PPMP20008: Initiating and Planning Projects Project Charter Lecturer: Rashid-ul Islam Tutor: Rashid-ul Islam Prepared by: Mohammed Rizwan Ahmed Project Charter Project Name: E-Procurement software System Approval Date: Project Manager: Mohammed Rizwan Ahmed Sponsor: Museum Victoria Project Artefacts: The art fact of is to provide E-procurement system in Museum Vicoria Project Number: 85479 Project Background: Some of the strategies are key for Museum Victoria such as Digital Transformation, organizational flexibility, Deepening Connections, expertise collection and investigate of knowledge and Cultural capital of Victoria’s Building should be gratified by tender. Project approved when it completes E-Procurement five main phases: Phase 1 – Project Initiation Phase 2 – Requirement and Process Design Phase 3 - Evaluation and Selection Phase 4 - Implementation Phase 5 – Post Implementation Project Purpose: Each and every project has some basic purpose however in IT continuously work on saving time and cost. As In this project the reason is manual system or paper-Based system, were receiving good and services, matching invoices to requisition, tracking of commitments is insufficient, delays in obtaining signature, different venues etc. will paid by account payable. The main issue is loss of documents will be disappointed and no tracking system. Justification: The main purpose to understand the project and spend as per requirement, lacking of issues will need some justification to overcome from it hence, most of the organizations try to find foundation for their company as its stated. The implementation of new tracking system through procurement method, item order and purchase as per request. Straight created the financial audit and reveal fund accordingly and each transaction should be re-check and approved. Everything need to be under the internal probity Advisor provide advices to the project team and tender evaluation planer as per probity essentials. As discuss above the objectives are to follow the steps process. The project governance show the project advisor need to assist the team members. Communication plan and change management plan are responsible for project manager and it should done as per life process. The first term is for five year agreement or the other dates as agreed. Project Objectives and related success criteria: The important objective is to supply an E-procurement system to Museum Victoria. In the system many architecture and technology used as VSphere and ESXi software for virtualization purpose, it also handling two datacenter and using windows 2012R2 server and windows 7 client systems, commvalut v10 for backup, IIS webserver and Exchange server for emailing. Security is highly maintaining the password are stored in database not in filesystem. Using client secure communication rules between client, server and database for compilation with data standards security. If any data need to snip hacker have to target for sever instead of client system, but this security doesn’t allow it to access. In functional requirement as per GST 10% charged based on Australian policies. It has different GST type like GST free supply, purchase, not applicable and Exempt for international. The following fields are given as per required selected date, selected supplier, selected General ledger code, description of items, quantity of item, items rate, item GST rate, item GST type, calculated GST amount, Requisitioner name and available data to find. High Level Requirement: The Tenderer must describe the level of technical support that will be provided as part of the implementation process, hotline support should be provide by MV staff. Should deliver on-site consultant support during implementation. The product which are providing to customer should tenderer gives details to Museum Victoria officers, in such a way that officer should be proposed. Tenderer should indicate are: specific product that has been installed, when the project occurred and its scale, contacts who can be approached for reference purposes. Must identify the risks which occur during implementation of the project and the strategies as given that can be place to either soften, contain, compensate for or restore the project. Assumption and Constraints: Financial transaction should be handle between the financial system and procurement modules. The IT support should be provided such as Network/Desktop IT Support, GSD IT support and etc. The system should allow outside vendor and local bodies. Purchasing is made through worldwide using agencies. Implementation plan should allow the purchasing decision required necessaries for Long-term. This methods to application achieved on an incremental basis like include online biding and purchase collaboration. High Level project description and boundaries: The License all provided to the client should be registered, validate and unconditional to the Museums Victoria. The Products quality and suitable for intend purpose are warranted by tenderer and make sure it should be trade under severe rules and regulations. Should provide security, control policies, events security logging, types of object and resources. Tenderer should supply all policies and certifications or accreditations to MV project manager. Tenderer must reach their approaches for training their workforce in relation to the implementation of their installation. They should train sufficiently that they should have knowledge how to tackle the server and local clients and will provide additional training to support MV staff as they should update as regular basis, also with system support and training. High Level Risk: The Main risk factor is in the organizational setup requirements such as Funds, IT equipment’s, project implementation, training for purchasing staff. Impacts: Budget: Budget need to be check available raise according to requisition. Due to funds procurement requirement will be impact, unable to meet statutory condition and etc. IT Equipment: Should be software and hardware assembled such a way server and client support smoothly. Must be clearly configured. Project Implementation: Client goods and services be polarized in identical way. As outsourcing team should response in time. Training staff: For simple reasons user should know how to deal with IT support. They should raise a ticket so that IT team get back and resolve issue. Summary Milestone: Milestone is that the project which should complete in given specific time or deadline. The museum Victoria project is should complete in efficient time and with perfect organized this process is need to be complete with ICT platform, e-procurement system installed, Tested environment Established, user acceptance testing completed, user training guidance material and future responsibilities document and handed over to MV management. Budget Summary: Budget is to utilize in specific place where the organization required. If the funds waste in extra circular activities it gives less profit and does not make project achieve in future. Project tolerance: This project does not have any tolerance. Project Interface: To show the infrastructure so that 3rd party product should be interface with each other should be open Architecture for easily understanding. Stake Holder List: name Stake in Project Organization Director Corporate Services Executive of project. Appoints Museums Victoria Project Manager CEO CEO Delegation All of them need CEO Approval signature. Maree Shepherd Systems Accountant Report project progress to steering committee Successful Tenderer Tenderer Ensures that the required vendor support & resources are available Finance Officers Finance Officers Ensure that the General Ledger accounts to be charges are correct IT Delegations IT Delegations To provide IT products and authority to commit MV. Project Approval Requirements : name Authority of Project Sponser Facilities Delegation – Authority to purchase and expenditure for MV’s Legal Delegation Authority to give advice for expenditure Vehicles Delegation Authority to commits MV fleet, up to the designated limit and approve expenditure for the procurement of motor vehicles to Project Charter Approval Signature: Project Manger mohammed Rizwan Ahmed date DoIT / PCC Approval signature