2
Team 2 Projecteers Charter for Project WBS
Brandon Rice, Daniela Bremnor, Djenabou Diallo, Mario Martin, & Maureen Johnson
IFSM 438
University of Maryland Global Campus
31 January 2023
Executive Summary
The purpose of this document is to outline a proposed IT system to enhance business operations at Mama’s Bakery and Sandwich Shoppe in Alexandria, Virginia. The ideal IT framework will be used to conduct point-of-sale, inventory, bookkeeping, accounting, business networking, and host a website so that customers may place orders in advance using debit/credit cards. The framework will also need to be modern, have a customer-friendly UI, and support 3rd party apps for pickup and delivery orders. Mama Mia currently has a 100,000$ budget for the IT system.
Project Scope
The mission of this project is to plan, design, and implement a modernized IT system for Mama’s Bakery and Sandwich Shoppe. The implementation of this IT system will modernize the bakery by allowing digitalization of all employee records, inventory, and transactions. This system will also streamline business practices and enable online purchasing and third-party compatibility through apps such as Uber Eats and Door Dash. A website for the bakery will also be established to help with marketing and allow customers to view the menu from home. Electronic registers will also be added to the shop to allow customers to purchase via credit/debit card and NFC. Lastly, a windows PC will be setup in the management office to allow Mama Mia a workstation to conduct inventory, pay rolls, scheduling, and other managerial duties. This PC will also allow her to have a direct form of communication to her suppliers (the health department) and other business associates. Next to this PC, a router will be installed and enabled via the local Comcast services.
Excluded from this particular scope will be all furniture upgrades to the establishment, as well as the hiring of new employees. The addition of bakery items and other menu expansions will also be excluded from the scope of this project. This project will focus entirely on the IT aspect of the upgrade.
Project Estimates
Even though the entire shop upgrade is scheduled to be complete in 6 months, the IT portion will likely be complete in 4. The following chart illustrates the deliverables, an estimated cost of that deliverable, and a rough estimate of their forecasted completion dates:
|
Deliverable |
Cost |
Date |
|
Router Installation |
250$ |
FEB 2024 |
|
Lan Installation |
6,000$ |
Feb 2024 |
|
Comcast Wi-Fi |
300$/month |
FEB 2024 |
|
Records/Payroll System Installation |
250$ |
FEB 2024 |
|
Inventory System Installation |
250$ |
FEB 2024 |
|
Electronic Register Installation |
2,400$ |
March 2024 |
|
Electronic Transaction Tracker |
250$ |
March 2024 |
|
Bakery Website |
5,000$ |
April 2024 |
|
Online Ordering/3rd Party Optimization |
300$ |
April 2024 |
|
Testing/Troubleshooting Issues |
N/A |
May/June 2024 |
|
Labor |
25,000$ |
N/A |
As previously mentioned, the IT project is currently being funded by Mama Mia with a 100,000$ budget. As shown in the above chart, the estimate cost of this project will be between 40,000$-50,000$. This will give Mama Mia the ideal IT system for less than half of the estimated price.
Primary Stakeholder(s)
Mama Mia is the primary stakeholder for this project as she is the one funding the project and outlining the system requirements. Other stakeholders would include the customers and employees, as they will be the ones who frequently use the system.
Project Team
The following chart describes the role each team member will fulfill in respects to this IT project:
|
Name |
Role |
|
Brandon |
IT manager – Will ensure team members have a detailed understanding of their role in this project and the tasks they are responsible for. Will also provide suspense dates and notify team members of any issues or changes to the project. Will be the liaison between Mama Mia and the team members. |
|
Donatello |
Connectivity – Will work alongside Comcast technician(s) to ensure a router is properly installed and that a functioning LAN is provided. Will setup Wi-Fi and PC. |
|
Michelangelo |
Financial Systems – Will setup both electronic registers and ensure NFC and other functions are online. Will also download and setup inventory and transaction tracking software on PC. |
|
Leonardo |
Security Expert – Will make sure Wi-Fi, LAN, PC, and website are secure. Will brief Mama Mia and other employees on the importance of cybersecurity and ensure all important aspects of the IT system have a secure password. |
|
Rafael |
Web developer – Will focus on the creation and development of the Mama Mia website. Will deliver the perfect website and identify and troubleshoot bugs. |
|
Splinter |
3rd Party Optimization – Will work on optimizing the Mama Mia restaurant with 3rd party apps such as Door Dash and Uber Eats. Will ensure correct menu items are incorporated and that the IT system notifies the shop of orders placed online. |
Project Constraints and Assumptions
The main constraint for this project is that it must be completed within 6-months and that it consists of a 100,000$ budget. The assumption for this project is that all team members will be available for the entire project as well as the assumption that they will complete their portion of the project by the given suspense date. We can also assume that Mama Mia will not make any changes to the IT system requirements prior to the project completion date.
Preliminary Risk Statement
The first potential risk is that one or more team members may not be available for the entirety of their role within the project or lack the skills to complete their portion. This risk can be mitigated by consulting the member in the initial planning phase and verifying they are confident they can perform the task and will be around for the entire project. Also, having other qualified technicians who can step up the job as a backup is another mitigation technique.
Another potential risk is to the successful completion of this project is scope creep. This can also be mitigated in the initial planning phase by communicating with Mama Mia the issues of scope creep and getting a direct end goal of the desired IT system. Communication with the rest of the project team members is also beneficial so that any projected potential issues don’t come as a surprise, increasing the scope.
Preliminary Communication Plan
Each member of the IT team will communicate daily via Microsoft Teams group chat. Each member will be required to submit a small bi-weekly WAR (weekly activity report) stating the progress they made throughout the past 2 week, outlining any milestones or roadblocks. At the end of the 2-week period, the IT manager will review the bi-weekly WARs and provide these updates to Mama Mia. Each team member will be available on Microsoft Teams daily so that they can communicate any updates and collaborate ideas as needed.
Change Threshold
A new project charter would be required if requirements are modified to cause the project to exceed the 6-month timeframe, 100,000$ budget, or require more manpower. With this IT project projected to cost approximately half of the 100,000$ budget, it is highly unlikely that a price threshold will be exceeded. Also, this project is carefully planned out to only require 4 out of the 6 months given. However, in the unlikely event that the scope of this project drastically increases, a new project charter will be drafted.
Definition of Project Complete
The project will be defined as complete upon completion of all the deliverables previously stated, and a confirmation of customer satisfaction with the end product. A functional router, functional LAN, Wi-Fi, records and payroll system, inventory system, electronic register, quality website, and optimization with third party delivery apps are all defined deliverables. Once Mama Mia is satisfied with these deliverables, this project will be complete.
Signatures
Date:
Date:
Sources
· McKeever, C. (2006). The project charter–blueprint for success. CrossTalk: The Journal of Defense Software Engineering, 19(1), 6-9.
· University of Maryland Global Campus. (2022). 4. Framework for Project Management. https://leocontent.umgc.edu/. Retrieved January 23, 2023, from
