Project Charter Project_Charter.doc rev. 4/4/2008 Page 1 of 9 A project charter is a "document issued by the project initiator or sponsor that formally authorizes the existence of a project, and provides the project manager with the authority to apply organizational resources to project activities" (The IT Manager, 2016). Therefore, it is one of the essential documents that set the foundation of a project. We prepared the below charter to guide us throughout the project. A. General Information Project Title: My Green Bag Campaign Brief Project Description: Lulu hypermarket aims to be distinguished as a green organization within the market, which will enhance their image and enable them to gain competitive advantage. In accordance with their aim, one of Lulu Hypermarket's objectives is to contribute and work towards a green sustainable environment. Therefore, they are planning to replace eco-friendly bags with the normal plastic ones to save the environment and cut out costs. Our job, as a Public Relations Department in Lulu Hypermarket, is to organize a campaign to launch these new environmentally friendly bags by raising customers' awareness on how will these bags change the wellness of our environment and draw their interest towards them. Prepared By: Group 4 Members Date: February 1 – June 1, 2017 Version: 2 B. Project Objective: Explain the specific objectives of the project. For example: What value does this project add to the organization? How does this project align with the strategic priorities of the organization? What results are expected? What are the deliverables? What benefits will be realized? What problems will be resolved? Our primary objective is to encourage Lulu Hypermarket's customers to purchase the new eco-friendly bags. Through the campaign, we are trying to introduce existing customers to a new environment friendly concept, as well as attract customers who are already interested in environment friendly practices. The reasons behind encouraging the purchase of eco-friendly bags are as follows:  Contributing in protecting the environment, through reducing the use of plastic bags by at least 25% within 1 year, recycling and heading towards a green sustainable environment.Project Charter Project_Charter.doc rev. 4/4/2008 Page 2 of 9  We aim to be distinguished as a green organization within the market, which will enhance our image and enable us to gain competitive advantage. Both the increase of the number of customers and sales are indications to our competitive advantage. We will attract customers by setting a reasonable price for the eco-friendly bags. We will also make a promotion "Get a free Bag for every 100 Dhs of purchase".  Reduce wastes and costs of producing plastic bags by 40% within 1 year.  Set a positive example for employees, which will boost their morals and loyalty. Employees' persistence in encouraging customers to purchase the eco-friendly bags, even after the campaign, will also increase the sales, which proves their loyalty.  Educate customers and raise their awareness about the benefits of eco-friendly bags and its positive contribution to the environment. This objective can be measured through the number of customers who visit us during the campaign. C. Assumptions List and describe the assumptions made in the decision to charter this project. Please note that all assumptions must be validated to ensure that the project stays on schedule and on budget. We assume the following things: 1. The bags are designed by the Design Team of Lulu Hypermarket. 2. The suppliers manufacture the bags for Lulu Hypermarket. 3. Sufficient amount of bags are produced and supplied. 4. Bags are produced in high quality. 5. The bags are produced within budget and the specified timeframe. 6. The bags are delivered to the point of sales in a timely manner. D. Project Scope Describe the scope of the project. The project scope establishes the boundaries of the project. It identifies the limits of the project and defines the deliverables. Lulu Hypermarket plans to replace normal plastic with eco-friendly bags to save the environment and reduce costs. Our job, as a Public Relations Department in Lulu Hypermarket, is to organize a campaign to launch these new environmentally friendly bags by raising customers' awareness on how will these bags change the wellness of our environment and draw their interest towards them. The limits of this project are the budget and time. We are bound to a specific budget and date to accomplish this project. The main deliverable of this project is the campaign for these eco-friendly bags. In addition to that, weProject Charter Project_Charter.doc rev. 4/4/2008 Page 3 of 9 will increase customers' awareness about the importance of our initiative and encourage them to purchase the eco-friendly bags. List any requirements that are specifically excluded from the scope.  No Need for any outsourcing company to carry out the campaign as we have a capable team.  Campaign sponsorship. E. Project Milestones List the major milestones and deliverables of the project. Milestones Deliverables Date Planning An actual plan to initiate the project. We will answer the questions: What? Why? When? Where? How? What: A campaign to promote eco-friendly bags. Why: To reduce costs, waste and contribute to the wellness of the environment. How: Raising customers' awareness regarding the benefits of the eco-friendly bags. When: The whole project will take 3 months, from planning to closing. However, the campaign will takes place for 2 weeks only, during May. We particularly chose this month because the holy month of Ramadan is expected to start on the 25th of May; therefore, we can seize this opportunity, as customers will be busy getting ready for Ramadan. Where: Lulu Hypermarket, Al Kuwaitat branch, because it is the largest one and, according to the hypermarket's visitors' March 1Project Charter Project_Charter.doc rev. 4/4/2008 Page 4 of 9 statistics, it has more customers than the other branches. Research customers' perspectives (Needs Analysis) Understand customers' different perspectives to make it easier to approach them. April 1 Approvals Approval Documents and the permission to proceed with our project. April 10 Preparation We will prepare all the resources needed for the campaign, such as: 1. Tables and Chairs for the brochures and employees. 2. Flyers and Roll-ups. 3. Screen to play a short video on the importance of eco-friendly bags. The video is prepared by the Design and Communication team. 4. Make the eco-friendly bags available for the campaign. 5. The venue chosen for the campaign is Lulu Hypermarket, Al Kuwaitat branch. 6. The Marketing Department will be responsible for the advertisements through social media, which is our primary mean for advertising in order to save costs. May 1 Contacting the Media Contact the reporters who are interested to cover the campaign. May 7 Implementation Organizing the campaign. May 21 Reporting Evaluate the undergone campaign, measure its success and report the outcomes to the top management. June 1 F. Impact Statement List the impact this project may have on existing systems or units. Potential Impact Systems / Units ImpactedProject Charter Project_Charter.doc rev. 4/4/2008 Page 5 of 9 Proud & Loyal Employees All employees at the organization, especially the ones who interact directly with customers, such as Customer Service Department or the employees working at the cashiers. Minimize the use of Plastic Bags The Production Department. Reduce Costs This will impact the whole organization positively, especially the Finance Department, where they will have increased income due to this impact. Earn Reputation for being an eco-friendly organization The whole company G. Roles and Responsibilities Describe the roles and responsibilities of project team members followed by the names and contact information for those filling the roles. The table below gives some generic descriptions. Modify, overwrite, and add to these examples to accurately describe the roles and responsibilities for this project. Sponsor: Provides overall direction on the project. Responsibilities include: approve the project charter and plan; secure resources for the project; confirm the project's goals and objectives; keep abreast of major project activities; make decisions on escalated issues; and assist in the resolution of roadblocks. Name Email / Phone Yusuff Ali, Chairman of Lulu Hypermarket [email protected] Saifee Rupawala, CEO of Lulu Hypermarket [email protected] Project Manager: Leads in the planning and development of the project; manages the project to scope. Responsibilities include: develop the project plan; identify project deliverables; identify risks and develop risk management plan; direct the project resources (team members); scope control and change management; oversee quality assurance of the project management process; maintain all documentation including the project plan; report and forecast project status; resolve conflicts within the project or between cross-functional teams; ensure that the project's product meets the business objectives; and communicate project status to stakeholders. Name Email / Phone Ameera Al Eissaee [email protected] Team Member: Works toward the deliverables of the project. Responsibilities include: understand the work to be completed; complete research, data gathering, analysis, and documentation as outlined in the project plan; inform the project manager of issues, scope changes, and risk and quality concerns; proactively communicate status; and manage expectations. Name Email / Phone Saba Al Kuori [email protected] Hamda Abdulla [email protected] Charter Project_Charter.doc rev. 4/4/2008 Page 6 of 9 Customer: The person or department requesting the deliverable. Responsibilities include: partner with the sponsor or project manager to create the Project Charter; partner with the project manager to manage the project including the timeline, work plan, testing, resources, training, and documentation of procedures; work with the project team to identify the technical approach to be used and the deliverables to be furnished at the completion of the project; provide a clear definition of the business objective; sign-off on project deliverables; take ownership of the developed process and software. Name Email / Phone Marketing Department in Lulu Hypermarket [email protected] Subject Matter Expert: Provides expertise on a specific subject. Responsibilities include: maintain up-to-date experience and knowledge on the subject matter; and provide advice on what is critical to the performance of a project task and what is nice-to-know. Name Email / Phone Hanan Al Rayes [email protected] H. Resources Identify the initial funding, personnel, and other resources committed to this project by the project sponsor. Resource Constraints Project Budget Our budget for the campaign is AED 100,000. The constraint we may face here is overestimating or underestimating the budget because it is the first time we carry out this type of campaign. The budget is for the whole campaign including the following: 1. Training sessions 2. Graphic Designs 3. Materials, such as flyers and roll-up 4. Character Costumes 5. Survey application for the needs analysis 6. Chairs and Tables 7. Risk Management 8. Webpage Design 9. Incentives to the team involved in the campaign Materials Materials such as flyers, roll-up, eco-friendly bags, furniture (chairs, tables). The constraint here is thatProject Charter Project_Charter.doc rev. 4/4/2008 Page 7 of 9 we may run out of flyers, brochures and ecofriendly bags; therefore, we will print out half the amount and keep them as a back up. Manpower New employees with little experience in organizing campaigns. For this we need experienced employees to work with them and support them with their knowledge and experience. In addition to that, there will be some training sessions for them to enhance their knowledge and skills. Venue Customers may not notice the place of the campaign to the crowd; therefore, we decided to arrange our campaign in the main entrance of the hypermarket. Media Some people do not prefer written media, such as newspapers and magazines. Therefore, to overcome this constraint, we decided to focus on social media to advertise for the campaign. I. Project Risks Identify the high-level project risks and the strategies to mitigate them. Risk Mitigation Strategy Overestimate / Underestimate of Budget We will assign 20% from the budget to the contingency plan, where we can cover up the expenses if we went overbroad with the budget. This will also cover the materials needed, incentives and risk management plan that may be applied in case of facing any risks. We know that we have an amount as a backup. Unanticipated risks that may consume our time Some unanticipated risks such as, technical errors during the survey or designing the video, may cause the campaign to be delayed, which will cost us both time and money. We will work hard to finish our tasks before the due date, where we have extra time for any changes or delays that may occur. In addition, we have a rate for the contingency plan that can support us to overcome this issue. Unresponsive Customers who are We will explain our contribution in saving the environmentProject Charter Project_Charter.doc rev. 4/4/2008 Page 8 of 9 unwilling to pay attention to the campaign. and allocate a percentage of the eco-bags sales to environment protection institutions as well as providing our customers the right to exchange their bags for the first 3 months in case they are ruined from usage. Another way to attract these customers is to promote for the eco-friendly bags in a creative way. For example, 2 of the salespersons may wear characters' costumes (e.g. bear costume) to attract their attention. Children, in particular, will be attracted to theses characters and will encourage their parents to approach us, which is our main target. Loss of (loyal) Customers who are unwilling to adapt to the concept and pay for the bags.  Make a "Buy 1 and get 1 free" offer for a limited time only for Lulu Membership cardholders.  Exchange an old bag with a new one, where the old bag would be recycled and used again. J. Success Measurements Identify metric and target you are trying to achieve as a result of this project. For example, overall cost savings of $50K or reduce processing time by 25 percent.  Reduce the use of plastic bags by at least 25 percent; hence reduce the production of plastic bags by the same percentage.  Measure the number of eco-friendly bags sold during and after the campaign. Selling at least 700 bags during first month is a good measure to start with. K. Signatures The signatures of the people below document approval of the formal Project Charter. The project manager is empowered by this charter to proceed with the project as outlined in the charter. Customer: Name Signature Date Marketing Department Hamda 24.Nov.2016 Project Sponsors: Name Signature Date Yusuff Ali, Chairman of Lulu Hypermarket Yusuff 29.Nov. 2016Project Charter Project_Charter.doc rev. 4/4/2008 Page 9 of 9 Saifee Rupawala, CEO of Lulu Hypermarket Saifee 29.Nov.2016 Project Manager: Name Signature Date Ameera Al Eissaee Ameera 3.Dec.2016 The IT Manager (2016). The Project Charter. Retrieved from http://itmgr.org/projectmanagement/the-project-charter/