project charter templatetheimagineproject.weebly.com/.../6/0/52609747/final_proj… · web...

“The IMAGINE Project” Project Charter

Contents

A. General Information………………………………………………………………………..2

B. Project Objective…………………………………………………………………………....2

C. Assumptions………………………………………………………………………………....3

D. Project Scope………………………………………………………………………………..4

E. Project Milestones (Deliverables)………………………………………………………….4

F. Impact Statement…………………………………………………………………………...5

G. Roles and Responsibilities……………………………………………………………….....7

H. Resources…………………………………………………………………………………...10

I. Project Risks………………………………………………………………………………...10

J. Project Key Success Measurements…………………………………………………….....11

K. Signatures…………………………………………………………………………………. 12

“The IMAGINE Project” Project Charter of 12


A. General Information

Project Title:“The IMAGINE Project”

Brief Project Description:

To revitalise and improve the ergonomics of the library at Dominican School for the

Deaf – a deaf and hard of hearing school - situated in Wittebome, Wynberg. By

procuring the necessary books, other essential electronic equipment and repainting

and restoring furniture and shelving. In an effort to inspire learners throughout the

school to want to read, utilise the library for research and enrichment purposes and

appreciate written word, despite their disabilities.

Prepared By:Carmelita Dos Ramos, Dale Solomons, Lyndon Arenz, Khanyisile Nkosi and Rahul

Gilbert.

Date: 28th February 2015 Version: One

B. Project Objective:

The main objective of the project is to provide Dominican School for the Deaf with a fully updated and

renovated library within 4 days (4th April 2015 – 7th April 2015) - ultimately before the 12th of May 2015.

This will supplement the rationale for doing the project. Firstly, this will reduce the burden on the schools

financial budget and allow funds to be reinvested towards other fundamentals within the school.

Secondly, to holistically establish a literacy-rich environment to share good books where written word is

appreciated by students and that students demonstrate appropriate reading behavior on par relevant to

their grade to age ratio. This will be achieved by firstly, increasing the range (fiction, non-fiction and

Christian books) and age variety of the books to allow better engagement by students. Secondly, the

repainted, repaired shelving and carpeting will enhance the aesthetic attractiveness of the library

environment as a whole. Which will in turn encourage students to visit the library daily and use it for not

only reading purposes but also studying purposes. Thirdly, the de-cluttering and organising of books,

librarian administrative activities through the acquisition of a computer and book cataloguing system

which will lessen the burden on the assistant teacher whom also acts as the librarian. Moreover, the

footstools, which were used as seating for the students were broken and thus by replacing them the

students will become more attentive and eager to learn. Lastly, the installation of a functioning TV with a

DVD player will encourage interactive learning.

Our initiative intends to produce results that relate to the pre-defined organisational goals of the school.

The major objective of the school is to enable the deaf learners to conceptualise a language of

instruction for example, English or Afrikaans - combined with sign. In order to understand the basic



concept behind words and sentences such as “the orange ball goes over the horizon” - is referring to the

sun. Furthermore, the school aims to improve the age to reading capability ratio of the students. As the

deaf learners are 2 or 4 years below their chronological reading age. For example, a 10 year old will still

read a grade 1 or 2 book. This is attributed to factors such as late installation of hearing aids and

acceptance and inability of parents to finance such installation. Some learners are unaware of their name

or gender at age 3, as they are not being stimulated. Moreover, the school describes its age dispersion in

the school as “top heavy”, as more older learners are kept longer at school due to their slow academic

development – and hence this project complements another long-term objective which is ultimately the

matriculation of learners.

It is evident that the relationship between the intended initiative - complete revitalisation and

modernisation of the library and the schools corporate/strategic plan supplements the objectives of the

organisation. It acts a daily draw card to visit the library without initiation by teachers. Additionally,

learners can have freedom to choose and visit the library during recess and after hours. Reading books

stimulates their imagination and expands their understanding of the world. It helps them develop

language and prepares them to understand the written word. Essentially this will prepare them for the

“working world” where sign is not recognized by non-users. Furthermore, through the creation of a

vibrant, organised library the books will not only enrich learners’ minds but can be a fun experience

where students can relax and enjoy some precious leisure moments.

The benefit of doing this project as to how it adds value to the organisation would be to give the learners

of the school the opportunity of having access to a fully functional library that creates an environment that

is conducive to learning. Which in turn will one way or another result in the growth and development of

the learners’ literacy. Moreover, it acts a catalyst to increase the “fun” and distracts the learners from the

hardships at home. It can also be a pastime for the learners who stay in hostel. Moreover, it will help

solve the schools financial constraint given that it relies on government subsidies for support, with all

students on a fee exemption. All 228 learners are on South African Security Agency (SASSA) type

funding, be it child dependency or a disability grant- depending on their age. The government subsides

do not cover all the necessary upgrades which are essential to the upkeep and renovation of the library.

Therefore, the schools ability to independently fund the development of the library is challenging.



C. Assumptions

There will adequate sponsorships to fund the project.

There will be no social and political problems affecting the execution of the project such as

strikes and crime.

Materials will be readily available for immediate delivery i.e. new books, mats, curtains etc.

The deaf community will accept the project by UWC students.

Assumption that there will be no load shedding, we have checked the schedule and in the week

of execution (week 4th April 2015 – 7th April 2015) and that energy resources like electricity will

be on during working hours.

All necessary stakeholders (principal, PTA and SGB) will attend all relevant project meetings.

During the execution of the project, sufficient free labour (volunteers) will be available.

The school premises (library) will be available for inspection and needed measurements–

Someone will be available to open up and lock up for us when needed.



D. Project Scope

The project will embark on the delivery of a fully renovated and visually stimulating library within four

days between the 4th April 2015 – 7th April 2015, equipped with newly obtained books, eleven painted

shelves, 10 beanbags/equivalent seating, a large mat, one desktop computer system with cataloguing

software, a television set and DVD player and new curtains. The books and other deliverables

mentioned would be appropriate for all ages/grades of learners that will be using the library. The

cataloguing software and computer system will be utilised by the librarian.

Out of Scope Excluding as little third parties and organisations as possible to successfully execute the project

(i.e. unnecessary third parties, for, example strikers, thieves).

Setting up of Internet access (Wi-Fi) in the library.

Having an air-conditioning system installed.

Painting of the ceiling and walls of room.

E. Project Milestones (Deliverables)

Deliverables Sub-Deliverables Date

Approval of the project proposal by the

academic sponsor.

Received an approved plan and

signoff from our project proposal

by the academic sponsor.

17th of February

2015

Seeking permission from the school to

execute the project (client sponsor).

Obtained oral/written confirmation

from the principal to execute the

project.

25th February 2015

The compiling of the Business Case. Completed Business case. 27th of February

2015

Registering and creating a basic website

domain.

A basic website 27th of February

2015

The writing up and sending of a sponsorship

letter.

A well-written and detailed

sponsorship letter, sent to

necessary sponsors.

28th of February

2015

Procuring funding and donations from

sponsors for new books, library equipment,

paint, technology and furniture

Procured funding and donations

for new books, library equipment,

paint, technology and furniture.

(7th of March- 7th th

of April 2015)

The completion of the Project Charter Completed the Project Charter 6th of March 2015“The IMAGINE Project” Project Charter of 12


Removal of old library equipment, furniture

and cleaning.

Cleaned and removed the old

library equipment, furniture and

books.

1 day ( 4th of April

2015)

Sanding and Painting the shelves. Sanded and painted the shelves 1 day (5th of April

2015)

Installation of the new books, library

equipment, cataloguing system and furniture

as well as the training of the acting librarian.

Put/installed the new books,

library equipment, cataloguing

system and furniture into the

library and trained the librarian to

use the cataloguing system.

2 days (6th -7th of

April 2015)

The compiling of the PMP (Project

Management Plan).

Completed the PMP. 10th of April 2015

The completion of a project website with

videos and pictures and all relevant

documents attached.

Completed project website with all

necessary variables.

8th of May 2015

The completion of the project close out

report and diaries.

Completed project close-out

report and updated diaries.

8th of May 2015

F. Impact Statement

Potential Impact Systems / Units Impacted*

A cleaner environment will Improve the general

aesthetics of the library for the learners and

teachers.

The unit impacted is the library as the project team will

remove the clutter and develop a more open, more

airy and visual appealing layout to attract learners to

the library. The removal of the clutter in the library will

also allow more learners to be in the library at a time.

The bright painted shelving, curtains and new mat will

also enhance this. The children and teachers will be

given an orientation by our project team as to where

the new books and equipment within the library are

situated.

The cataloguing system will decrease the

administrative burden on the acting librarian.

The electronic cataloguing system will lighten the

burden of the librarian who will no longer need to

manually keep track of the books. Collectively she will

be impacted together with the library’s cataloguing



system which is doesn’t exist anymore. She ill be

trained to make use of it by one of our volunteers

(who owns a I.T company).

New books and electronic material will create better

access to relevant updated resources learners and

teachers.

The units impacted would be the books in the library

as the project team will update books so that it is more

applicable for the learner’s current assignments.

Such as some which is CAPS based and some for

general enjoyment. A new television and DVD player

will also be acquired this will allow learners to better

view educational DVD’s especially one’s that will help

the learners improve their sign language. The persons

who will utilise the library TV will also be trained by

our volunteer and the children will be shown where

the new books are situated.

The revitalized furniture will create an environment

where the learners can hone their reading skills and

a better place to study.

The library and students are impacted as we aim to

renovate it to encourage the learners to read and

study in this place. This will be done by the project

team buying new seats which the children can more

comfortably read in. The desks and other chairs will

be maneuvered so that the learners will be able to

study in a quiet and learning conducive environment.

The new books will increase the age range and

variety of the books for the learners in the library.

The units impacted would be the books in the library

and the learners who will read the books. The books

will range from Pre-school books to books for senior

phase learners from grade 9 level and consist of more

genres. The reorganization of the library is needed to

catalogue these books appropriately. The learners,

librarian and teachers will be given an orientation by

our project team as to where the new books and

equipment within the library are situated.



*The cleaners and caretakers will also be impacted by this change with respect to all the identified impacts due to the cleaning and the taking care of the equipment in the library, therefore they will also receive and orientation by our project team as to where the new books and equipment within the library are situated. This will have an impact on the allocation of time/cost and resources needed for them to fulfill these new tasks according to their schedule

G. Roles and Responsibilities

Sponsor: Provides overall direction on the project. Responsibilities include: approve the project

proposal idea “ library project”, the business case, charter and project management plan; confirm the

project’s goals and objectives; keep abreast of major project activities by being informed by our project

team members; and assist in the resolution of roadblocks for example “how can we overcome the issue

together” or queries as to the School by the client sponsor and about the drafting of documents by the

academic sponsor, ensures that changes to the project are properly managed, approving key project

deliverables, resolving issues that are beyond project managers such as suitability of time frames such

the dates when the project team can work on the premises of the library and due dates for project

documents to be handed in.

Name Email / Phone

Percy Saungweme - academic sponsor [email protected]/ (021) 959 2658

Cindy Rutter - client sponsor 072 170 1583

Project Manager: Leads in the planning and development of the project; manages the project to

scope. Responsibilities include: develop the project plan; identify project deliverables; identify risks and

develop risk management plan; direct the project resources (team members); scope control and change

management; oversee quality assurance of the project management process by making use of a quality

check less and ticking of the procedure as we go along, resolve conflicts within the project or between

i.e. act as a mediator; ensure that the project’s product meets the business objectives; and

communicate project status to stakeholders via email or telephone.

Name Email / Phone

Dale Solomons [email protected]/ 073 669 7609

Team Member: Works toward the deliverables of the project. Responsibilities include: understand the

work to be completed; complete research, data gathering, analysis, and documentation as outlined in

the project plan; inform the project manager of issues, scope changes, and risk and quality concerns;

proactively communicate status i.e coming to group meetings and replying to messages; and manage

expectations.

Name Email / Phone

Lyndon Arenz [email protected]/ 082 427 2059

Rahul Gilbert [email protected]/ 082 699 2007

Carmelita Dos Ramos [email protected]/ 072 072 5644


mailto:[email protected]/%20072

mailto:[email protected]/





Khanyisile Nkosi [email protected]/ 072 058 9760

Customer: The person or department requesting the deliverables. Responsibilities include: partner

with the sponsor or project manager to provide information to create the all the project management

projects i.e. Business Case, Project Charter; partner with the project manager to manage the project

including the timeline for example, the date of completion and execution of the project, work plan,

resources; work with the project team to identify the technical approach to be used and the deliverables

to be furnished at the completion of the project; provide a clear definition of the business objective; sign-

off on project deliverables; take ownership of the developed process and software. Assist with any

general queries about the school, be available to open and lock school for team member inspection.

Provide insight into the need and benchmark need for the type’s books and other equipment.

Name Email / Phone

Teachers and principal – Ms. Cindy Rutter (021) 761 8046/7/8

Learners (021) 761 8046/7/8

Sectary: The secretary ensures to make appointments and carry administrative task of the project.

Responsibilities include: maintaining dairies, typing and wording processing, organizing meetings for

example twice to three times a week in the library, taking minutes of the meeting, taking messages.

Secretary has skills that include teamwork skills, decision making and problem solving skills,

communication skills for example, the creation of a team, WhatsApp group. Maintain all documentation

including the project plan; report and close out report etc.

Name Email / Phone

Carmelita Dos Ramos [email protected]/ 072 072 5644

Treasurer: the person in this position work towards financial expertise of the project. Responsibilities

include: being knowledgeable about project funds for example the budget, overseeing the development

of funds and sponsorships, keeping team members informed about trends of finances or for example,

changes in the prices of our materials and equipment of the project such as paint, brushes, electronic

equipment, petrol etc. and providing advice on financial matters, being up to date with the financial

development, creating solutions for new financial problems, provide reports to team members about

financial development.

Name Email / Phone

Khanyisile Nkosi [email protected]/ 072 058 9760


mailto:[email protected]

mailto:[email protected]/%20072

mailto:[email protected]


H. Resources

Resource Constraints (estimated)1 x large Mat (6m x6m) R500 - R800

Transportation Costs ( roughly R120 per trip x2 cars from

UWC) R1800

Television - Flat Screen (Telefunken 32”) R4000 - R5000

Desktop PC (Sahara) complete with screen and keyboard. R4000 - R5000

Seating (10 Bean Bag Chairs) 1x 400 each R4000

Paint (5 litre colour paints) (Pink, blue, green, orange, purple) R800 – R900

Cataloguing Software R500

Miscellaneous Cost (Paint brushes, sand paper, boxes etc). R1000

Labour (volunteers) from painters to installers Free

Books (variety from children’s book to adolescences) R8000 – R12000

2x longer curtains – with bar (100 rand each) 4 x shorter

curtains ( R300 for 4 at Highlite Fabrics). R500

Unexpected Costs (breakages, petrol expense increases) R1000

DVD player (Telefunken) R500

Graphic designer (assist with website) Free

Electricity expenses Free (provided by school)

Telephone costs R200

Total Expected Costs R26 800 – R30 700*

*Costs dependent of acquisition of sponsors

I. Project Risks

Risk Mitigation Strategy

The time constraint the project has been given

to go through the designated channels in order

to apply for sponsorships.

The project team will approach potential sponsors as

soon as possible to prevent unnecessary delays in

obtaining sponsors/donations.

The availability of the lecturer to provide

constructive feedback when the whole project

team is available.

The project team will maintain good communication

with the lecturer and make sure consultation bookings

are made in advance to ensure the lecturer is

available.

The availability of the school to provide

infromation and be there to open and lock the

school when needed.

The project team will maintain good communication

with the principle and make sure consultation bookings

are made in advance to ensure that someone will

always be available to visit the school and take the

necessary measurement or ask the necessary “The IMAGINE Project” Project Charter of 12


questions.

Not being able to secure an adequate amount

of sponsors to fund the entire project.

More fundraising activities will be scheduled in order to

compensate for the lack of donations/sponsors.

The project team might not be able to procure

enough age appropriate books for the school.

When applying for the sponsorship of books the project

team will have to be very specific about the age ranges

of the books required.

The amount of books obtained could be

insufficient to complete the project.

In order to prevent a shortage of books the project

team will be sure to overcompensate in terms of the

sponsors who will be supplying books as spare books

could always be donated to another cause.

The insufficient communication between the

support groups of the project (such as the

client sponsor and other individuals

contributing).

Maintain constant communication via email and phone

calls to address this need. Also we have set up a

weekly meeting of 3pm every Tuesday to meet with

our organisation and client sponsor.

J. Project Key Success Measurements

The key success measurement of this this project will be to revitalise the school library, which currently

has an outdated library that displays poor aesthetics and does not make use of a cataloguing system.

This resulting in the learners not wanting to visit the library. Therefore the renovated and updated library

will meet our target by equipping it with a new range of book new books, painted shelves, 10 seats, one

large mat, two shorter and four longer curtains, a television with DVD player and a computer with

cataloguing software, which the acting librarian will receive training for to be able to use effectively. Thus

all the above, mentioned factors will collectively result in a fully functional library that is accessible to the

hearing impaired learners of the school and provides a learning conducive environment for these

learners.

This project will furthermore, be executed within four days from begin date 4th April 2015 – 7th April 2015.

This will reduce time wastage of volunteers, unnecessary costs and interruption to student education.



K. Signatures


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