You need this FREE example from a successful software upgrade. The upgrade had a budget of 1 millon USD and was delivered over seven months.
Not only did the project get delivered on time, to scope and to budget, the project team and project manager received an achievement award!
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The contents of the sample Project Charter
Project Details
- Project name and reference
- Title: project charter
- Version number
- Date
INTRODUCTION
PROJECT OVERVIEW
ACME has requested AComPany Ltd provide consulting services to assist with an upgrade of their CXS software. This upgrade will pave the way for ACME to deploy the additional languages.
PROJECT SCOPE
BUSINESS OBJECTIVES
- To upgrade to CXS v12.
- To streamline the system and use the new functionality in v12 so that ACME can take on more of day-to-day administration and reporting without relying on AComPany Ltd.
HIGH LEVEL PROJECT SCOPE
The ACME upgrade project will consist of 4 phases: discovery, build, testing and training. Please refer to the information below for additional scope details. Any changes to this scope must be handled through the change management process. Please refer to the Change Management section at the end of this document for further details and a sample Change Order request form.

DELIVERABLE SCOPE DEFINITIONS

TRAINING SCOPE
Training |
Venue |
No days |
Estimated dates |
Training for key ACME agents to carry out UAT. |
ACOMPANY LTD ATown |
2 |
13 – 14 Oct 2021 |
customized Smart Conversion course for ACME ETO team. |
ACOMPANY LTD ATown |
1 |
Wkc 13 Oct 2021 |
Training for call center managers |
Local call centers |
5 |
Dec 2021 |
Train the trainer course for ACME agents including country SME. |
Local call centers |
5 |
End Feb 2022 |
EXCLUSIONS
- Upgrading the usage of the XML API is outside ACOMPANY LTD and under the responsibility of the customer.
- Analysis, documentation, or configuration of security outside of the AComPany Ltd application.
- Changes to the end user pages or admin console that improve on or are additional to that provided in the current AComPany Ltd version (CXS-7).
- Any outstanding deliverables under contract IDs:
- ACME_R001_M_Registration
- Interim resource supply (1 month of Developer time)
- ACME_Health Score SOW_071020
- Database, operating system and network configuration and/or troubleshooting. This includes, but is not limited to:
(Download the full project charter to see table of DB, OS and network configuration that is excluded from this project.)
DEFINITION OF CODE FREEZE
The following changes fall under the code freeze:
- Creation of custom fields on the admin console. Please note this excludes addition or deletion of products and categories and addition or deletion of items on customizable menus.
- Changes to any tables that have custom field capabilities e.g. Tickets, answers, contacts, tasks and opportunities (this excludes contact uploads).
- Any new integration/external event including API calls (this includes product uploads).
- Any code to the end user pages (excluding text changes).
- Deletion or addition of products and categories.
- Addition or deletion of items on a customizable menu.

The following change requests are on hold until after the upgrade launch date.
Item |
Description |
Service/marketing |
Product Upload |
Creation of an import interface or an API to upload products and run serial number validation. |
Marketing |
Manual Print on Demand |
Provides the facility for ACME to import a file with dates into Tickets within the AComPany Ltd system. |
Service |
DEPENDENCIES

ASSUMPTIONS
PROJECT CHARTER
- This document will be based on discussions conducted between AComPany Ltd and ACME.
- The AComPany Ltd Team and ACME will agree to the contents of this document prior to moving forward with the project.
- Project Charter will provide reference throughout the project to ensure the work is meeting stated objective and to resolve project issues
PROJECT PLAN
- The final list of tasks to be performed for this Statement of Work will be defined in the final project plan and approved by ACME.
- The project plan will detail the timeline for implementing the required AComPany Ltd CXS features and functions.
DEVELOPMENT AND TESTING
- The Project Sponsor will ensure sufficient resource is available to carry out system and user acceptance testing.
- The Project Sponsor will sign-off or delegate the sign-off of all UAT documents e.g., test scripts.
- During the project, a ‘code freeze’ will be implemented. This means that requests for customizations or any Tickets that require a AComPany Ltd engineer will be frozen until the upgrade is completed. If business critical issues arise, they will be handled through change control.
TRAINING
- On site training must be delivered over the course of 1 full week (both sessions). AComPany Ltd does not support anything less than 3 days on site.
- The Customer will provide training equipment (e.g., laptops and/or desktops) for all attendees.
- The Customer’s equipment will be configured per AComPany Ltd specifications (specifications to be provided by AComPany Ltd) and will have tested internet connectivity. Customer will have an IT resource available to troubleshoot issues if necessary.
- Customer testing of their training environment will be completed prior to the training engagement and confirmed by AComPany Ltd upon arrival.
- The Customer will provide a single point of contact to assist AComPany Ltd in the coordination of these education services.
- The Customer will make all the necessary arrangements for their staff and the Call Center agents attending training. Including: booking the training hubs and call center venue, managing attendance and making travel arrangements.
CUSTOMER FURNISHED PROPERTY & SERVICES
- Telephone service for local and long-distance calls that pertain to supporting the project.
- Internet Access.
- Work facilities to perform the work related to this project.
- Access to existing systems as they apply during the implementation, testing, and rollout of the AComPany Ltd Applications.
WORKSTATION COMPLIANCE
CRITICAL PROJECT DATES
Date |
Description |
15/07/2021 |
Project Kick-Off |
Mid-August 2021 |
Discovery Phase |
End Nov 2021 |
Customisation completed incl. testing |
Beginning Dec 2021 |
Configuration completed incl. testing |
Mid Dec 2021 |
Admin console UAT & training |
Jan 2022 |
Final user Acceptance Testing |
Mid – end Feb 2022 |
Training |
03/03/2022 |
Launch |
16/03/2022 |
Project Completion and post project report |
03/04/2022 |
Warm handover to Support |
CRITICAL SUCCESS FACTORS
- Designated client resources will be available to serve as Subject Matter Experts (SMEs) and provide necessary information to support project business requirements, technical information and any other material that is required for project success.
- The roll-out is constrained by a very tight time frame and therefore extensive project coordination is required.
- Management will make adoption and use of the AComPany Ltd application part of daily business processes during the Adoption phase.
- Executive Management and Sponsors will support all facets of the project and following the go-live of the application.
- Define all internal and external project-related roles, and designate one person to assume ownership of coordination, execution and measurement of campaign launches.
- Internal and external parties must be available for training on applicable portions of product.
- Data architecture for contact updates, imports and exports must be finalized for Customer Support and Marketing use.
- Define number and types of campaign components to ensure adequate time allocation for configuration and launch.
- Define campaign measurement reporting to ensure project goals and marketing efforts can be measured effectively.
- On-site training is constrained by a short time frame, so extensive project coordination is required.
RISK REGISTER
COMMUNICATION AND REPORTING PLAN
PROJECT BUDGET
QUALITY ASSURANCE
TESTING PLAN

TESTING METHOD
Pass conditions for each test will be given in the test specification. Overall quality will be measured by a like for like comparison with the LIVE site.
UAT tests will be run following test scripts based on existing business processes. End user page testing will compare the LIVE site against the upgraded site.
PROJECT GOVERNANCE
PROJECT organization STRUCTURE

PROGRAMME BOARD
It is responsible for ensuring that the project gives value for money and that it remains focused on achieving it's projected business benefits. The group approves all Change Orders and Exception Reports that exceed the tolerances of the Steering Group.
Membership:
H. Junior – ACME
D. Holder - AComPany Ltd
The Programme Board does not have set face to face meetings but may meet to resolve escalations or approves change orders.
STEERING GROUP
It is the first point for all escalations and any business-critical risks and issues. It reviews all Change Orders and Exception Reports and submits those outside its tolerances to the Programme Board with recommendations for approval or rejection.
Tolerance levels:
Timescales - delay to Launch date 5 days or less
Cost increases up to sign-off level
Membership:
- T Customer – ACME
- V. Smith – ACME
- W. Sandon - ACME
- L. Salles –AComPany Ltd
PROJECT TEAM ROLES

CHANGE MANAGEMENT PROCESS
Any changes to the project scope will require a Change Order, which a AComPany Ltd project manager or designated consultant will complete. Due to the complexity of some project change orders, AComPany Ltd may bill the Client for the time required to scope and estimate the requested change. The AComPany Ltd consultant will advise the Client of the estimate if a charge will apply.
Refer to below for a sample of the AComPany Ltd Change Order Form. A completed form includes the requested change, the impact on the current engagement, and the estimated resources and time to implement the Change Order. AComPany Ltd will submit the completed Change Order Form to the Client for review and approval.
Estimates will remain valid for a period of five (5) business days from the date of submission. If the Client does not approve the Change Order Form within the five (5) business days, and AComPany Ltd has not extended the period of validity in writing, the change estimate will automatically expire. Upon receipt of written approval, the AComPany Ltd Team will begin work on the requested change according to the agreed-upon schedule.
APPENDIX 1: SAMPLE CHANGE ORDER

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