Project Charter PHASE 1: Employee Intranet Written by Carrie Voysey July 30, 2010

Preamble The Communications Audit has identified four areas which act as barriers to excellent internal communications at Company X and thus point to opportunities for improvement. These areas include: timeliness of receiving information, the quality of the information, the method of delivery and communication skills particularly within the supervisory group. One of the strategies recommended to overcome the barriers and take advantage of the opportunities for improving communication was to create a Company X intranet for employees. This project charter will outline the process for implementing PHASE 1 of this tool. As the Employee Intranet project progresses, elements of PHASE 2 will be identified and will be tackled in a separate project charter. PHASE 2 will also seek to increase the personalization (by integrating a customized dashboard for instance) of the Employee Intranet. Project Purpose/Justification Company X Need/Case The Employee Intranet project has been created to improve interaction within the Company Xs community of employees and to help transmit and receive quality information (clear, concise, informative and transparent) in a timely manner. The Employee Intranet will provide a one-stop-shop for disseminating internal information which is not appropriate to share with the general public. Company X Objectives It is an accepted fact that effective employee communications will inspire employees to take ownership of their work; will create simple and full understanding and thus enable employees to put themselves into the shoes of other peoples jobs; and will acknowledge to individuals that their positions in the organization are meaningful. Effective employee communications is an important part of a healthy working environmentsomething very important to Company X. An Employee Intranet will seek to improve and engage employee communications at Company X, thereby supporting the Company Xs values and strategic directions. Project Description The Employee Intranet will supply an online platform that will offer interactive, dynamic, real-time content to the entire Company X community. Content will originate from all parts of Company Xmanagement, employees, schools, human resources and other departments. It will be built with the support of the IT Department and the content will be fed by employees and supervisors. The Communications and Development Department will play a key role in terms of uploading content and encouraging individuals to use the medium. This project will focus on PHASE 1 of the creation and deployment of Company Xs Employee Intranet. Additional project charters will be created for subsequent phases.

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Project Charter for Employee Intranet July 2010 Written by Carrie Voysey

Project Objectives and Success Criteria The objectives which mutually support the milestones and deliverables for this project have been identified. In order to achieve success on the Employee Intranet project, the following objectives must be met within the designated time and budget allocations:

Develop a functional and high quality product that satisfies the goals of Company X Create buy-in from Company Xs community of employees Develop methods of measuring success (Google Analytics, usability testing, comments, focus groups, etc.)

Requirements This project must meet the following list of requirements in order to achieve success:

The Employee Intranet must be tested in the IT lab prior to deployment The Employee Intranet must be implemented without disruption to operations The Communications and Development Department must support the promotion of the Employee Intranet through internal marketing campaigns The Communications Coordinator must supply the majority of the content for the site, or at least serve as a steward for employees and supervisors to upload content. The Employee Intranet project progress and rollout must be communicated to stakeholders, the project team and Company Xs community of employees through effective means and with the assistance of a comprehensive Communications Plan (to be developed by the Communications and Development Department).

Additional requirements may be added as necessary, with project sponsor/project manager approval and proper consultation and assessment with stakeholders and IT representatives, as the project moves forward. Constraints The following constraints pertain to the Employee Intranet project:

All employees must have access (in terms of allotted time, hardware, personal login IDs and software) to the Employee Intranet portal All hardware and software must be compatible with our current IT platforms All hardware and software must be purchased in accordance with the allocated budget and timeline IT specialists will be provided as resources for this project Members of the Communications and Development department will be provided as resources for this project

Assumptions The following are a list of assumptions. Upon agreement and signature of this document, all parties acknowledge that these assumptions are true and correct:

This project has the full support of the: Project Sponsor: John Doe Project Manager: Carrie Voysey Stakeholders: More John Does Project Team: Even more John Does The purpose of this project will be communicated throughout the Company X prior to deployment The Employee Intranet platform will be developed in the framework of Terminal 4

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Project Charter for Employee Intranet July 2010 Written by Carrie Voysey

Preliminary Scope Statement The Employee Intranet project will include the design, testing and delivery of a new intranet communication system throughout the organization. All personnel, hardware and software resources will be managed by the project team. All project work will be independent of daily and ongoing operations and all required testing will be done in the IT laboratory. Project funding will be managed by the project manager up to and including the allocated amounts in this document. Any additional funding requires approval from the project sponsor. This project will conclude when PHASE 1 has been tested and deployed and employees are utilizing the intranet as their main source of information and communication. Risks The following risks for the Employee Intranet project have been identified. The project manager will determine and employ the necessary risk mitigation/avoidance strategies as appropriate to minimize the likelihood of these risks: Potential disruption to operations during deployment such as project priority and crisis/emergency situations Lack of employee interest/trust regarding the use of the intranet Misuse of employee intranet Security breaches around account login and status Turnover and availability of key staff members to provide ongoing support for the project Project Deliverables The following deliverables must be met upon the successful completion of the Employee Intranet project. Any changes to these deliverables must be approved by the project sponsor and project manager. Fully deployed intranet solution (completion of PHASE 1 of the product) Policy/training manual for use of the Employee Intranet Technical documentation (feature list/specifications) of PHASE 1 Recommendation and requirements list for future expansion of Employee Intranet Login IDs must exist for every active employee Summary Milestone Schedule The project Summary Milestone Schedule is presented below. As requirements are more clearly defined this schedule may be modified. Any changes will be communicated through project status meetings by the project manager. As the project progresses, augmentation to content and features will be required. If this augmentation does not fit with the PHASE 1 project scope and timelines, they will be incorporated into a PHASE 2 project charter. Summary Milestone Schedule Project Milestone/Target Dates (TBD) Project start Complete design of 5 key features: HR matters Staff forums Daily news Event listings and coverage Management blog Provide examples of content for 5 key features (listed above) Complete development/functionality of 5 key features (listed above) Acquire hardware and software as required Implement login for employees Execute internal marketing plan

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Project Charter for Employee Intranet July 2010 Written by Carrie Voysey

Complete policy/training manual Complete solution simulation and testing Complete technical documentation Deploy Solution Project Complete

Summary Budget The following table contains a summary budget based on the planned cost components incremental to operation and estimated costs required for successful completion of the project. This budget does not include the cost of personnel resources. Summary Budget Project Component/Component Cost (TBD) Hardware Software and Licensing Marketing collateral (printing, give-aways, video production) Institutional research Total Amt: TBD Project Approval Requirements Success for the Employee Intranet project will be achieved when a fully tested intranet solution, and all technical documentation, is fully deployed throughout the Company X within the time and cost constraints indicated in this charter. Additionally, this measure of success must include a recommendation list for future considerations as we fully anticipate the necessity of this solution to evolve in order to encourage employees to communicate with one another. Success will be determined by the Project Sponsor, John Doe, who will also authorize completion of the project. Project Manager Carrie Voysey is named Project Manager for the duration of the Employee Intranet project. Carries responsibility is to manage all project tasks, timelines and communication regarding the Employee Intranet project. The project team, consisting of IT specialists, the Institutional Marketing Coordinator and a representative from Human Resources, will be matrix support. Carrie will coordinate all resource requirements through the IT Department Head and the Director of Communications and Development. The IT Department Head and Director of Communications and Development are authorized to approve all budget expenditures up to, and including, the allocated budget amounts. Any additional funding must be requested through the Project Sponsor, John Doe. Carrie will provide monthly updates to the Project Sponsor.

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Project Charter for Employee Intranet July 2010 Written by Carrie Voysey