ENROLLMENT FORECAST

PROJECT CHARTER
Thalia Caro, Stephanie Silva, Gabriela Castillo,
Ariana Reyes, Kiara Babilonia, Yulaiza Llerandi

March 25, 2022

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 Enrollment Forecast

TABLE OF CONTENTS
1 INTRODUCTION 3
1.1 Purpose of Project Charter 3
2 JUSTIFICATION 3
2.1 Business Need 3
3 SCOPE 3
3.1 Objectives 3
3.2 High-Level Requirements 3
3.3 Major Deliverables 3
3.4 Scope 3
4 DURATION 4
4.1 Timeline 4
4.2 Milestones 4
5 BUDGET ESTIMATE 4
5.1 Funding Source 4
5.2 Estimate 4
6 ASSUMPTIONS, CONSTRAINTS AND RISKS 4
6.1 Assumptions 4
6.2 Constraints 4
6.3 Risks 5
7 PROJECT ORGANIZATION 6
7.1 Roles and Responsibilities 6
7.2 Time commitment 7
7.3 Stakeholders (Internal and External) 8

8 PROJECT CHARTER APPROVAL 9

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 Enrollment Forecast

1 INTRODUCTION
1.1 PURPOSE OF PROJECT CHARTER
The Enrollment Forecast project charter documents and tracks the necessary information
required by decision maker(s) to approve the project for funding. The project charter
should include the needs, scope, justification, and resource commitment as well as the
project’s sponsor(s) decision to proceed or not to proceed with the project.

2 JUSTIFICATION
2.1 BUSINESS NEED
Students are required to follow their curriculum sequence in a predetermined amount of
time and with a predetermined amount of credit hours, however with college programs
changing every few years and class sections being limited, students find it hard to stay on
top of their academic progress without outside orientation. The Enrollment Forecast
Website is designed to lay out the study program by year for each student, having mapped
out the required credits, course availability, and progress reports by automatically adjusting
to departmental requirements so students don’t have to.

3 SCOPE
3.1 OBJECTIVES
The objectives of the Enrollment Forecast are as follows:
● Improve class enrollment process in the Physics Department by providing a website
that generates a predetermined and personalized course scheduling program through
which students can measure their academic progress.
● Increase the number of users of the website from the Physics Department by
forecasting class course schedules and catalogs that a student might need to complete
their degree.
● Upgrade the current enrollment process in the Physics Department by assigning course
schedules, including core requirements and hour credits of all majors, minors, and
curricular sequences by adjusting to student needs.
● Grow the number of users of the website by 60% in the Physics Department before Fall
Semester 2023.
3.2 HIGH-LEVEL REQUIREMENTS
The following table presents the requirements that the project’s product, service, or
result must meet in order for the project objectives to be satisfied.
Req. # Requirement Description
1 Website algorithm designed to detail select Physics Department major and minor curricular
sequences
2 Ease of access for Department Counselor to input latest program requirements and changes
in course availability/selections
3 Offer personalization options throughout website
4 Promote Enrollment Forecast in order to increase student users by 60% during its first 6
months of operation

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 Enrollment Forecast

3.3 MAJOR DELIVERABLES

The following table presents the major deliverables that the project’s product,
service, or result must meet in order for the project objectives to be satisfied.
Major Deliverable Deliverable Description
Enrollment Forecast Website Website should be up and running and contain the Physics
Department study programs including all major concentrations
and minor sequences
Interactive user interface The Enrollment Forecast Website should serve as an interactive
guide that allows students to input their curricular sequence, year
of enrollment, and other personalized information and receive an
output regarding their academic milestones and progress. This
should be interactive by adjusting to any departmental or personal
changes

3.4 SCOPE
[Describe the inclusive and exclusive boundaries of the project. Specifically address items
that are out of scope = What will be the end result of the project? What work will we need
to do to achieve the end result? It’s also important to mention what activities will not be
included in this project.]

4 DURATION
4.1 TIMELINE
Project must be completed by the end of March, 2023 to prepare first year students to do
their first enrollment process on their own.
4.2 MILESTONES
The table below lists the high-level Milestones of the project and their estimated
completion timeframe:

Milestones Estimated Completion Timeframe

Project planned and authorized to proceed Two weeks after the project concept is
approved and funded.
Requirement Analysis is Created One week after authorization to
proceed.
Obtain data from Physics Department regarding Three months after requirement
curriculums Analysis is done.
Preliminary Algorithm Created Three weeks after obtaining the data
from the Physics Department.
Version 1 is Created One month after the Preliminary
Algorithm is done.
Version 1 Testing Two months after Version 1 is done.
Version 1 Analysis One week after Version 1 testing is
done.
Version 2 is Created Three Weeks after Version 1 Analysis
is done.
Version 2 Testing One month after Version 2 is done.

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 Enrollment Forecast

Milestones Estimated Completion Timeframe

Version 2 Analysis Two weeks after Version 2 Testing is
done.
Final Testing Three weeks after Version 2 Analysis
is done.
Final Version Completed Two weeks after Final Testing is done.

5 BUDGET ESTIMATE
5.1 FUNDING SOURCE
Sponsor will ask for financing from the University of Puerto Rico - Mayagüez, or an
external company willing to work on this project.
5.2 ESTIMATE
This section provides a summary of estimated spending to meet the objectives of the
Enrollment Forecast project as described in this project charter. This summary of
spending is preliminary and should reflect costs for the entire investment lifecycle. It is
intended to present probable funding requirements and to assist in obtaining budgeting
support. The preliminary budget is: $38,750

Most of the preliminary budget will be spent in the salary of the website creator, but will
also include the website domain cost, the cost of yearly maintenance for the website and
website hosting.

Software Engineer Salary (760 hours): $38,000

Website Domain: $50
Website Hosting: $200
Yearly Maintenance: $500

6 ASSUMPTIONS, CONSTRAINTS AND RISKS

6.1 ASSUMPTIONS
This section identifies the statements believed to be true and from which a
conclusion was drawn to define this project charter.
1. The students of the Department of Physics will be able to graduate on time (4-5 years).
2. This project will not entail a high cost to the Department of Physics or the University
due to it being a website.
3. The website will be completed on time.
4. The project scope will be adjusted to accommodate other departments.
5. The Department of Physics will provide the information of each student to create the
database for the website.

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 Enrollment Forecast

6.2 CONSTRAINTS
This section identifies any limitation that must be taken into consideration prior to
the initiation of the project.
1. Quality and Schedule: If the Beta version of the website crashes when testing it, the
schedule of the project will be extended.
2. Schedule: The availability of the members is limited, thus the hours worked on the
project will not be many.
3. Cost: Due to the decreasing funds of the university, the budget might not be enough to
create the website.
4. Resources and Schedule: If there are continuous student or staff strikes at the
university, the personnel of the Information Technology Center (CTI) won’t be able to
do their job thus extending the project timeline.
6.3 RISKS
Risk Mitigation
Consistency - the updates of the university in Create a link between the portal of the
the curriculum are not reflected in the website. university and the Enrollment Forecast
website. This way there will be
consistency and union between the
information.
Changes in the curriculum: The platform adjusts to the reality of each
a. Students - changes in the concentration student and it will show the changes of
b. Departament - remove or add classes in their classes. At the same time it should
the curriculum reflect the changes of the Departament.
Time: Show the significant or insignificant
a. Student fails a class effects this will have on general degree.
b. Student participates in an internship or Show as a simple change or a cascade
coop effect.

Reality - the day of scheduling class
(enrollment week)
Costo efectivo - se asigne un presupuesto y que
no haya un retorno del mismo
Specific curriculum - the app show general or
most common curriculum and can’t
The app gets updated and shows
alternative classes for the student to take
instead of the one that they can’t take
oo
U
It can create the possibility for other
students of other departments to develop
their curriculum and show which classes
can be counted in their credits and show
the information of the administrator in
charge.

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 Enrollment Forecast

7 PROJECT ORGANIZATION
7.1 ROLES AND RESPONSIBILITIES
This section describes the key roles supporting the project.
Name &
Project Role Project Responsibilities
Organization
Denisse A. Project Sponsor Person responsible for providing needed
Ramírez information, direction, and support to the project
Perdomo, team. Also, responsible for approving sections 3
Guidance Official, and 5 of this document and setting the priority of
Physics the project relative to her responsibilities.
Department
Thalia Caro Caro Project Manager Person responsible for providing leadership to
the project team and guidance to accomplish the
project objective. Identifies requirements,
balances project constraints, effectively
communicates with stakeholders, and finishes the
project on time.
Stephanie Silva Team Member Develops ideas, responsible for the roles
assigned in the development of the planning
phases of the project, participates in meetings
and finishes the project on time.
Gabriela Castillo Team Member Develops ideas, responsible for the roles
assigned in the development of the planning
phases of the project, participates in meetings
and finishes the project on time.
Ariana Reyes Team Member Develops ideas, responsible for the roles
assigned in the development of the planning
phases of the project, participates in meetings
and finishes the project on time.
Kiara Babilonia Team Member Develops ideas, responsible for the roles
assigned in the development of the planning
phases of the project, participates in meetings
and finishes the project on time.
Yulaiza Llerandi Team Member Develops ideas, responsible for the roles
assigned in the development of the planning
phases of the project, participates in meetings
and finishes the project on time.

7.2 TIME COMMITMENT

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 Enrollment Forecast

Name & Organization Project Role Time Available

Denisse A. Ramírez Project Sponsor UPRM Universal Hour- Tuesday

Perdomo, Guidance and Thursday
Official, Physics 10:30am-12:00pm or by an
Department scheduled appointment

Thalia Caro Caro Project Manager Tuesday and Thursday

10:30am-12:00pm
5:00pm-7:00pm
Friday
5:00pm-7:00pm

Other team members Support PM Tuesday and Thursday

10:30am-12:00pm
5:00pm-7:00pm
Friday
5:00pm-7:00pm

7.3 STAKEHOLDERS (INTERNAL AND EXTERNAL)

Internal Stakeholders External Stakeholders

Sponsor Students of the Physics Department

Project Manager and Team Members Transfer students to the Physics

Department

Director of the Physics Department Prof. Annie Román Acevedo

8 PROJECT CHARTER APPROVAL
The undersigned acknowledge they have reviewed the project charter and authorize
and fund the Enrollment Forecast project. Changes to this project charter will be
coordinated with and approved by the undersigned or their designated representatives.

Signature: Date:
Print Name:
Title:
Role:

Signature: Date:
Print Name:

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 Enrollment Forecast

Title:
Role:

Signature: Date:
Print Name:
Title:
Role:

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