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PROJECT CHARTER FOR CCTV CAMERA INSTALLATION AT BIUST

ADMINISTRATION BLOCK

Article · September 2016

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Leaname Thaolang
Botswana International University of Science and Technology
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 PROJECT CHARTER 2016

DEPARTMENT OF IMFORMATION TECHNOLOGY AND

COMPUTER SCIENCE
COIS 440
IT PROJECT MANAGEMENT
NAME:: LEANAME THAOLANG
PROJECT TITLE:: CCTV INSTALLATION AT BIUST
ADMINISTRATION BLOCK

Email:: leaname.thaolang@studentmail.biust.ac.bw
 PROJECT CHARTER 2016

Table of Contents
PROJECT IDENTIFICATION ........................................................................................................... 3
PROJECT DESCRIPTION ................................................................................................................. 3
BUSINESS CASE .............................................................................................................................. 3
SCOPE OVERVIEW .......................................................................................................................... 3
IN SCOPE ....................................................................................................................................... 3
OUT OF SCOPE ............................................................................................................................. 4
PROJECT DELIVERABLES AND MILESTONES.............................................................................. 4
PROJECT FUNDING ......................................................................................................................... 5
RISKS, CONTRAINTS AND ASSUMPTIONS ................................................................................ 5
RISKS ............................................................................................................................................. 5
CONSTRAINTS ............................................................................................................................. 5
ASSUMPTIONS ............................................................................................................................. 5
PROJECT TEAM ................................................................................................................................... 6
ROLES AND RESPONSIBILITIES .................................................................................................. 6
AUTHORISATION ................................................................................................................................ 7
SIGNED BY: ...................................................................................................................................... 7

Email:: leaname.thaolang@studentmail.biust.ac.bw
 PROJECT CHARTER 2016

PROJECT IDENTIFICATION
Project Title Installation and Configuration of Biust CCTV
Cameras
Project Manager Leaname Thaolang
Service Account Manager Bontle Mfaladi
Sponsor First National Bank (FNB), CEDA

PROJECT DESCRIPTION
R-Tech Solutions have been awarded a contract by Botswana International University of
Science and Technology (BIUST) to supply configures and installs CCTV cameras for the
newly built administration block.

BUSINESS CASE
R-Tech Solutions as one of the leading companies in information technology and security is
undertaking this contract mainly to improve the security in BIUST administration block. This comes
as a way of reducing the growing number of theft cases in the administration block. By the help of the
CCTV cameras BIUST will be able to monitor and ensure maximum security for its facilities.

As R-Tech Solutions, undertaking this project in BIUST (which is the largest university in Botswana)
will build it a reputation and give us enough experience to outperform its competitors locally and
around the globe.

SCOPE OVERVIEW
IN SCOPE
BIUST CCTV system installation project will involve the following activities:

 Inspection of the project site

 Selection of the appropriate camera location
 Proposal of the system installation
 Making the system plan to clarify quantity and quality needed
 Cameras with sensors that begin recording when a door is opened
 Place system orders and collection of the system
 System setup
 System installation
 Weekly progress report to the project manager
 Computer setup
 System calibration
 Operating the system components
 Testing the system components
3  Monitor the whole system from a central location (server)
 Produce system valuation report and depreciation statements
 Provide training for the operation of the new system
 Issue a detailed technical paper of the system to the users

Email:: leaname.thaolang@studentmail.biust.ac.bw
 PROJECT CHARTER 2016

 System handover
 Maintenance of the system

OUT OF SCOPE
 Replacement of cameras
 Controlling access to the facility
 Will not do the electrical wiring of the facility
 Will not cover the hostel block
 Will not cover the outside and the parking area

PROJECT DELIVERABLES AND MILESTONES

DELIVERABLES DURATION START FINISH

(days)
PROJECT START
Site inspection and system purchasing phase
Inspect site 2 08/08/2016 10/08/2016
Place system’s purchase order 3 11/08/2016 13/08/2016
Arrival of the system 10 14/08/2016 23/08/2016

System installation phase

Review system proposal and plan 2 24/08/2016 25/08/2016
Taking system measurements 2 26/08/2016 27/08//2016
Install the cameras 3 28/08/2016 30/08/2016
Install and configure computer system 10 31/08/2016 09/09/2016
Install sensors on the doors 3 10/09/2016 12/09/2016
Install CCTV footage storage (NAS) 10 13/09/2016 22/09/2016

System linking phase

Link the computer system with the cameras 2 23/09/2016 24/09/2016
Link computer with the Network attached 3 25/09/2016 27/09/2016
storage

System configuration phase

Calibrate sensors 3 28/09/2016 30/09/2016
Calibrate cameras 3 01/10/2016 03/10/2016
Calibrate computer and the storage 4 04/10/2016 07/10/2016

System testing phase

4 Check cameras 1 08/10/2016 08/10/2016
Check sensors 1 09/10/2016 09/10/2016
Check computer and the storage 2 10/10/2016 11/10/2016
Run the whole system 1 12/10/2016 12/10/2016

Email:: leaname.thaolang@studentmail.biust.ac.bw
 PROJECT CHARTER 2016

Training provision phase 15 13/10/2016 27/10/2016

Preparation of the system’s user manual 9 28/10/2016 05/11/2016

Issuing of the system’s user manual 1 06/11/2016 06/11/2016

System handover 2 07/11/2016 08/11/2016

TOTAL 92
PROJECT TERMINATION

PROJECT FUNDING
FUNDING CEDA B.D.C BARCLAYS FNB YOUTH TOTAL
SOURCE FUND
AMOUNT P 40 000 ----- ------ P 10 000 ------- P 50 000

RISKS, CONTRAINTS AND ASSUMPTIONS

RISKS
During the project execution stage there are some risks that this project might face and as a
result they need to be mitigated accordingly to avoid project liquidation. These risks are:

 The proposed use of sensors to avoid human errors might increase the cost of
installing this CCTV system and as such affecting our budget.
 Installation equipment might as well create a significant impact to the project budget
 Using Storage Area Network might as well affect the budget because it is too much
expensive. So some storage methods have to be considered in this case.
 The equipment might be damaged during delivery so proper insurance of goods have
to be made to avoid extra costs.

CONSTRAINTS
 STRUCTURE LAYOUT/MAKEUP- The BIUST new administration block facilities
are built using permanent structures and as such some modifications to the buildings
have to be done before installing the CCTV system. This will require some
engineering specialists to assess the condition of the facilities before and after
modifications.
 SIZE OF THE FACILITIES- The size of the BIUST administration block is so large
so many cameras are going to be needed for the installation of a full operational
CCTV system.
5
ASSUMPTIONS
 It is assumed that the operators are going to provide a suitable working environment
for the CCTV cameras.

Email:: leaname.thaolang@studentmail.biust.ac.bw
 PROJECT CHARTER 2016

 Extra costs are so small that they cannot cause a significant change to the current
budget.
 The project will perform will be done in all its steps and will be completed
successfully. The assumption here is that the project not have any premature closure
 COOPERATION- During the project execution it is assumed that everyone will
provide a suitable working environment for the CCTV installation technicians to work
without disturbances (maximum level of cooperation by BIUST staff.

PROJECT TEAM
ROLES AND RESPONSIBILITIES
ROLE/POSITION RESPONSIBILITY

Sponsor Provide funding, financial advices and

management
Project manager Monitors the progress of the overall project.
Demand weekly reports from his team
Civil engineer Monitors the structure deformations during
the system installation. Give advices in
structure handling
Network Engineer Help with creation, running and testing of the
Network Area Storage
Security Operations Monitors whether the place is secure or not
basing on the ability of the CCTV system to
perform its functions very well
Data Storage Monitors regular storage of data for future
Analyst use
SHE officer Ensure that the team work in a safe and
secure environment
Maintenance and Have an upper hand in installation and
fitting operator testing of the system

Email:: leaname.thaolang@studentmail.biust.ac.bw
 PROJECT CHARTER 2016

AUTHORISATION
SIGNED BY:
NAME SURNAME SIGNATURE DATE

Email:: leaname.thaolang@studentmail.biust.ac.bw

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