Charter TEMPLATE

SECTION A: BUSINESS NEED

This section to be completed by the Requestor and/or Business Owner in coordination with the ITS Service Owner

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WORK TYPE

Choose one of the following:

• Project (unique, temporary, sponsored endeavor with a specific beginning and end)

• Service (ongoing set of activities in support of a service offered by the organization)

PROJECT/SERVICE NAME

Provide name of project or service (see Project Naming Convention)

Project Name

Requestor: @namename

Date of Request: //date

Sponsor: @namename

ITS-SMT: @namename

Service: Service Name

Service Owner: @namename

Charter Status: STATUS

TIMELINE

Project Start Date: //date

Project Go-Live Date: //date

Project End Date: //date

PROJECT DESCRIPTION

Provide a high-level description of the project, what it aims to accomplish and general deliverables.

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BUSINESS CASE

Briefly outline why the project is needed and expected benefits for students, faculty, staff and/or the university community.

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CONSEQUENCES OF NOT GOING FORWARD

Describe the impact if this project is not done.  

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BENEFIT TYPE

What are the quantitative benefits or anticipated ROI of doing the project? Choose as many of the following as is appropriate:

• Cost Savings (Indicate approximate savings or how it will be derived)

• Cost Avoidance  (Indicate approximate cost avoidance or how it will be derived)

• Revenue Generation  (Indicate approximate revenue generation)

• Compliance; Cost of non-compliance  (Provide details on compliance policy)

URGENCY

What is the desired project completion date? Is this project deadline driven? Choose as many of the following as is appropriate:

• Low urgency (anytime in the next calendar year or later)

• Moderate urgency (within the year)

• Pressing (this quarter)

• Extremely urgent (this month, ASAP)

RISKS/DEPENDENCIES/ASSUMPTIONS/CONSTRAINTS

What can affect deliverables, success, and completion of the project? State any risks, dependent work, requirement or constraints.

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LEVEL OF BUSINESS IMPACT

Indicate the level of impact this project will have on UC San Diego. Choose as many of the following as is appropriate:

• Minimal impact (few individuals in one business unit)

• Medium impact (many individuals or multiple business units)

• Significant impact (many individuals and multiple business units, campus wide)

• Critical impact (university wide and/or system wide)

SPECIAL CONSIDERATIONS

State any special requirements or constraints should be stated. For example, if Federal regulations or University policy requires implementation by a certain date, this should be stated.

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SECTION B: ORGANIZATIONAL NEED

This section to be completed by the Requestor and ITS Service Owner in consultation with SMT as needed

RESOURCING

Solution Architect: @namename

Enterprise Architect: @namename

Project Manager: @namename

Organizational Change Management: @namename

APPROXIMATE PROJECT SIZE & EFFORT

Estimated overall size of project (in man-hours) considering density of labor. Choose one of the following:

• Small - 100 to 250 man-hours (weeks)

• Medium - 250 to 2000 man-hours (months)

• Large - 2,000 to 10,000 man-hours (year)

• X-Large - >10,000 man-hours (years)

RESOURCE/STAFFING IMPACT

Indicate the level of resourcing this project will require. Choose one of the following:

• Minimal resource impact (staff required to work on this project are known/available)

• Medium resource impact (some shared resources will be needed and requested on demand)

• Significant resource impact (unknown resourcing needs, resource contention, staff may need to be hired)

CONFIDENCE

Project experience or familiarity. Choose one of the following:

• Risky - Have never done this before. Will require research and new process and design solutions

• Low - Have an idea how to do the project but have never done it in previous projects

• Moderate - Have done parts of this type of project before but not the entire scope

• High - Are very familiar with this type of project, and will leverage previous designs and processes

PROJECT PRIORITY

Choose one of the following:

• Medium - Normal default priority, most projects start and finish with this priority

• High - government/campus mandate or priority requiring competing resources from across the organization 

FUNDING

Indicate the intended source of funding for both one-time development and acquisition costs and any on-going costs (for staff to maintain the system, and maintenance and/or upgrades of software and hardware).  Explain sustainability of the funding. Choose one of the following:

• NGN

• ESR

• Core

SECTION C: STRATEGIC ALIGNMENT

This section to be completed by the Requestor and ITS Service Owner in consultation with SMT as needed.

ITS GROUP(S)

Indicate the group that this project will be managed by. View list of ITS groups on Blink. Choose as many of the following as is appropriate:

• Academic Technology Services

• Business Technology Services

• Enterprise Architecture & Infrastructure

• IT Business Office

• Office of Information Assurance

• Process Management and Continuous Improvement

• Workplace Technology Services

• Non-ITS Affiliate

GOVERNANCE COMMITTEE(S)

Indicate the governance body that this project/service falls under. View governance committee descriptions on Blink. Note: If you don't see your governance committee on this list, it may be a subcommittee of one of these top IT Governance Committees. Please select the one that your committee falls within and indicate it in the Business Approval section below:

• IT Executive Governance Committee (ITEGC)

• Instructional Technology Committee (ITC)

• Enterprise Information Services Committee (EISC)

• Research Computing & Data Services Committee

• Data and Analytics Governance Committee (DAGC)

• Cybersecurity Governance Committee (CGC)

• Architecture Review Committee (ARC)

• None / Other: 

BUSINESS APPROVAL

This request has been approved by relevant Governance/Advisory Committee(s). Choose one of the following:

• Yes - Committee name and/or link: 

• No

VC AREA

Indicate the VC area(s) that this project/service falls under. View VC area links on Blink. Choose as many of the following as is appropriate:

• Chancellor's Office

• Academic Affairs

• Vice Chancellor and Chief Financial Officer (includes BFS, Budget, HDH, HR, ITS, OSI, Real Estate)

• Equity, Diversity and Inclusion

• Health Sciences (includes School of Medicine, Pharmacy)

• SIO, Marine Sciences

• Research Affairs

• Resource Management & Planning

• Student Affairs

• Health System

• Advancement

REQUIRES HEALTH COORDINATION

Indicate Yes if this project impact Health or requires Health coordination.

• Yes

• No

STRATEGIC ALIGNMENT

How is this project important to the university strategy? Indicate alignment with ITS strategic goals. Describe below:

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SECTION D: PROJECT MANAGEMENT

This section to be completed by the Requestor and ITS Service Owner in consultation with PPMO representative.

NEW COLLAB SPACE REQUIREMENT

Choose one of the following:

• Yes, a new space is required

• No, this project will not be managed in Collab

• No, project to be managed in existing Collab space (please indicate existing Collab space)

NEW ITS-PRO SPACE REQUIREMENT

A new ITS-PRO space will be created to manage this project effort. If a space is not needed, please include reason.

PROJECT MANAGER (PPMO) REQUESTED

Indicate ‘Yes’ if the project cannot go forward without an assigned Project Manager from the PPMO due to High Priority, Significant Resource Impact, Large Size, and Significant Business Impact.

• Yes

• No

SECTION E: TECHNICAL DETAILS

This section to be completed by the Requestor and ITS Service Owner in consultation with EA, Security.

CYBERSECURITY

Indicate all that apply:

• Involves P4 data (HIPAA, PCI, CUI, PHI, or similarly regulated data)

• Involves public or life safety services

• Involves HVAC or other building control systems

• Is a SaaS service that will host UCSD data off campus

COMPLEXITY

Describe the project in terms of its complexity; indicate the people, teams, and technical expertise involved.

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TECHNICAL REQUIREMENTS & INTERFACES

At a high-level, explain hardware, software and/or external interfaces required, including data access or feeds.

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MILESTONES

Use these bullet points to estimate milestones and due dates to better provide guidance when creating a Project Plan.

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Charter Help

PROJECT NAMING CONVENTION

General Guidelines (for project long name a.k.a. project summary in Jira)

• Use functions and not technology/product name, add tech/product name only if it is a prominent part of project, i.e. Student Admissions Slate

• Use technology/product name only if project intent is solely dependent on that technology, i.e. upgrade of the technology, i.e. Microsoft Exchange Server upgrade v67

• Expand name and include acronym, i.e. ESR Strategic Organizational Change Management (SOCM)

• Prefix projects with the program name, i.e. ESR Student Information Systems (SIS), ESR Enterprise Identity Management (EIM), etc. 

• If project is split up across workstreams and being managed in separate spaces, use the same project name but qualify by appending the specific work, i.e. ESR SIS Reporting, ESR SIS Downstream Remediation, etc.

• If separate releases or versions are managed in separate projects, use same project name but qualify by appending version/release number, i.e. HR Recruitment HireOnline v2.0

• Prefix internal department initiatives with ITS, i.e. ITS Service Owner Handbook, ITS Torrey Pines Center South Renovation and Move, etc.

PROJECT CHARTER TERMINOLOGY

Project: The body of deliverables and work performed by an organization one time to produce a unique outcome. A project has a definite beginning and a definite end. ​

Sponsor: The person or group that provides the financial resources, in cash or in kind, for the project. ​

Stakeholder: An internal or external individual or organization with a vested interest in achieving value through a particular outcome. ​

Service Owner​: The person who is accountable for the delivery of the end-to-end service. The liaison between the Business and IT Services.

Project Manager: The person who is responsible for the management and execution of the project from initiation to completion. ​Works closely with the service owner and solution architect to develop a project plan, deliverables and manage the task assignments.

Solution Architect (formerly Technical Lead): The person responsible for technical design and decisions of the system being implemented. ​

Enterprise Architect: Technical architect for the IT Services organization whose primary responsibility is the implementation of overall architectural standards for systems and applications in the ITS portfolio.

Requestor: Any user, customer, or business stakeholder who makes use of or has a vested interest in the service. ​A project is typically requested by the business process owner in coordination with the service owner after an advisor or governance body determines the need.

Governance Committee​: Provides strategic leadership, establishes campus-wide IT priorities and policies, and is accountable and transparent to the University community. ​

Advisory Group​: Provides focused input regarding specific campus business processes, needs, and improvements. Escalates key decisions to Governance Committee. ​

Business Unit​: The campus business unit who is accountable for or otherwise involved in the business process. ​

ITS SMT​: IT Service Senior Management Team, responsible for strategic alignment, stakeholder management, and service delivery of campus IT services. ​

PPMO​: The Project Portfolio Management Office, responsible for the maintenance and governance of ITS projects, tools, resources, frameworks and guidelines for efficient project management. ​

Project Team​: A group of individuals with key roles and responsibilities for delivering some or all components of a project. ​

Project Go-Live Date: The date, agreed by core project team, upon which the system is made available for use in a live environment.

Project End Date: The date when all activities scoped within the project are completed including closeout activities, service transition, and resources are released from the project.