Project Name: Grant Management System For Polka Inc.Project Version: G-10-009Document type: Project CharterDesigned By Project ManagerDocument Purpose: The document marks the inception of the project and grants project manager the authority to lead the project

Table of Contents

1. Project Charter

2. Desired Scope

3. Project Objective

4. Project Constraints

5. Project Timeline

6. Project Plan and Budget

7. Project Organisation

Project Charter

The project charter is designed to mark the formal approval of grant management system to be installed for Polka Inc. to achieve better management and increased efficiency.

Desired Scope

The major scope of this project is to adopt and implement a cloud-based grant management system which can help Polka Inc. in managing their grants which comes from all over the world. The system would help in submission, approval and payment process of the organization. The framework can be gotten to from anyplace on the planet that has web access to through a website page or cell phone application. Access rights can be overseen inside for both organizational individuals and those people demanding grants and different partners, for example, board individuals or donors. Furthermore, through this project of grant system, Company will allow or disallow or allow read only access to users. Grant process will go through different stages. The scope of this venture will incorporate the setup of the Award Force System to meet the necessities set out by the Polka Inc. including setup of the required interfaces, information relocation, testing, staff preparing (counting manuals) and change administration.

Project Objective

To provide ease to the users through implementation of Grant management system.

Project constraints

1. There is limited budget for the project which could act as biggest constraint
2. This project is full time project which could not get completed if project staff require leave due to any reason.
3. The project needs to get accomplished till the end of February 2018.

Project Timeline

Project timeline activities include several tasks i.e.

• Testing network connectivity (1-4 weeks)
• Set up Award Force Page (2-4 weeks)
• Applications forms (2-4 weeks)
• Account setup (2-3 Weeks)
• Training Staff (4-6 Weeks)
• Data Migration (4- 10 weeks)
• Trial the new system (2-8 weeks)
• Marketing (From previous step onwards)
• Go live with system (4-24weeks)
• Review (From previous stage onwards)
• Phasing out system (Jan 28- Feb 28)
• Finalising the new system

Project plan and Budget

The project budget allocated is USD 600,000.

Project owner = Hours per week 1

Steering committee = Hours per week 2

Project manager = Hours per week 40

System manager = Hours per week 40

Technical manager = Hours per week 40

Business analyst = Hours per week 40

Project Organization

Roles and responsibilities

1. Fundraising Division: fundraising division of the project refer towards such division which is responsible for formulating strategies and raising funds for the project. This makes the department more essential to stakeholders.

2. Community fundraisers: small communities’ fundraisers act for raising funds for the Company which is why they will also be taken into consideration.

3. Public Relation department: public relation department role will be to assist every other department specially fund-raising department which generate funds. It provides input to all departments.

4. Grant collection Department: this part of the Company serves as collector for funds from different communities. Grant management system of the project will serve this department in order to fulfil the divisional demands.

5. Top level Management: Roles and responsibilities of top-level management will be to lead every department in the Company. Project will be reported to and managed by top level management of the Company while they also approve all changes required in the project.