Applicable Processes/Procedures: Identify the process for creating a project charter

1. General Information:

Project Title – The proper name used to identify this project; Project ID – The working name or acronym that will be used for the project; Sponsoring Organization – The organization sponsoring this project; Sponsor Representative – The name of the person representing the Sponsoring Organization; Prepared by – The person(s) preparing this document; Version – Version of this document.

Project Title: Concur Travel and Expense Solution Project ID: Concur001

Sponsoring Organization: CAPA                                 Sponsor Representative: Cindy Rosas

Prepared by: Andre Menezes                                         Version: Rev 01

2. Project Stakeholders:

List all applicable project stakeholders.

Executive Summary

Provide a brief overview of this project.

CAPA (Global Education Network) is a small study abroad provider based in Boston, MA. It has approximately 25 employees based in Boston, three remote, and about 75 across the Globe. CAPA operates in various cities worldwide, and it specializes in internships for their students and immersing them in their global classroom. Currently, CAPA is facing challenges to control its budget around travel and expenses. Employees have been spending far more than CAPA’s travel policy determines. In addition, CAPA currently uses manual processes to control its expenses. The current process is, one needs to fill out a spreadsheet with all expenses, print the receipts, get their manager approval, and put everything and a sealed envelope. Then, the envelope needs to be delivered in the Finance. Finance then validates it and finally reimburse the employee. It is easy to see how many problems can occur in this process.  Additionally as part of the new solution implementation, CAPA believes it will be an opportunity to improve its travel and expense policy. The main goal of CAPA’s project is to improve its travel and expense policy as part of a new solution implementation.

3. Project Purpose

Explain the reason(s) for doing this project.  

3.1. Business Need / Problem

The Business Need / Problem is an issue or opportunity pertaining to the business which needs to be resolved / acted upon.  State in specific terms the issue or opportunity this project will address.  Often, the Business Need / Problem is a critical business issue or initiative in the Sponsoring Organization’s Strategic Plan.

The company has a challenge on how to implement a more efficient, controlled and cost-effective travel and expense solution to avoid the maximum errors that can occur during the process of travel and expense. CAPA currently uses a manual method to audit the travel expense and as a result it takes a long time to do it manually. 

3.2. Business Objectives

Define the specific Business Objectives of the project that correlate to the strategic initiatives or issues identified in the Sponsoring Organization’s Strategic Plan. Every Business Objective must relate to at least one strategic initiative or issue and every initiative or issue cited must relate to at least one project business objective.

Project Overview

3.3. Project Description 

Describe the project focus, approach, customer(s), and the boundary limits of the project.

Project focus- Establishment of travel and expense policy throughout the company.

Project Approach-Gathering collaborations from Project teams.

Customers- All employees of CAPA.

Boundary Limits- cost/budget of implementation of solution.

3.4. Scope

The Project Scope addresses the who, what, where, when, and why of a project.  

WHO- CAPA Global Education Network

WHAT-Implement travel and expense solution

WHAT - Revise and implement Travel and Expense Policies

WHERE-On-site and Remote meeting

WHEN- Starting Q1 2021

WHY-improve the actual process and policies and minimize errors.

HOW- By assigning tasks to each member of the company’s project team.

3.5. Assumptions

Assumptions are statements taken for granted or accepted as true without proof.  Assumptions are made in the absence of fact.  List and describe the assumptions made in the decision to charter this project.

● By implementing the travel and expense solution, CAPA will expect to reduce the travel cost by 50%.

● It is expected that CAPA will truly comply with the company’s policies.

● CAPA will streamline business processes and eliminate unnecessary steps to improve productivity and timelines.

● Reduce workflow cycle time (From the time one books a trip until he gets reimbursed) in 70%.

3.6. Constraints

Constraints are boundary conditions that the project must stay within.  List and describe the constraints applicable to this project.

The project boundary will be the cost/budget of implementing the travel and expense solution in the company.

Due to the CoronaVirus crisis at this time trips are not allowed. 

4. Project Requirements / Deliverables

The Project Requirements / Deliverables define what the project must accomplish, including the customer/ user requirements and products / services to be provided by the project. 

● Kick off meeting.

● Get clients requirements. Client will be requested to answer a questionnaire.

● Configuring Concur and provide scripts for the client to test it

● Client to develop and test integration between Concur and the Accounting System

● Provide Training to the users and to the administrators, who will take care of Concur after we go live

5. Project Management Milestones and Deliverables 

Provide a list of Project Management Milestones and Deliverables.  This list of deliverables is not the same as the products and services provided by the project, but is specific to the management of the project.  An example of a Project Management Milestone is the Project Plan Completed.

6. Costs / Budget 

Identify the initial funding required by the project and/or committed to this project by the project sponsor.  Additional funding may be requested / committed upon completion of the detailed project plan.

7. Personnel & Other Resources

Identify the personnel and other resources required by the project and/or committed to this project by the project sponsor.  Additional resources may be committed upon completion of the detailed project plan.

8. Project Risks

Risks are statements of issues or problems that have the potential to arise but have not yet occurred.  List and describe the initial risks for this project.

1. Information Technology: The cost of development, compatibility of software and usability.

2. Compliance: Reliance on staff to input / submit the correct data; willingness of staff to input data and follow the policies in a thorough and timely manner.

3. Organization: Deciding how each department / destination will be categorized and fall under respective budgets; deciphering what is considered reimbursable expenses.

4. Budgeting: Allotting appropriate amounts for each departments’ budgets; determining a plan for when budgets are surpassed, or exceptions need to be made.

5. Integration: There is an expectation to integrate Concur with an accounting system. As this integration requires development from the customer side, there is a risk the go-live be delayed.

9. Project Organization

9.1. Project Organization Chart

Provide a graphic depiction of the project’s organizational structure.  The project’s hierarchal diagram begins with the project sponsor and includes all project stakeholders.

9.2. Roles & Responsibilities

Describe the Roles and Responsibilities of all project stakeholders identified for this project.

10. Approval Signatures

The Signatures of the people below document acceptance and approval of the formal Project Charter. The Sponsor Representative must have the authority to commit the organization’s resources to the project. The Project Manager is empowered by this charter to proceed with the project as outlined in the charter.

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