1. Agency Outreach Events
Project Charter Document
Project Name: Agency Outreach Events
Department: COMPANY Public Affairs
Focus Area: Public Affairs
Product/Process: Enhancement of the Outreach Events application to make it
accessible to all COMPANY Centers
Prepared By
Document Owner(s) Project/Organization Role
Timothy Cochran Project Manager / PACEIII
Project Charter Version Control
Version Date Author Change Description
1.0 11/12/12 Timothy Cochran Document created
1.1 12/21/12 Timothy Cochran Update milestones based on estimate
1.2 01/03/13 Timothy Cochran Updated signature page
Updated project approach details
2.0 01/09/13 Timothy Cochran Added budget estimate
Updated Table of Contents
3.0 02/01/13 Timothy Cochran Updated budget table, risk table, removed un-
needed sections.

2. Agency Outreach Events
Project Charter
Confidential Page 2 11/6/2015
TABLE OF CONTENTS
1 PROJECT CHARTER PURPOSE........................................................................................... 3
2 PROJECT EXECUTIVE SUMMARY....................................................................................... 3
3 PROJECT OVERVIEW............................................................................................................ 3
4 PROJECT SCOPE................................................................................................................... 3
4.1 Goals and Objectives.................................................................................................. 3
4.2 Departmental Statements of Work (SOW).................................................................. 4
4.3 Project Deliverables .................................................................................................... 4
4.4 Project Estimated Costs & Duration............................................................................ 4
5 PROJECT CONDITIONS ........................................................................................................ 5
5.1 Project Assumptions ................................................................................................... 5
5.2 Project Risks ............................................................................................................... 6
5.3 Project Constraints...................................................................................................... 6
6 PROJECT STRUCTURE APPROACH ................................................................................... 6
7 PROJECT TEAM ORGANIZATION PLANS........................................................................... 7
8 APPROVALS........................................................................................................................... 7

3. Agency Outreach Events
Project Charter
Confidential Page 3 11/6/2015
1 PROJECT CHARTER PURPOSE
The Company’s Community and Media Relations Office conducts one of the agency's most
ambitious outreach programs geared toward engaging a public audience with the Company’s
story. The Outreach Events web application provides administrative functions that organize the
scheduling of events, assignment of staffers to events, assignment of exhibit assets to events,
and staffing volunteer sign-up functionality. Other Company Public Affairs offices are interested
in using this tool; therefore, the software is being enhanced to allow for Agency wide access. It
will include support for two types of multiple center and individual center events, report
generation, staffer sign-up & management, event calendars, and administrative tools.
2 PROJECT EXECUTIVE SUMMARY
 Make Outreach Events accessible across all Company centers in the continental US.
 Modify the existing application for multi-center use.
 Support Loan and Contract Task Events, Share events and assets with multiple
centers.
 Application development work to be performed by PACE III developers at the Company
 Risks – Highest risk is budget shortfall. Mitigation possible with Code V support.
 Costs – Estimated at $44K. Funding available is $30K.
 Application development timeline: January – June 2013
3 PROJECT OVERVIEW
Enhance the Outreach Events application by adding multi-center collaboration functionality
so that Company regional centers in the continental United States can coordinate their
efforts to staff public events and Company display assets.
4 PROJECT SCOPE
4.1 Goals and Objectives
Goals Objectives
Gather business
requirements on the
operation of the site
application for the
Agency
1. Establish a budget.
2. Identify stakeholders at all centers with authority to
request requirements.
3. Establish meetings and document stakeholder
requirements from all Centers.
Develop an estimate
proposal based upon the
1. Project Manager, Project Team and the Development
team reviews the customer requirements and estimates

4. Agency Outreach Events
Project Charter
Confidential Page 4 11/6/2015
customer requirements. the labor required.
2. The customer agrees with the estimate proposal and
signs-off on the project plan.
Execution and Delivery 1. Finalize plan, cost, schedule and scope; and receive
approval to proceed.
2. The product is produced and delivered for Beta-testing
and finally elevated to production
4.2 Departmental Statements of Work (SOW)
Departmental SOW Owner/Prime Due Date/Sequence
Gather requirements and
consensus from Centers
Deliver project estimate for
LOE, budget, and schedule.
Execute project plan to
enhance the Outreach Events
application.
4.3 Project Deliverables
Milestone Deliverable
1. Project Plan  Charter & Plan
 Final Requirements
 Budget and Schedule Estimates
 Project Kick-off Meeting
2. Beta Test Version  Beta Test version elevated in Test environment
 Customer tester Kick-off meeting & training
3. Production Version  Final version elevated to Production environment
 Customer acceptance signed
 User training for broad audience
4.4 Project Estimated Costs & Duration
Project
Milestone
Date
Estimate
Deliverable(s)
Included Confidence Level
Project Kick-
off
02/01/2013 Project Plan
Customer Agreement
High
Beta Version
of Agency
Outreach
05/31/2013 Beta Version App
Test Plan
High

5. Agency Outreach Events
Project Charter
Confidential Page 5 11/6/2015
Programming
start date
2/1/2013 Limited programming
until full budget
approved
High
Production
Deployment
06/30/2013 App in Production
Training Materials
High
Application Development Tasks Estimated Hours
Environment Section 24
Event Request Section 24
Coordinator Section 390
Staffing Nomination 15
Test and Train
Testing Pre-Beta Customer Testing 22
Training [WebEx training approximately 4-5 times (2 hours each) 4
Implement, Document, PM
Document 0
Implementing into Production 18
Meetings 8
Project Coordination 15
Total 520
Blended Rate $ 85.00
Total $ 44,200.00
5 PROJECT CONDITIONS
5.1 Project Assumptions
 All work performed on this application will be executed by PACE developers at the
Company, Cleveland, OH
 Changes requested by the customer will need to be assessed by the project team to
determine the effect on the project scope, budget, or schedule, and project parameters
must be re-negotiated with the customer to allow the project team to complete the
project within scope, budget, and schedule. These will be documented in the project
change log.
 The Project Sponsor will organize a group of people to execute a test plan during the
beta-testing phase per the plan.

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Project Charter
Confidential Page 6 11/6/2015
5.2 Project Risks
# Risk Area Likelihood Risk Owner Project Impact-Mitigation Plan
1 Lack of Center
Participation
Low Sponsor Sponsor will engage with
colleagues at each Company
Center
2 Customer
Testing
Medium Sponsor Low participation delay production
deployment. Give them test plan.
3 Budget High Sponsor Limited budget may require a
reduction in scope or phased
development. Company Project
Monitor will work with Code V
management to mitigate budget
shortfall.
4 PCAT High Sponsor Data owner must complete the
PCAT before final deployment is
permitted. Code V will guide the
sponsor through the process.
5 Test
environment
currently not
accessible to
Company
Centers other
than GRC
Low Project
Manager
PACE technical staff has
addressed this issue. Test
participants from other centers will
have access to the Test
environment.
5.3 Project Constraints
 Funding defined as $30,000. Budget is greater than $40,000. The funding gap needs
to be addressed, and Code V management will be asked to consider assisting the
project due to Agency visibility. If this is not acceptable, an alternate method will need
to be found or it may not be possible to complete the development.
 Production system due in June, 2013.
6 Project Structure Approach
The project manager will track progress against the plan. The primary developer will build
the software application as defined in the requirements and consult with the customer as
required. The developer will directly support user inquiries while in the Beta Test phase,
otherwise, other members of the project team will provide documentation, training
development, and administrative support.
 Application developer[s] will build new features based upon the final requirements
defined by the customer in collaborative meetings with the development staff and other
stakeholders.

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Project Charter
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 The project manager will track activity with the primary goal of delivering products on or
before the defined milestones, while keeping the project within scope, schedule, and
budget.
 The project monitor will interface with the customer and the project team
7 Project Team Organization Plans
Project Team Role Project Team Member(s) Responsibilities
Project Sponsor /
Customer
David DeFelice Application owner at GRC
COMPANY Project
Monitor
Richard Kurak Contractual Interface
PACE Project Manager Tim Cochran Manage project execution
Lead Programmer Nancy Koehler Application programmer
Programming Consultant Mark Roberts Application programmer
Analyst Melissa McCarty Documentation Consultant
Code V Representative Shanton Bland Mission Specialist
8 APPROVALS
Prepared by __________________________________
Project Manager
Timothy Cochran
Approved by __________________________________
Project Sponsor
__________________________________
COMPANY Project Monitor