Make corrections to these problem sets as provided in grading feedback from the Instructor. Ensure all inserted charts are legible. You will design this as an official document to be submitted to the Project Sponsor; so, ensure that it looks professional. You may add any additional sections, besides those listed, that you think would be beneficial to your overall product.

Running head: Project Charter for UC New Residency Proposal Project Charter for UC New Residency Proposal Group 4 Hari Krishna Paladugu Yash Rajendrakumar Patel Chaitanya Gangadhar Rao Polaki Bhayankaram Narasimha Anirudh Srinivas Prativadi Chowdhury Priyadarshi Samal Purna Sindujua Seemakurti Initiating the Project (BADM 634 – M20) Dr. Brian Houillion Mar 31, 2021 1 Project Charter for UC New Residency Proposal 2 1. Introduction The objective of the project charter is to implement a residency weekend at location Denver, CO for the University of the Cumberlands (UC). The Project charter helps in understanding and documenting the all required of the event and facilitates its accountability for choosing a new Denver, CO location. 2. Business Case The objective of this stakeholder is to implement a trial Residency Weekend to be held at a new location for the University of the Cumberlands (UC). The Residency Weekend will follow traditional hours for meetings: Friday 5pm – 10pm, Saturday 8am – 7:30pm and Sunday 8am – 1pm subsiding COVID-19 pandemic. UC will improve residency for the students to support their academic progress and enhance the self-service access to meet the institutional enrollment and mandatory requirements. 3. Project Scope The scope of the project charter includes implementation of the trial residency weekend at Denver, CO for UC in a satisfactory manner. A list of registered students, teachers and staff is to be implemented in a transparent and secured manner. A scope may includes but not limited to availability of resources such as facilities, class rooms, materials, instructors during the residency weekend, data with the students, travel and lodging implementation for the residency participants. Support to the participants will be provided during the complete student life cycle during the residency weekend from recruitment, admission, enrollment, stay, financial aid, billing, availability of the material and grading. The project scope shall also includes inclusion of study material along with the arrangement of conference rooms in Denver to be completed in the defined time duration. Since the residency is to happen in the month of September, the arrangements need to be done by the early August. There is about 5 months to prepare for lodging, arranging the travel as per the security considerations along with the requisite approval from the steering committee. The arrangements at hotel need to be made for accommodation for the students and the teachers. Advance amount should be paid to confirm the booking. The approval from steering committee shall take 30 days time. Post that, the students’ consent form is required which will take approximately 45-60 days. The arrangement with hotel and all the negotiation process needs to be completed in the remaining 45-60 days. The travel arrangement for the staff members, students and teachers should be done. 4. Team operating principles On-time delivery: The team will work together to achieve the end goal of making sure that the arrangements for the residency weekend are completed on time. Focused Cost Optimization: The focus will be on making sure that the consent has been taken from all the students and the cost optimization has been done to ensure that the arrangements are done within the defined cost. Project Charter for UC New Residency Proposal 3 Steering committee meetings and Approvals: Governance team members will be engaged on a timely basis. Approval from steering committee is the first step post which parallel processes would be run to ensure that even if there is a delay, there is an additional time frame of 15-20 days for completion of the project on time. Regular meetings would be conducted on a timely basis to get update on the project and understand the areas of concern. 5. Stakeholders The trial residency weekend will be held between September 24, 2021 to September 26, 2021. Traditional meeting hours will be followed: Friday 5pm – 10pm, Saturday 8am – 7:30pm and Sunday 8am – 1pm. At Denver, CO for UC, an arrangement for 250 students, 9 instructors and 3 support staff will be held. Over the weekend, travel and stay arrangements will be completed as a part of the project. Internal Stakeholders Internal Stakeholders of the project includes students, teachers and staff members of the support team. Project team will be the part of the internal stakeholders and they will be directly impacted by the performance of the project. Students and teachers are the part of the team which will be directly influenced by the project performance during the trial residency week. Students will be following the academic rules and regulations in order to avoid duplicative entries and complete the process in a secured manner. Students will have to be present during the residency weekend from first day to the end day. Support team will impact the project in a manner that they will ensure correct data entries without fail. They will be responsible for the residency material needed at the time of the project. The internal stakeholders will be impacted by the project if there is a delay in the project. The internal stakeholders are the priority stakeholders throughout the project across all stages of the project. External Stakeholders External Stakeholders of the project includes airlines, hotel for the stay and spot where classes will be held. Project sponsors will be directly impacted by the project budget including travel, lodging and other expenses. They will be approving of the location of the residency based on the budget and recommendations made in the project. Project sponsor will impact the project in a greater manner. They will be approving of the residency locations based on the budget and services provided to their level of satisfaction. Airline managers and hotel in-charge are external stakeholders and will make sure that arrangements for travel and lodging are made in a satisfactory manner. They need to ensure that that required amenities are present during the residency weekend. External stakeholders do not play an important role in the beginning of the project but they play an important role in the end of the project during the execution stage of the project. Thus the importance of the external stakeholders increases during the execution stage of the project. The external stakeholders do not make any impact during the detailing stage of the project. 4 Project Charter for UC New Residency Proposal Internal Stakeholders Impacted by Project Progress 1. Project Sponsors 1. Local Food Providers 2. Project Managers 2. Local Accommodation providers 3. University Instructors 4. Students 5. Registration IT support team Impacted by Project Result External Stakeholders 3. Airlines providers 4. Local classroom facility providers 1. Students near by Residency location 1. Local Transportation agents 2. Faculty 2. Local Restaurants 3. University Residency availability 3. Local Accommodation Facilities i.e., hotels 4. University IT Support Team 4. Airlines ticketing agents 6. Front desk office staff 5. Local universities services providers for the weekend i.e., Conference rooms, Tables, facility services 6. Deliverables and Acceptance Criteria Key Deliverable Residency Facility Services Student Services Staff Travel arrangements Acceptance criteria Arrangements for 6 conference rooms or classrooms to accommodate 300 students, front desk facility, Internet, Projectors, Laptop power points, parking facilities are readily available Arrangements for online pre-registration, study materials, food facilities have to completed and assigned. The travel arrangements have been completed before the residency weekend within the defined budget i.e., flight arrangements, local hotel reservations, food, local transportation 5 Project Charter for UC New Residency Proposal 7. Risks & Risk Mitigation A risk in the project is that UC will be changing its documentation process in order to make it transparent which might take time in management of documents submitted by the participants. A mix of electronic and face to face activities will be held during the residency weekend which might require regular updates. Key resources at the time of need might not be available which can affect the residency process and thereby participants. Associates might not have adequate skills to perform the key functions. In order to mitigate the risk of the unavailability of the key resources, external stakeholders will be aligned to fill the resources in the time of need. Training will be given prior to the program to the associates so that they can very well understand and execute the project. Addition 2 staff members will be hired to fill the gap at the time of risks during the residency weekend. UC tech will be updated and existing hardware will be synchronized to function appropriately during the residency weekend. Risk Description Impact Deliverable(s) Probability Statement Pandemic may spread rapidly in the future It may be difficult to conduct the residency weekend The flight costs may go high at the last moment Approval may get delayed due to unavailability of members from steering committee Some students may back out owing to the pandemic Residency Facility Services Impact Score 5 4 20 Cost for Staff Travel staff travel arrangements increases rapidly 3 2 6 The Flights, Local hotel costs might end up increasing Residency Facility Services 2 4 8 Ending up paying more for facilities accomo- Residency Facility Services 2 3 6 Staff Travel arrangements Staff Travel arrangements Risk mitigation measures Analyze the situation month on month to understand the spread of the pandemic Flight arrangements being done with provision for cancellation without additional charges Ensure that there is enough time gap for getting the approval Get written consent from all students for the residency 6 Project Charter for UC New Residency Proposal Risk Description Impact Deliverable(s) Probability Statement -dating less students 8. WBS for the residency program WBS for Residency Program in a indented outline format 1. Residency Facility Services 1.1 Classrooms or Conference rooms 1.2 Front desk for student check in 1.3 Audio Visual equipment’s 1.4 Internet 1.5 Laptop charging points 1.6 Parking for student and staff 1.7 Cafeteria 2. Student services 2.1 Study materials 2.2 Online pre-registration 2.3 IT support for students 3. Staff Travel arrangements 3.1 Flight bookings 3.2 Hotel bookings 3.3 Airport transportation Impact Score Risk mitigation measures weekend 7 Running head: Project Charter for UC New Residency Proposal The above table and WBS outline of major work breakdown gives us a clear picture of the fair share of details. As the breakdown indicates the project can be grouped into 3 distinctive breakdown services covering the residency faculty services, student services and travel arrangements for staff. All the major and mini breakdowns depicts all the major needs for the residency program to happen. 9. RACI Chart WBS WORK PACKAGES & ACTIVITIES 0.0 UC New Residency Proposal Project 1.0 Residency Facility Services 1.1 Classroom or Conference rooms, Parking Facilities 1.2 Audio Visual Equipment 1.3 Internet RACI Chart Project Students Faculty University Sponsors Facility Providers Transportation Reservation Agents (Local & Flights) Project Manager C I I R A C I I R A C I I R A 8 Project Charter for UC New Residency Proposal 1.4 Cafeteria Services Student services Study materials C I I C I R A Online preregistration IT support for students Staff Travel arrangements I C R A C I R A 3.1 Flight Reservations I C R A 3.2 Hotel Reservations C I R A 3.3 Airport transportation C I R A 2.0 2.1 2.2 2.3 3.0 R A 10. Project Charter Budget Estimations Resources Needed Estimate Required Budget Marketing $5000 Resources and Working Hours Project Sponsor, 10 hours Staff members, 22 hours Justification towards Budget & Others Marketing is the major mandatory necessity for any business and the team and efforts that are to be placed by the team requires continues efforts to fulfill the project. Hence, an office space and conference rooms are required as a necessity. AV and Communication, $10,000 Staff members, 22 hours Communication plan and the requirement gathering is the utmost important thing for any project and that cannot be completed without resources and office spaces. More than 5-6 conference rooms are required for any kind of discussions. Residency Material, $4000 Focus Group Participants, 22 hours The planning and communication would be completed by the before steps and the 9 Project Charter for UC New Residency Proposal Teachers, 22 hours implementation part begins over here for which, training materials and costs are to be deducted for the participants and the groups and teachers that will be contributing their efforts. More than 20 conference rooms are required over here. The cost includes shipment of residency material from Kentucky main UC campus to Denver location. The shipment costs are taken from FedEX shipment calculator. Travel & Hotel Rooms, $8,000 Staff members, 22 hours Teachers would be travelling from different states to teach and continued sessions will be applied to them and the rest is a mandatory part in every body’s life. The hotel rooms are mandatory for most of the teachers that travel long hours to teach. The hotel rooms must be allocated in accordance with the budget. The costs are calculated from Priceline.com bundle prices Flights+Hotels Refreshments, $5000 Focus Group Participants, 3 meals for 3 days As the teachers are allocated with the hotel rooms, the other teachers who are not allocated with the hotel rooms must be supplied with refreshments. A few teachers that are not supplied with the hotel rooms due to their shorter distance are also needed to be provided with refreshments. The cost for refreshments calculated based on average costs of nearby chain restaurants. Total = $30,000 Total = 120 hours 5 Rooms 10 Project Charter for UC New Residency Proposal 11. Preliminary line-item Budget The estimated for the budget are based on average stay arrangements in Denver and the travel and food charges per meal based on average spend. This is then added up to determine the total budget. Thus a bottom up approach has been used for budgeting. Lodging Total Lodging Food person Night stay Average cost/ night 8 3 $ 150.00 $ 3,600.00 1 2 $ 150.00 $ 300.00 person Number of days Average cost/ Day Travel allowances 60.00 $ 1,920.00 1 3 $ 60.00 $ 180.00 $ 2,100.00 Total cost of $ 2,250.00 Avg round trip Flight person 9 person 250 Number of days Average cost/ Day Total Cost for Denver Location Total Travel allowances 8 4 $ 50.00 $ 1,600.00 1 3 $ 50.00 $ 150.00 $ 4,000.00 Average cost/ Day $ 2,000.00 Total facility cost $ 6,000.00 Average cost/ Day Total Travel allowances Number of days 3 Total Misc. expenses 3,900.00 4 $ Total Allowance Community college facility booking Miscellaneous expenses $ Total cost of Food 8 Total Food Flight Total cost of lodging person Number of days 8 4 $ 20.00 $ 640.00 1 3 $ 20.00 $ 60.00 $ 700.00 $ 16,700.00 Project Charter for UC New Residency Proposal 11 12. Constraints The main constraints in carrying out this project include the timeframe of meeting all the requirements and formulating ways through which such activities can be carried out. Some of the basic provisions that are also seen to be the main constraints in this case is the capital allocation. The project team will find it difficult to fund the activities taking place during this period and what is supposed to be done. Travelling through these various places will need effective capital allocation. Moving through Phoenix, Williamsburg, Raleigh, Cheyenne and Madison will need critical review and other forms of time and capital investments. 13. Assumptions        Trial residency weekend at Denver, CO for UC will be implemented successfully based on the following assumptions: Adequate staffing will be made available to the project to maximize the effectiveness and efficiency of the residency weekend. Designated staff for the project is crucial and will be made available in a time of need. Adequate funding will be available for the project in the timely manner in order to support the project. Residency material will be made available for the residency participants for deployment during class lectures and procedures. All hotel price projections are based upon the average nightly price of 4start rated hotels in Denver. All airfare is given is the lowest airfare populating in google.com/flight Hardware and software systems at UC will be available in working condition. 14. Site Selection The selected site is determined to be as Denver, CO. The main objective to select this place is to implement a residency weekend session in this location for the University of the Cumberlands that will require teachers and students to attend the weekend sessions for the residency hours. The main reasons for selecting this location is Denver is near to most of the cities and has the biggest airport. Major airlines like Frontier, SouthWest, Delta have their airport hub over in Denver which also costs cheaper ticket fares. Another major point that is to be considered is that the location of this city is closer to most of the highly populated areas, and this can be maintained easily. For the people who stay in Denver, to attend any university will cost much as there are many students that have to travel. 15. Conclusion In order to manage the risks and resolve any issues during residency weekend, participants’ entries and documents will be clearly defined and documented. Each issue will be clearly named and defined in order to prioritize the process of residency and log issues for future residency weekends. Project issues will be specifically referred to the project sponsor for resolution and make trial residency weekend a success. 12 Project Charter for UC New Residency Proposal 16. Approvals Signing constitutes applying an approval prior to issuance. This approval indicates that the approver has fully documents finds it adequate, complete and correct. Name Role Dr. Brian Houillion Business Sponsor Hari Krishna Paladugu Steering Committee Yash Rajendra kumar Patel Steering Committee Bhayankaram Narasimha Anirudh Support Team Srinivas Prativadi Chowdhury Priyadarshi Samal Steering Committee Purna Sindujua Seemakurti Support Team Chaitanya Gangadhar Rao Polaki Support Team Signature PROJECT CHARTER LITERATURE REVIEW Project Charter Literature Review Group 4 Hari Krishna Paladugu Yash Rajendrakumar Patel Chaitanya Gangadhar Rao Polaki Narasimha Anirudh Srinivas Prativadi Bhayankaram Chowdhury Priyadarshi Samal Purna Sinduja Seemakurti Initiating the Project (BADM 634 – M20) Dr. Brian Houillion Feb 7, 2021 1 PROJECT CHARTER LITERATURE REVIEW 2 Table of Contents Introduction ………………………………………………………………………………………………………………………………. 3 Importance of project charter in project management in Project Success …………………………………… 3 Project Charter Literature Review …………………………………………………………………………………………….. 4 Project Charter Definition ……………………………………………………………………………………………………… 4 Title ……………………………………………………………………………………………………………………………………. 4 Scope ……………………………………………… …
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