SBCTC P-20 Data Ops Project Charter Document

Transcription

1 SBCTC P-20 Data Ops Project Charter Document SBCTC Portfolio & Project Management Office This document describes the State Board for Community and Technical Colleges (SBCTC) P-20 Project Charter. State Board for Community & Technical Colleges 3101 Northup Way Bellevue, WA Phone: (425) Fax: (425) Version 1.0 January 31, 2011

2 Revision History Version Date Description Author /31/2011 Version 1.0 for distribution to P-20 Program Office w/ amendment to SBCTC signatories required. G. Hollingbury Department: SBCTC PPMO Page: 1

3 Contents Revision History... 1 Document Purpose... 5 Background... 5 SBCTC P-20 Project... 5 Project Scope... 6 Problem Statement... 6 In Scope... 7 Systems... 7 Processes... 7 Tools... 7 Data... 7 People... 7 Out of Scope... 8 Deliverables... 8 Systems Life Cycle... 8 Objectives... 8 Approach... 8 Activities... 9 Project Life Cycle... 9 Objectives... 9 Approach... 9 Activities... 9 Enterprise Architecture Considerations Business Alignment External Linkages Scalability Additional Technologies Security Customer Viewpoint Business Continuity Interoperability Department: SBCTC PPMO Page: 2

4 Design Benefits Project Benefits Project Initiation Existing Documentation SBCTC Functional Areas Involvement (for this project) PPMO s Authority and Responsibility SBCTC P-20 Project Governance Project Assumptions Project Team & Equipment Location(s) Hardware and Software Options Project Management & Initial Scope Risk Analysis Evaluation Risk Analysis (Place Holder) Detailed Design Risk Analysis (Place Holder) Project Development Sequence Other Project Interdependencies Time or Resource Estimates Development SBCTC Funding Source Estimated SBCTC P-20 Project Funding Requirements SBCTC P-20 Project Organization SBCTC Project Team Structure SBCTC Executive Sponsor SBCTC P-20 Program Manager SBCTC Technical Manager Sr. Project Manager Project Data Architect Project Data, Database, Systems and Network Administrators Data/Reporting Experts SBCTC P-20 Project Solution Team Resource Requirements Initial Project Size Estimate Equipment Requirements (Place Holder) Project Expenditures (Place Holder) Department: SBCTC PPMO Page: 3

5 Project expenditures are tracked using the following chart of account codes: Project Authorization Project Manager Authorization Project Planning Milestones Department: SBCTC PPMO Page: 4

6 Document Purpose To describe the State Board of Community and Technical Colleges (SBCTC) Project Charter for its participation in the Office of Financial Management (OFM) Evergreen State P-20 Program (P-20 Program). This project charter document describes what is and what is not included in the SBCTC P-20 project portion of the P-20 Program. The intent of this charter is to 1) support the decision-making process, 2) be a working document that can be updated during the lifetime of the project, and 3) be used as a communication tool as decisions are made. Background The US Department of Education s Institute of Education Sciences, under the American Recovery and Reinvestment Act of 2009, awarded Washington State a 3-year $17.3 million grant to invest in a statewide longitudinal education data system (P-20 System 1 ) that will be managed by the P-20 Program. As a collaborative effort under the P-20 Program several funded P-20 projects have been defined which will be a collaborative effort between the Office of Superintendent of Public Instruction (OSPI), OFM s Education Research and Data Center (ERDC) and other partner agencies, including SBCTC. These P- 20 projects will be chartered to strengthen the capabilities and accelerate progress of the K-12 longitudinal education data system by incorporating longitudinal early-learning, postsecondary, and workforce information into a unified, comprehensive, and efficient P-20 System. The P-20 Program will focus on the areas of data governance, research and reporting, data warehouse environment, interoperability and feeder systems. The SBCTC P-20 Data Ops Project referred to in this document as the SBCTC P-20 project is one of these projects funded under the P-20 Program. SBCTC P-20 Project Currently, SBCTC provides data from its administrative computing systems to OFM that includes student two-year college unit and baccalaureate data. Due to the SBCTC administrative systems application and data architecture, the data extracted from these systems can contain what appears to be invalid or incomplete information to the OFM data reporting systems. In addition, there are instances of limited integration of data across the college administrative systems where matching all records for a student across multiple college databases has not occurred. Currently clean up of this data has been identified in the grant as a manual, time intensive process that must be repeated each and every time SBCTC sends data to OFM and can cause delays and reporting inaccuracies. 1 P-20 System - The goal of the Evergreen State P-20 System is to better enable the state to track individual student enrollment, assessments, and course-taking information, as well as information about teachers, from early-learning through K-12 and post-secondary education to employment. Department: SBCTC PPMO Page: 5

7 Project Scope Problem Statement Student and institutional data from the SBCTC administrative systems supporting the 34 Washington community and technical colleges are maintained in over 55,000 databases and files. These data sources are used to generate critical information to intermediate systems which produce, through manual procedures, reporting data required by OFM. The SBCTC P-20 project has been tasked with the design, development and implementation of automating the procedures that supply student data from the SBCTC administrative systems through SBCTC data staging and warehouse systems to the OFM P-20 System. Scope Diagram Systems Overview Department: SBCTC PPMO Page: 6

8 In Scope The scope of this project will include the following. Systems 1. SBCTC administrative system processors 2. SBCTC central site processor 3. SBCTC data warehouse system Processes 1. Preparation of data in SBCTC s administrative systems for the SBCTC central site system 2. Processing of global account data in SBCTC s central site system 3. Processing of global account data in the SBCTC s data warehouse 4. The extract, transformation and loading (ETL) of SBCTC data for OFM reporting Tools 1. Software technologies for ETL, database and metadata 2 management tools 2. Hardware technologies that will host required software technologies 3. Connectivity that link the data sources and targets Data 1. Preparing SBCTC data to meet the current requirements of PCHEES data warehouse 2. Assessing new data requirements for the OFM PCHEES data warehouse 3. Assessing new data requirements for the P-20 Systems People Project management resources who will manage 1. SBCTC P-20 project charter 2. Project management plan and work breakdown structure 3. Monitoring and budget tracking process 4. Risk and issue management planning 5. Resource needs planning and budget Architecture & design resources who will manage 1. Data tools 2. Database systems 3. Server systems Engineering Resources who will manage 1. Database 2. System 3. Network 2 Metadata contextual information about the data you are capturing as compared to showing you what the data actually is (ie, it is a library catalogue entry about the data) Department: SBCTC PPMO Page: 7

9 Out of Scope The following are out of scope for this project. 1. Enhancements of hardware for the existing HP-UX Cobol application (SBCTC s Lift and Shift project). 2. Activities surrounding the Enterprise Resource Program (ERP) implementation currently being planned by SBCTC. 3. Integration, conversion, or data warehouse replacement activities associated with the integration of the new ERP systems and the SQL database sources which integrate with P Improvements to the SBCTC administrative system processes or systems Deliverables The SBCTC P-20 project will develop a standardized source of high-quality two-year post-secondary and baccalaureate data that can be used 3 by the OFM P-20 System as appropriate. Systems Life Cycle Objectives 1. Implement data staging areas 4 that can capture and transform raw, detailed data from the SBCTC administrative systems. 2. Develop SBCTC data repositories that may include operational data stores 5 (ODS) for operational data integration and data warehouse 6 (DW) for informational processing. 3. Create a design for the automated flow of data from the SBCTC administrative systems to the SBCTC and OFM data repositories including the OFM PCHEES and ERDC P-20 Systems data warehouses. Approach 1. Identify the functional and non-functional requirements of the data feeds to the OFM data repositories. 2. Identify the global requirements (constraints) including security requirements, interfaces to external systems and procedures for formal reviews. 3. Develop the requirements specification. 4. Develop the detailed design. 5. Determine testing procedure. 6. Test, pilot and deploy the solution. 3 Data availability to the OFM and other state agencies are subject to appropriate data sharing agreements. 4 Data Staging Area or the DSA term is used to describe a database or databases that are used to store temporary read-only data available for extraction directly to or by other databases or programs. 5 Operational Data Store An operational data store (or "ODS") is a database designed to integrate data from multiple sources for additional operations on the data. This will allow operational access to the data for operational reporting, master data or reference data management. (Wikipedia, 2011) 6 Data Warehouse A data warehouse (DW) is a database used for reporting. The data is offloaded from the operational systems for reporting. The data may pass through an operational data store for additional operations before it is used in the DW for reporting. (Wikipedia, 2010) Department: SBCTC PPMO Page: 8

10 7. Determine the appropriate systems life cycle 7 policies, processes, procedures and resources needed to provide SBCTC data to the OFM data repositories (SBCTC data fulfillment) including: Development standards and procedures Development methodology which conform to the Washington State Software configuration and quality Department of Information Services assurance Project Management Framework (PMF) Development resources and the Project Management Book of Personnel qualifications and Knowledge (PMBOK) functions. Activities Prepare the requirements specification Implement the appropriate system life cycle policies, processes and procedures including: - Software configuration management - Software quality assurance Create the development and test environments Hire the appropriate resources Gather input from stakeholders on the detailed design Build and test to the detailed design Build the production environment Document operational support requirements including post project cost and resource commitments Project Life Cycle Objectives The project life cycle provides a structure that supports the SBCTC P-20 project activities to be completed in the allocated time period, within the budgeted cost and at the proper performance level. Approach Implement the project life cycle 8 policies, processes and procedures that will provide a systematic approach in managing project related activities. Activities Implement and keep current the following. Prepare the project charter Prepare the project management plan to include the following - Aligning the project work plan and - Implementation plan schedule with the work breakdown - Communications plan schedule - Change Request plan - Investment plan - Keeping current project - Procurement and vendor management documents and collaboration. plan - Documenting project close out - Monitoring and budget tracking plan and lessons learned - Risk and issue management plan and logs 7 SLC The Systems Life Cycle (SLC) is a type of methodology used to describe the process for building information systems, intended to develop information systems in a very deliberate, structured and methodical way, reiterating each stage of the life cycle. (Wikipedia, 2011) 8 Project Life Cycle - the project life cycle encompasses all the activities of the project. Department: SBCTC PPMO Page: 9

11 Enterprise Architecture Considerations The SBCTC P-20 project supports statewide enterprise architecture principles as follows: Business Alignment Providing support for college and statewide research leading to better programmatic and management decisions to enhance services to students and Washington citizens. External Linkages The SBCTC P-20 data staging areas and data repositories will service the SBCTC data requirements for the OFM P-20 Systems. Scalability The architecture for the SBCTC P-20 data staging areas and data repositories will provide for improved overall systems performance by separating certain data intensive operations (reporting and extracts) from the SBCTC administrative systems. Additional Technologies In addition this project will utilize: SAN technology for providing a scalable, cost effective data storage solution. A hosted array of HP blade and high-end rack servers providing scalable data extract and hosting services. Data extract and transformation tools. Data management tools. Security The security architecture will satisfy current Washington State physical, transactional, and data security requirements and standards. Customer Viewpoint The current OFM data repositories will continue to have access to SBCTC student data which is a key factor in the scope of this project. Business Continuity There are no plans to include redundant servers in the project design as they are currently considered unnecessary to satisfy the envisioned OFM s availability requirements for reporting systems. Department: SBCTC PPMO Page: 10

12 Interoperability OFM access to SBCTC data will be served by the extract of data as identified in the grant document. Design Benefits The architectural constructs envisioned by the SBCTC P-20 project will be the collective integration of information combined with streamlined processes to move and transform data to other state administrative systems. These constructs will fulfill the requirements of the grant by providing the following benefits. 1. A more efficient operations and reporting environment. 2. A stable, sustainable and robust platform for SBCTC reporting data. 3. Providing OFM P-20 System with timely college data. 4. Creating a foundation that will enable staff to design data extracts for future operational data stores, data warehouses and ad hoc reporting tools. Project Benefits Baselines will be obtained during the planning phase evaluation which will be used to measure the effectiveness of the SBCTC P-20 project solution. 1. Improving availability to SBCTC data for the OFM P-20 System by diminishing contention for production system processor time to extract and load reporting data. 2. Assisting the OFM to improve their reporting capabilities with SBCTC data extracts. 3. Automating the ETL processing will reduce the ongoing costs in supporting and maintaining data fulfillment requests to the OFM P-20 System. 4. Utilizing state-of-the-art software technologies that will allow for faster clean up, matching and quality management of the data. The result of this effort will be cleaner and interoperable data. 5. Increased customer satisfaction. Department: SBCTC PPMO Page: 11

13 Project Initiation The US Department of Education s Institute of Education Sciences under the American Recovery and Reinvestment Act of 2009, awarded Washington State a 3-year $17.3 million grant to invest in a statewide longitudinal data system, the Evergreen State P-20 System (P-20 systems). This document is the charter for the SBCTC P-20 project described and funded by this grant under this program. Existing Documentation ESP-20 Program SBCTC P-20 project Planning Phase Plan Proposal (SBCTC, 13 January 2011) OFM P-20 Program Project Charter Standards (P-20 Program Office, 18 Nov 2010) Evergreen State P-20 Program Preliminary Project Scope Statement v1.2 (P-20 Program Office, 12 Oct 2010) P-20 Governance Roles & Responsibilities (P-20 Program Office, 05 Oct 2010) U.S. Dept of Education Application for Grants Under the Statewide Longitudinal Data System Recovery Act Grants Application (Washington State Office of Superintendent of Public Instruction, 03 Dec 2009) Request for Funding COBOL TO SQL CONVERSION document (SBCTC, Nov 2009) SBCTC STAGING AREA LOGICAL DRAWING document (SBCTC, Nov 2009) SBCTC WACTC Enterprise Data Staging Area document (SBCTC, Nov 2009) Lift n Shift Administrative Computing Systems: Roadmap to Modernization [Roadmap.pdf] (SBCTC, Nov 2009) SBCTC Functional Areas Involvement (for this project) SBCTC CIO Mike Scroggins SBCTC Director s Office Kathy Goebel SBCTC Portfolio & Project Management Office Bob Adams SBCTC Development Services Ray Gartner SBCTC Customer Services Brian Dahl SBCTC Technology Department Sandy Main SBCTC Enterprise Technology Services Rich Burke PPMO s Authority and Responsibility The SBCTC P-20 project will follow project management processes defined in the Information Services PMO Project Management Information Center (PMIC). The PMIC outlines management practices, principles, processes, standards, and guidelines and aligns with both the Washington State Department of Information Services Project Management Framework (PMF) and the Project Management Book of Knowledge (PMBOK). Department: SBCTC PPMO Page: 12

14 SBCTC P-20 Project Governance The SBCTC P-20 Program is a Tier III program The SBCTC P-20 project is a Tier II project SBCTC PPMO documentation procedures/tools standards SBCTC PPMO standards SBCTC PPMO suite of project management tools Project Assumptions The goal of this project is to enable data extracts from the SBCTC administrative systems to the OFM data repositories to be in place by the end of June 2013, which will coincide with the P-20 Program grant termination. Funding will be available The resources will be available SBCTC executive management and OFM management support will be in place. Project Team & Equipment Location(s) The project team will be located at the SBCTC offices in Bellevue and Olympia. The SBCTC P-20 system will be housed as per the direction of the SBCTC CIO. Customers of the SBCTC P-20 system will be able to remotely access the SBCTC P-20 data for data extracts to the P-20 systems. Currently there are no plans to give Washington State government agencies, other than SBCTC or OFM PCHEES / ESP-20 personnel, access to SBCTC P-20 system data extracts that are to be approved as the project moves forward. Hardware and Software Options Only SBCTC approved hardware, software and service vendors will be utilized unless they are unable to supply such hardware, software and services that may be identified for the successful completion of this project. Department: SBCTC PPMO Page: 13

15 Project Management & Initial Scope Risk Analysis Project management initial scope risks are risks which are identified as the project charter is developed and existing documents are studied prior to gathering requirements. At this stage (during the development of this project charter) they do not include detailed solution architecture or development risks, these are planned to be defined during the detailed design activity. ID Risk Probability Mitigation Strategy 1 It is potentially ineffective for SBCTC to 100% The program would be treated as move much beyond the analysis of an R&D effort where discoveries current processes and initial analysis of are expected to be made that may the data architecture before receiving as much as possible from ERDC regarding alter the solution and by their requirements for the P-20 systems. extrapolation activities, budgets and schedules will need to be adjusted accordingly. Wait for the ERDC P-20 data warehouse project to provide the general requirements for the data content and use before proceeding beyond the current evaluation stage. 2 The grant document identifies the task of earlier clean-up of SBCTC administrative data. However these systems have been defined as out of scope in the P-20 Program Office s Preliminary Scope document. 3 It is unclear as to why SBCTC will be providing data directly to the P-20 systems based on the following statement. In the PCHEES Expansion the first expected outcome from project 4 is to create a single point of entry for secondary education data on into the P- 20 data warehouse. 4 The grant defines in section 5.4, on the ability to retrieve data on a daily basis. However both the PCHEES and P-20 data repositories are identified as data warehouses. Data warehouses by definition and design are not optimized for daily refresh frequency. 5 During the evaluation phase of this project it could be identified that in order to improve the quality and timeliness of data to OFM it would be most effective for SBCTC to define new processes to apply to the analysis and standardization of their data in their administrative systems. However, these systems have been defined as out of 100% We will require clearer definition of what earlier clean up processes were identified to determine how they can be most effectively be addressed and by whom and where. 100% Clarification from the PCHEES and ERDC P-20 data warehouse projects on what SBCTC data is expected to populate PCHEES and what data is expected for the P-20 data warehouse. 100% Clarification and identification of specific data elements and refresh frequency will need to be obtained from the PCHEES and P-20 data warehouse projects before we can proceed with this planning activity in the project planning phase. 40% Request that the SBCTC administrative systems are included in the scope of this project and request additional funds and resources in order to address effectively. Department: SBCTC PPMO Page: 14

16 scope (see Risk ID #2 this table). 6 In order for SBCTC to develop a standardized source of high-quality data that can be used by the OFM P-20 systems (see Deliverables section this document) the downstream user of this data will need authority to access and use this data. 7 Managing expectations of SBCTC and OFM of approved P-20 project 100% A data sharing agreement between the OFM and other agencies wishing to access this data will be required. 30% Documentation, communication and participation of stakeholders. deliverables. 8 Design decision delays. 30% Identifying impact to SBCTC P-20 project deliverables and schedules and planning accordingly. 9 Inadequate or late availability of PCHEES and P-20 systems definition of requirements. 10 Limited availability to SBCTC administrative systems for analysis 11 Limited availability of State Board administrative system business process experts. 12 Limited availability of State Board data warehouse experts. 13 High staff turnover or reduction in agency staffing levels. 50% Identifying impact to SBCTC P-20 project deliverables and schedules and plan accordingly. 15% Submit requests for access with sufficient lead-time to system and business owners. 15% Work around known busy periods (ie, Lift and Shift project activities, legislature in session etc.). 15% Work around known busy periods (ie, Lift and Shift project activities, legislature in session etc. 10% Prepare a contingency plan and budget that includes contract labor for key project personnel. Evaluation Risk Analysis (Place Holder) Risks identified during the planning phase evaluation activity will be documented here. ID Risk Probability Mitigation Strategy 1 Detailed Design Risk Analysis (Place Holder) Risks identified during the detailed design phase activity will be documented here. ID Risk Probability Mitigation Strategy 1 Department: SBCTC PPMO Page: 15

17 Project Development Sequence The SBCTC P-20 project activities will conform to the sequence in the table below. Activity Status Completion Date Prepare and obtain approval for SBCTC s planning phase plan. Completed Jan 13, 2011 Prepare the project charter (this document). Completed Jan 31, 2011 Obtain approval for the project management plan and budget. Planning Feb 04, 2011 Prepare the evaluation document 9 In-Process Mar 31, 2011 Prepare the solution plan, high-level design document 10 In-Process Mar 31, 2011 Prepare the project management plan and Identify the tasks, Planning Apr 14, 2011 resources and deliverables with a work breakdown structure (WBS) and budget. Identify technical named resources. Planning Apr 14, 2011 Prepare the implementation schedule and project plan Planning Apr 22, 2011 Requirements analysis and top level design Not Started Jun 30, 2011 P-20 implementation study Not Started Jun 30, 2011 Develop the Requirements Specification. Not Started Jul 30, 2011 Implement the appropriate project management and SYSTEMS Not Started LEVEL CYCLE policies, processes and procedures including: Aug 30, 2011 Hire the appropriate resources Not Started Aug 30, 2011 Prepare and gather input for the detailed design Not Started Sep 30, 2011 Create the Development and Test Environments Not Started Oct 30, 2011 Build and test to the Detailed Design Not Started Oct 30, 2012 Build the production environment Not Started Nov 30, 2012 Promote the solution from test to production environment Not Started Mar 30, 2013 Solution Go-Live Not Started May 30, 2013 Document operational support requirements including on-going cost and resource commitments post project. Not Started Jun 30, 2013 Other Project Interdependencies This table identifies other projects which are known to have interdependencies to or with this project. Projects Agency Note SBCTC Lift and Shift project SBCTC This project is moving the SBCTC administrative systems from the college campuses and the SBCTC data center in Bellevue to the state data center in Olympia. P-20: Data Sharing OFM Release of SBCTC data is contingent upon interagency data sharing agreements P-20: Research and Reporting OFM Identifying potential requirements for SBCTC data P-20: PCHEES Expansion OFM Target system for SBCTC P-20 reporting data. P-20: HECB Data Warehouse HECB SBCTC P-20 solution will accommodate appropriately P-20: DEL ECEAP System DEL SBCTC P-20 solution will accommodate appropriately P-20: P-20 Data Warehouse OFM Target system for SBCTC P-20 reporting data. 9 Evaluation Document the scope of the SBCTC Evaluation is documented in the SBCTC Program and Project Planning Office, 2011 P-20 Planning Phase Plan that can be viewed on the OFM P-20 Program Office SharePoint site. 10 Solution Plan-Design Document - the scope of the SBCTC Solution Plan-Design is documented in the SBCTC Program and Project Planning Office, 2011 P-20 Planning Phase Plan that can be viewed on the OFM P-20 Program Office SharePoint site. Department: SBCTC PPMO Page: 16

18 Time or Resource Estimates Development (As of January 29, 2011) Listed below are documents which have been reviewed in the preparation of the estimated time or resource requirements for this charter document. U.S. Dept of Education Application for Grants Under the Statewide Longitudinal Data System Recovery Act Grants Application (Washington State Office of Superintendent of Public Instruction, 03 Dec 2009) Request for Funding COBOL TO SQL CONVERSION document (Bob Adams) High Level SBCTC P-20 Budget Estimate. SBCTC Funding Source Detailed in the ESP-20 Grant under Section 7, Washington Budget Narrative (Justification) Outcome 5.4 State Board for Community and Technical Colleges (SBCTC) COBOL to SQL Conversion subheading Costs by Year a total of $2,190,972 has been identified for this project. Estimated SBCTC P-20 Project Funding Requirements The initial estimate for the SBCTC P-20 project has duration of 2.5 years and project expenditures of approximately $2.2M. The funding costs are a best estimate only and are subject to change based on internal SBCTC resource availability and working with the limited requirements currently available through the ESP-20 grant document. Department: SBCTC PPMO Page: 17

19 SBCTC P-20 Project Organization SBCTC Project Team Structure SBCTC Executive Sponsor Mike Scroggins SBCTC P-20 Program Manager Kathy Goebel SBCTC Technical Manager Sandy Main SBCTC Project Manager Guy Hollingbury SBCTC Data Architect Sandy Main SBCTC Administrators To be assigned SBCTC Data/Reporting Experts Carmen Stewart, Monica Peper SBCTC Executive Sponsor Responsibilities Sets the mandate and scope for the project; Approves issue resolution. Conveys project importance to agency and external groups; Provides go / no-go decisions; Approves changes in functionality, overall project cost, or completion date. Dedicates skilled resources to the project; Coordinates and fosters teamwork; Manages the project manager's performance of delegated responsibility; Establishes formal reporting arrangements on project progress. Defines criteria for control and management of the project; Assists the project manager in the resolution of problems; Receives/reviews detailed reports on the project from the project manager; Ensures the project manager receives departmental decisions on time; Establishes with the project manager a common approach to major issues that arise; Ensures regular dialogue with vendors to promote problem solving, team work, and risk-sharing. SBCTC P-20 Program Manager Responsibilities P-20 Program Guidance committee members (Program Advisors) meet frequently to discuss program status, review deliverable milestones, and collaborate with and make recommendations to the Executive sponsors, Program Director, and Program Manager on strategic decisions and policy issues. Members help the Executive Sponsors align program and project direction with strategic plans, priorities, and vision. Members also help the Executive Sponsors remove obstacles to successful completion of program and project deliverables. SBCTC Technical Manager Responsibilities Coordinator and technical mentor; Provides advice and guidance to team members. Oversees administrative and coordination activities for the project team. Owner of the data reporting systems under development. Chief custodian of the reporting data. Department: SBCTC PPMO Page: 18

20 Sr. Project Manager Responsibilities Accountable for overall project completion and budget; Identifies, tracks, manages, resolves project issues; Proactive disseminates project information to all stakeholders; Identifies, manages, mitigates project risks; Ensures that the technical integration, testing and deployment work is acceptable quality; Proactively manages project scope to ensure that only what was agreed to is delivered; Defines and collects project metrics to report on progress; Determines whether the deliverables produced are acceptable; Coordinates selection, purchase, installation of hardware and software components; Manages overall schedule ensuring work is assigned/completed on time and within budget; Manages primary/secondary project vendors ensuring quality, schedules, and budgets are met; Reports regularly on vendor performance vs. project milestones. Project Data Architect Responsibilities Maps out the structure and organization of the relevant data for this project; Designs hardware and software architecture to meet project objectives; Designs database and ETL architecture to meet project objectives. Oversees implementation, integration of database management system and ETL procedures; Plans/monitors/adjusts systems architecture to meet performance objectives; Signs off on completed systems architecture. Project Data, Database, Systems and Network Administrators Responsibilities Central control and implementation of data, database, systems and network design and use. Data/Reporting Experts Responsibilities Experts in the use and management of SBCTC data warehouse and reporting requirements. Owners of the reporting data. SBCTC P-20 Project Solution Team Resource Requirements In addition to the project team identified above a project solution team will be formed that will provide the following skill sets. Enterprise Architect Data Warehouse Expert Systems Designer Data Reporting Experts Database Designer Business Process Analyst Database, Systems and Network Administrators Systems Analyst Data Tool Administrator Department: SBCTC PPMO Page: 19

21 Initial Project Size Estimate The initial estimate for the State Board for Community and Technical Colleges P-20 Data Ops Project has duration of approximately 2.5 years and project expenditures of $2.2M. The resource hours consumed are approximately 29,000 project hours with approximately 18,000 hours for designers, developers and testers. Note: This estimate is based on very limited information surrounding this project. The estimate will be updated as the project progresses and is elaborated. Information regarding this estimate was derived from the grant documents. Equipment Requirements (Place Holder) Equipment required for implementing the SBCTC P-20 project solutions. ID Equipment Description Vendor Cost 1 Project Expenditures (Place Holder) Detail for budgeted project expenditures for the SBCTC P-20 project solutions. ID Expenditure Description Resource Cost 1 Project expenditures are tracked using the following chart of account codes: Program Index (PI) is Project Code (PC) is Fund is Appropriation Index is Department: SBCTC PPMO Page: 20

22 Project Authorization Michael Scroggins, the SBCTC Executive Sponsor, endorses this project charter and formally authorizes the State Board for Community and Technical Colleges P-20 Data Ops Project to plan and implement the work, once the results of the Implementation Study are published, to improve this product as described in the grant documents. Project Manager Authorization Guy Hollingbury, the State Board for Community and Technical College s Senior Project Manager, is hereby authorized to communicate directly with the executive sponsors, executive steering committee, and management as required. In addition, he is authorized to negotiate for resources, delegate responsibilities, and assign activities within the framework of this project, and to communicate with and manage all contractors/vendors and stakeholders as required to ensure successful completion of the State Board for Community and Technical Colleges P-20 Data Ops Project. Guy Hollingbury is responsible for developing the project management plans; managing the project schedule, resources, risks, issues, procurement activities, and stakeholders; controlling project costs, project scope, and project/product change; ensuring clear and timely communications and product quality; measuring performance; and taking corrective action as needed. Project Planning Milestones A completed Project Management Plan will be developed and submitted to the Executive Sponsor for signature by April 14, Upon approval of the project management plan and results of the Implementation Study, resources will be acquired and assigned to the project and work will commence. Once the project begins, work on the project will be performed according to the project schedule provided in the approved Project Management Plan. Guy Hollingbury will obtain approval from the Executive Sponsor for any schedule changes affecting the project milestones completion. Project Charter Acceptance The following signatures indicate approval to proceed with the above-described action for this project. This charter will be reviewed, communicated, and revised by Michael Scroggins and Guy Hollingbury, if the scope goals and objectives, project authorization, or project manager authorization change. _Michael Scroggins Date Executive Sponsor State Board for Community and Technical Colleges, Deputy Executive Director, Information Technology Division Guy Hollingbury Date: Project Manager State Board for Community and Technical Colleges, Senior Project Manager, Information Technology Division Department: SBCTC PPMO Page: 21