Project Charter

Project Charter

1. Develop scope overview and business case: This is the “elevator speech” – a half minute summary of the project.

Residency weekends play an essential role in the development of relationships and the promotion of academic growth. The project will be testing a new residency weekend site with the main aim of knowing if it will be a suitable site to accommodate residency weekend activities. The project brings in some of the most important stakeholders. Among them are 600 students, 6 instructors, and 3 support staff. As mentioned, the residency weekend will take place during the weekend. In this case, the specific days will be Friday, Saturday, and Sunday. The scope of the project does not run beyond the three days that have been mentioned. The main objective is to test the residency weekend site and dictate if the site will host a residency weekend in the near future.

1. Develop team operating principles. (Ground Rules)
   1. Respect

All stakeholders will be expected to be respectful of each other. It is understandable that a new environment can come along with excitement. There is a dire need for all stakeholders to maintain a high level of respect. The project brings together students of the higher education sector. Students in the higher education sector are adults. Therefore, they are likely to be in the same or almost the same age as educators. Even though the similarity in age might be present, it is important for all students to realize that they can only be under the instructors and not above them.

1. Engagements

The main aim of the project is to help know if the site will be suitable to hold similar events in the future. Engagements are highly advised but under the rules and guidelines of the project. Students should engage the instructors in the case that they need anything. In this project, the results will have an impact on all stakeholders. Conversations that take place in residency weekends are supposed to be productive. They also touch on important matters that affect the members of society. With this in mind, it would be important to promote engagements. Instructors are, therefore, expected to support students and engage them. Students are also expected to engage other students with the main aim of promoting cohesion.

• Consultations

Consultations are as important as any other process of the project. The project has rules and regulations. With this in mind, it means that everything that needs to be done is already stated down. It will be important for all stakeholders to consult before deciding to come up with a new rule or policy. It would be unfair to implement new strategies or guidelines without involving the people who will be working on the project.

1. Authority

The authority will be based on ranks. The instructors are the senior-most stakeholders in the project. They will be expected to provide guidelines and directions to the students and support staff. Among the students, there will be leaders who will be selected. The leaders will be given the authority to guide other students. However, they can only do so based on the guidelines that have been put in place by the instructors.

1. Identify Stakeholders.

1. Students

Students are the major stakeholders in this project. It is for this reason why there are hundreds of students but less than ten instructors and support staff. Residency weekend includes students where they come together with the main aim of discussing important academic and business matters. Therefore, most of the activities during the project will revolve around the students, and that makes them an important component of the entire project.

1. Instructors

The project brings on board six instructors. The main aim is to ensure that students have the support they need to be effective. The instructors will be assigned to all students. With the main aim of providing support, the instructors will have three supporting members of staff. The members of staff will help the team to attain the project goals. The instructors fall under the category of internal stakeholders.

1. Support Staff

The support staff is in place to make sure that the instructors get the assistance they need. Also, it is in place to help the student get the help they desire. It is essential to note that the project is a trial. It is, therefore, important to have all parties that are important. The support staff comprises of internal stakeholders due to the fact that they affect the project internally.

1. Members of staff in hosting hotels

Students and instructors will be hosted in a hotel, and that means that they will need the support of staff members of the hotel.

1. Workers in the hosting venue

The trial is taking place in a new location. The venue does not belong to the school. People who work in the new venue are important, and their contribution is essential.

1. Transport agents and agencies

Considering the fact that not all students and instructors have cars, the transport sector will come in handy to support the project.

1. Provide a project scope statement.

The project is expected to meet the following deliverables;

1. Assess the working relationship between students and instructors
2. Assess the suitability of the current location to host more similar events
3. Improve the understanding of students on matters pertaining to residency weekend
4. Improve the understanding of students in residency weekend and important issues that will be discussed.
   1. Identify risks, assumptions, and constraints

Risk Register for identified risks

1. Rainy weather
2. Lack of space for all stakeholders
3. Lack of enough attendance
4. Lack of enough instructors

y-axis: Probability

x-axis: Impact

Assumptions

1. All Stakeholders will attend the event: None of the stakeholders have shown the interest to miss the project
2. The event will be a success: The assumption has been made based on the preparations in place.
3. There will be enough space: The planning team has assessed the space to make sure that all stakeholders will attend.

Constraints

The following constraints face the project

1. The number of students is high for only six instructors
2. The number of students is high, and that might affect the place they chose to reside during the project
3. Each of the instructors comes from a different location, and that might affect the arrival as well as blending in before the trial.
   1. Create a detailed WBS with Activity List

1. Stakeholder listing

1. Students

• Internal Stakeholders

1. Instructors
   • Internal Stakeholders
2. Support staff

• Internal Stakeholders

1. Members of staff in hosting hotels

• External Stakeholders

1. Workers in the hosting venue

• External Stakeholders

1. Transport agents and agencies

• External Stakeholders

RACI chart

1. Item budget.