1. Middlesex School
Project Charter and Plan Document
Project Name:
Sage Millennium Upgrade
Department:
Alumni and Development Office
Prepared By
Document Owner(s)
Project/Organization Role
Ted Van Patten
Project Manager/System Administrator
Joe Alford
IT Director (Reviewer)
Project Charter Version Control
Version
Date
Author
Change Description
.1
02/17/12
Ted Van Patten
Initial Draft sent to Joe and Matt
1
02/21/12
Joe Alford
 None – Verbal Acceptance
1.1
02/21/12
Matt Crozier
 None – Verbal Acceptance
1.2
03/05/12
Ted Van Patten
 Added 2 module reviews for On-line
Alumni Directory and On-line credit card
processing.
Confidential
Project Charter and Plan Document for Millennium Upgrade.2
Last printed on 9/6/2013 1:12:00 PM

2. Project Charter
TABLE OF CONTENTS
1
PROJECT CHARTER PURPOSE ........................................................................................... 3
2
PROJECT EXECUTIVE SUMMARY ....................................................................................... 3
3
PROJECT OVERVIEW ............................................................................................................ 4
4
PROJECT SCOPE................................................................................................................... 4
4.1.1
Phase 1 – Project Discovery and Planning ................................................................. 4
4.1.2
Phase 2 – Current System Analysis and Clean up ..................................................... 5
4.1.3
Phase 3 – Test System Implementation and Testing ................................................. 5
4.1.4
Phase 4 – New Functionality Review ......................................................................... 5
4.1.5
Phase 5 – Training and Best Practices ....................................................................... 5
4.1.6
Phase 6 – Go-Live Production System and Cut over ................................................. 6
4.1.7
Phase 7 – Post Go-Live Optimization ......................................................................... 6
4.2
4.3
Organizational Impacts ............................................................................................... 7
4.4
Project Deliverables .................................................................................................... 7
4.5
5
Departmental Statements of Work (SOW) .................................................................. 6
Project Estimated Costs & Duration............................................................................ 8
PROJECT CONDITIONS ........................................................................................................ 8
5.1
Project Issues.............................................................................................................. 8
5.2
Project Risks ............................................................................................................... 8
5.3
Project Constraints ...................................................................................................... 9
6
PROJECT COMMUNICATION PLAN ..................................................................................... 9
7
PROJECT STRUCTURE APPROACH ................................................................................... 9
8
PROJECT TEAM ORGANIZATION PLANS ........................................................................... 9
9
PROJECT REFERENCES .................................................................................................... 10
APPROVALS ................................................................................................................................ 10
Confidential
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3. Project Charter
1
PROJECT CHARTER PURPOSE
The project charter defines the scope, objectives, and overall approach for the work to be
completed. It is a critical element for initiating, planning, executing, controlling, and
assessing the project. It should be the single point of reference on the project for project
goals and objectives, scope, organization, estimates, work plan, and budget. In addition, it
serves as a contract between the Project Team and the Project Sponsors, stating what will
be delivered according to the budget, time constraints, risks, resources, and standards
agreed upon for the project.
2
PROJECT EXECUTIVE SUMMARY

Project Goals
o
o
Update Server infrastructure to Millennium Specifications
o
Update Workstations (where necessary) to Millennium Specifications
o
Evaluate the new and updated functionality in the newest version for return of
investments if additional licensing fees are required
o
Clean up current data tables for upgrade to provide a clean conversion of data
into new system
o
Clean up current reporting environment to provide a clean conversion of reports
into the new system
o

Upgrade the Current Sage Millennium fundraising software from version 7.7 to
version 7.9 Service Pack 2 (SP2) by the end of the Fiscal Year closure or July
15, 2012.
Users will be proficient in new system prior to Go-Live
Objectives
o
o
Install updated software utilizing utilities provided by Sage and validate data
conversion and using Sage’s Case tracking system for any issues.
o
Update workstations, where needed, to accommodate new software functionality
according to the Millennium specifications provided. Evaluate each workstation
and work with IT desktop services to validate each user’s computers and
software.
o
Audit, Clean up and fix known issues in current version of Millennium, this
includes data and reporting. Through interviews and a tracking system, gather
and analyze each known issue and research solutions prior to Go-Live.
o
System Administrator will plan and work with users regarding the updated
functionality and new modules to evaluate whether the new function will be a
good return of investment through demos and feature-function-benefit (FFB)
approach.
o
Confidential
Install updated Server Infrastructure with updated Hardware and Software to
meet the Millennium specifications. Sage documentation is provided.
Train users with customized training based on their roles and responsibilities.
Using the train-the-trainer approach, the System Administrator will provide all
training materials and train all users. The trainer will also work with each user
group to schedule appropriate training that will be minimal interruption to their
work loads.
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4. Project Charter
o
3
The Project Manager will utilize communication tools to keep users and stake
holders updated on progress of project.
PROJECT OVERVIEW
Software and hardware are ever evolving and new functionality is constantly being added
to applications to make them more efficient and functional, this requires systems to be
upgraded on a consistent basis. The Sage Millennium Software used by the Development
Office to maintain Alumni, Parents, Friends, and Associated Business and Foundations for
biographical, giving, and other information is several updates behind. The current version
is 7.7. The missed upgrades are 7.7 (SP 1), 7.8 (SP1 thru 4), 7.9 (SP 1&2). In order to
get from 7.7 to 7.9, the system must be updated to 7.8 and then to 7.9.
The current status of the upgrade is that it has “stalled.” There has been an assessment
done by the Business Office and the IT Department and have contracted with Ted Van
Patten to complete the project. Most of the infrastructure work has been completed up to
7.9 SP1, but not validated by end users or System Administrator.
It is the expectation that the new system will be online at the end of Fiscal Year 2012 or
July 15, 2012. This should give enough time for cleaning up current version, testing and
training and have the least impact on work flow.
Ted Van Patten will serve as project lead, system administrator, trainer, and also support
current system during project time line.
4
PROJECT SCOPE
Included in the scope of this project is limited to the support of current system, the
implementation of upgraded system, the audit of current reporting, tracking and fixes all
users concerns and issues, training all the end users, updating process work flow where
needed and testing and validating all phases of project. This will be accomplished in the
following Phases, many of which overlap, complete work break down structure (WBS)
tasks saved as an Excel Spreadsheet:
Phase 1 – Project Discovery and Planning
Phase 2 – Current System Analysis and Clean Up
Phase 3 – Test System implementation and Testing
Phase 4 – New Functionality Review
Phase 5 – Training and Best Practices
Phase 6 – Go-Live Production System and Cut over
Phase 7 – Post Go-Live Optimization
4.1.1
Phase 1 – Project Discovery and Planning
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
Confidential
Contracts and budget items finalized
Interviews with stake holders on expectations and roles
Review of current statuses and documentations
Vendor contacts established
Create a project charter plan and communication plan
Project Manager access to all applicable systems
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5. Project Charter

4.1.2
Phase 2 – Current System Analysis and Clean up

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





4.1.3
Step by step review of new server and software install to validate install
Current test system is 7.9 with SP1 needs to be SP2
Test system will also be used as training environment
Establish Security Matrix
Test each user role access
Create user case scripts to check each process module
Evaluate any changes to current data entry processes
Test reporting mechanisms and process
Evaluate any changes to current reporting processes
Move or recreate any customization html or data views
Review of Known issues in 7.9.2 and evaluate impact on process workflows
Phase 4 – New Functionality Review








4.1.5
Project Kick-Off Meeting with all users
Establish a issues log mechanism and process
Create top priorities issue process w/ stake holders
Meet with infrastructure team to review any issues
Meet with individuals and departments to review any issues
Analyze and Audit current report library
Analyze and Audit current data tables
Analyze and Audit any customizations
Phase 3 – Test System Implementation and Testing

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
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

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



4.1.4
Establish a project space for all users effected by change
Visual Analyzer
o Plan demo, FFB and ROI with key stakeholders
Idea
o Plan demo, FFB and ROI with key stakeholders
Summaries
o Plan demo, FFB and ROI with key stakeholders
Outlook integration
o Mx not using MS Outlook investigate usability
Interfaces
o ADE – Advanced Data Examiner
o Business Office Accounting
o Evertrue – Alumni Directory
o My Back Pack – Parents
o Constant Contact – Alumni Email
o Wealth Engine – Wealth Screening
Audit Log
o Plan demo, FFB and ROI with key stakeholders
Alumni On-line Directory
On-line integrated payment processing.
Phase 5 – Training and Best Practices



Confidential
Train the trainer approach – Ted Van Patten will train himself and where needed will
contact Sage Millennium resources
Training will also include a process and procedure review, which will be adjusted if
necessary to accommodate changes in the software.
Basic View Training for all users in presentation format
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6. Project Charter
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


Gift Entry Training and Process Review
Biographical Entry Training and Process Review
Event Entry Training and Process Review
Prospect Management Training and Process Review
Stewardship Training and Process Review
End User Reporting Training and Process Review
Phase 6 – Go-Live Production System and Cut over
4.1.6

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




Phase 7 – Post Go-Live Optimization
4.1.7

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




4.2
Production Environment Created and Tested
Data Entry Freeze
Data migration refresh
Data Validation
Report Validation
Test all functionality
Cut Over
System Validation
Post Go-Live Process Review
Fixes to missed conversion data
Fixes to missed reporting data
Known issues review with software
Continued Issues log
Change management
New processes instituted
Departmental Statements of Work (SOW)
Departmental SOW
Owner/Prime
Due Date/Sequence
Approved Expenditures,
Contracts and Agreements
Business Office / Matt Crozier
and Terry Cunningham
02/20/12 - 1
Vendor, licensing, hardware,
and software and infrastructure
maintenance
Information Technology Office /
Joe Alford
02/20/12 - 2
Test Environment Server
Installation
IT Office / Joe Alford &
Infranet/James Stoffel
03/15/12 - 3
Test Environment Software
implementation and Testing
IT Office / Joe Alford &
Contractor/Ted Van Patten
Infranet/James Stoffel
03/15/12 - 4
Reporting Issues, Audit and
Testing
IT Office / Joe Alford &
Contractor/Ted Van Patten
05/15/12 - 5
Data Issues, Audit and Testing
IT Office / Joe Alford &
Contractor/Ted Van Patten
05/15/12 - 6
Training, Process and Workflow
IT Office / Joe Alford &
Contractor/Ted Van Patten
06/01/12 -7
Production Environment Server
Installation
IT Office / Joe Alford &
Infranet/James Stoffel
07/01/12 - 8
Production Environment
IT Office / Joe Alford &
07/15/12 - 9
Confidential
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7. Project Charter
Software implementation and
Testing
4.3
Contractor/Ted Van Patten
Infranet/James Stoffel
Organizational Impacts
Organization
Development Office
HIGH
Technology Office
MEDIUM
Business Office
MEDIUM
Heads Office
4.4
Impact to and Participation of Organization
LOW
Project Deliverables
Milestone
Deliverable
Phase 1 – Project Discovery
and Planning



Project Charter Plan completed
Communication Plan completed
Project Manager and System Administrator
workstation and access completed
Phase 2 – Current System
Analysis Clean Up



Audit Reporting completed
Audit Data completed
Discovery and Issue Tracking completed
Phase 3 –Test System
implementation and Testing



Infrastructure and Test environment validated
Test system updated to 7.9 SP2
Security Matrix completed
Phase 4 – New Functionality
Review



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

Visual Analyzer - usage decision made
Idea - usage decision made
Summaries - usage decision made
Outlook integration - usage decision made
ADE – Interfaces - usage decision made
Audit Log - usage decision made
Phase 5 – Training and Best
Practices Process &
Procedures



Train-the-Trainer self learning completed
End user training completed
Processes and Procedures review completed
Phase 6 – Go-Live Production
System and cut over

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
Production environment completed
Cut over plan completed
Go-Live completed
Phase 7 – Post Go-Live
Optimization

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
Post Go-Live Processing implemented
Post Go_Live issues resolved
Known Software issues disseminated to Users
Confidential
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8. Project Charter
4.5
Project Estimated Costs & Duration
The current contract with Ted Van Patten will be revisited June 15, 2012 based on outcomes of
deliverables. The Implementation part of project will end at Fiscal Year end, but optimization and
new functionality will continue through August. Financial and budget information kept in a
separate document in the Business Office.
5
PROJECT CONDITIONS
5.1
Project Issues
Project issues will be tracked in a separate MS Excel Spreadsheet for current issues and
requested new processes and reports using the following format.
Priority Criteria
1 − High-priority/critical-path issue; requires immediate follow-up and resolution.
2 − Medium-priority issue; requires follow-up before completion of next project milestone.
3 − Low-priority issue; to be resolved prior to project completion.
4 − Closed issue.
#
1
2
5.2
Date
Priority
Owner
Description
Status & Resolution
[mm/dd/yy]
[Issue 1
description]
[Status and Proposed or
Actual Resolution.]
[mm/dd/yy]
[Issue 2
description]
[Status and Proposed or
Actual Resolution.]
Project Risks
Risk
Owner
#
Risk Area
Likelihood
1
Personnel –
The loss of Ted
Van Patten
Low
Ted Van
Patten
Since many of the responsibilities
are being owned by Ted the loss
will greatly affect the project. The
mitigation would be to maintain the
sage contact information and make
sure that Ted documents well all
the steps and status of project.
2
Users
Availability
Medium
Heather
Parker
Since users will be performing their
regular duties during the project
time line scheduling time away from
their duties will be a challenge. The
mitigation would have to be to have
more individual or small group
meetings; this would be for training
and process assessments.
Confidential
Page 8
Project Impact-Mitigation Plan
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9. Project Charter
5.3
Project Constraints

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6
Limited funding
Limited Personnel
Project Communication Plan

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
7
Weekly Executive Project status meetings and documentation
Monthly All user communications through emails, presentations and meetings
All documentation for project will be available in Google space for all users
Project Structure Approach
Project structure and approach will be based on industry standards as defined and
referenced in PMI’s Project Management Body of Knowledge (PMBOK guide) Third
Edition.
8
Project Team Organization Plans
Project Team Role
Project Team Member(s)
Responsibilities
Project Manager
Ted Van Patten
Provides leadership and
overall direction for the
implementation, ensuring
adherence to the budget and
project milestones.
System Administrator
Ted Van Patten
Software deliverables,
validation, training and
complete process review
Project Sponsor
Joe Alford
Provides funding, senior
level support and overall
direction for the enterprisewide effort
Project Sponsor
Matt Crozier
Provides funding, senior
level support and overall
direction for the enterprisewide effort
Executive Sponsor
Heather Parker
Provides leadership and
overall direction to the
implementation project
Executive Sponsor
George Noble
Provides leadership and
overall direction to the
implementation project
Executive Sponsor
Terry Cunningham
Provides leadership and
Confidential
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10. Project Charter
overall direction to the
implementation project
Infrastructure
Server configuration and
support
Desktop Workstations
9
James Stoffel
Mike Fine
Desktop configurations and
support
PROJECT REFERENCES
Document
Description (all documents saved in Google Space)
Project Charter and Plan
This document
Work Break Down Structure
(WBS)
Complete task list for each deliverable broken down by
each step as an Excel Sheet
Executive Weekly Status
updates reports
Status reports saved as word documents on the weekly
status of project
Users Monthly
communication documents
All user communications
Training Materials
All Sage and custom training material
Issue Logs
All issue logs saved as an Excel Spreadsheet
System implementation and
configuration documents
Sage Millennium provided documentations and
Middlesex School documentations
Process documentation
Any change or new process or procedure document
APPROVALS
Prepared by
__________________________________
Project Manager – Ted Van Patten
Approved by
__________________________________
Project Sponsor – Joe Alford
__________________________________
Project Sponsor – Matt Crozier
__________________________________
Executive Sponsor – Terry Cunningham
__________________________________
Executive Sponsor – George Noble
__________________________________
Executive Sponsor – Heather Parker
Confidential
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11. Project Charter
Confidential
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