenses.

3. Provide effective shortcuts to make the application easy to use.

3. Customer requirements- The customer wants to access the details of payment, due dates, the

overdue dates, permissions for automatic payment, access reports related to data entry, expense, time

tracking, and invoice management.

4. Deliverables - 1. The reports on data entry should be delivered every month to the customer

2. The expense report is another report to be submitted at the end of each month to the customer.

3. There should be a program to track the expenses.

5. Acceptance criteria- The reports mentioned in the Deliverables must contain all the information

that is listed under requirements.

6. Customer supplied items- The customer will provide the list of current expenses that need to be

managed.

7. Approval requirements- The contractor must take the approval from the customer for the final

version of the application before it is implemented.

8. Type of contract- The contract will be a fixed-price contract.

9. Payment terms- The payments will be made as per the following method-

1. 20% is to be given upon the approval of the first phase of the application.

2. 30% to be given after feeling satisfied with the reports submitted as per the demand.

3. 50% to be given after the development of the application and after getting satisfied with it.

10. Schedule and key milestones- The customer wants to select a contractor by 20th Feb 2022. The

estimated period of this project is 3 months. The reports mentioned in deliverables should be sent to

the customer by 10th April 2022.

11. Format and content instructions- The proposal from the contractor must include the following-

1. Statement of understanding the concept and overview of the approach to be followed.

2. Deliverables- The details of deliverables that will be provided by the contractor.

3. Schedule- The details of the sequence in which the tasks are to be performed.

4. Experience- Briefly describe any similar task that the contractor has recently done.

5. Staffing- The contractor must add the details of the people to be employed to complete this task.

6. Costs- The details regarding per hour cost of each person are to be mentioned in the proposal with

having mentioned the total fixed cost at the initial point.

12. Due date- The softcopy of the proposal via email must be sent to the customer before 15th Feb

2022.
13. Evaluation criteria- The proposal will be evaluated based on the following criteria-

1. Approach (30%)The techniques to be used to accomplish the task.

2. Experience (25%)The experience of the contractor to do some projects.

3. Price (25%)The fixed price set by the contractor in the proposal.

4. Schedule (20%)The schedule details of the project proposed by the contractor.

14. Level of effort or funds available- The best efforts must be made by the contractor to complete

the project and the funds available are $1000.