PROJECT CHARTER TEMPLATE

GENERAL PROJECT INFORMATION

PROJECT NAME PROJECT MANAGER PROJECT TEAM

Library Management System Pham Hai Dang GROUP 11

EMAIL PHONE ORGANIZATIONAL

[email protected] 0396-369-556 Group 11 – Class INS304402

GREEN BELTS ASSIGNED EXPECTED START DATE EXPECTED COMPLETION DATE

Vu Minh Hieu 15/03/2024 15/06/2024

BLACK BELTS ASSIGNED EXPECTED SAVINGS ESTIMATED COSTS

Pham Hai Dang 142.000.000 VND 672.400.000VND

PROJECT OVERVIEW
Conventional libraries are having difficulty integrating various formats, including multimedia and e-resources, because of outdated management
systems. Inefficient cataloging, resource tracking bottlenecks, and a lack of analytics tools hinder librarians from optimizing collections and improving
PROBLEM
user experiences. To close the gap, libraries require a modern library management system with an intuitive interface, effective cataloging, and analytics
OR ISSUE capabilities to resurrect libraries as vibrant centers of knowledge and community involvement in the digital era.

PURPOSE The Library Management System project aims to enhance the overall efficiency, accessibility, and user satisfaction of the library services, ultimately
OF PROJECT contributing to an enriched learning and research environment within the institution.
BUSINESS Implementing an LMS will lead to better resource utilization, increased accessibility to library materials, improved patron services, and enhanced
CASE administrative efficiency.

 Develop a fully functional Library Management System with essential features.

GOALS /  Ensure ease of use and accessibility for library staff and patrons.
METRICS  Increase efficiency in resource management and circulation processes.
 Improve user satisfaction and engagement with library services.

 Fully functional web-based Library Management System.

EXPECTED  Cataloguing module for organizing library resources.
 User authentication and authorization system.
DELIVERABLE  Borrowing and return management functionality.
S  Reporting and analytics features for administrative purposes.
 User documentation and training materials.
PROJECT SCOPE

The library management system automates material purchasing, tracking, and user profiles with secure access levels. It automates checkouts, returns,
WITHIN
and reminders for due dates and late fees. It generates reports for informed decisions and includes features for material reservations, event management,
SCOPE and gathering patron feedback.

 Infrastructure physical maintenance in case the error does not come from us.
OUTSIDE
 Integration with other systems not developed by us.
OF SCOPE  Development of advanced features such as RFID technology integration or predictive analytics.

TENTATIVE SCHEDULE
KEY MILESTONE START FINISH

Project Initiation 15/03/24 15/6/24

Requirements Gathering 25/1/24 31/1/24

System Design 7/4/24 30/4/2024

Development Phase 1 15/3/24 30/3/24

Development Phase 2 25/3/24 7/4/24

Development Phase 3 7/4/24 30/4/24

Development Phase 4 30/4/24 20/5/24

Development Phase 5 20/5/24 25/5/24

Development Phase 6 25/5/24 5/6/24

Development Phase 7 6/6/2024 15/6/2024

Testing and QA 16/6/24 18/6/24

Deployment and Go-Live 15/6/24 22/6/24

 Project Summary Report and Close Out 15/6/24 18/6/24

3
RESOURCES
PROJECT  Project Manager:
TEAM
 Role: Responsible for overall project coordination, planning, and communication. Ensures that the project stays on track regarding timelines,
scope, and budget.
 Assigned To: Pham Hai Dang

 Lead Developer:

 Role: Oversees the development team, ensuring that the system's architecture and code meet the project's technical requirements. Provides
technical guidance and resolves development issues.
 Assigned To: Pham Hai Dang

 Frontend Developer:

 Role: Designs and implements the user interface, ensuring it is user-friendly and meets accessibility standards.
 Assigned To: Pham Hai Dang

 Backend Developer:

 Role: Focuses on server-side logic, database interactions, and integration of system components.
 Assigned To: Vu Minh Hieu

 Database Administrator:

 Role: Manages the database systems, including design, implementation, and maintenance, ensuring data integrity and performance.
 Assigned To: Vu Minh Hieu

 Quality Assurance Analyst:

 Role: Responsible for testing the system to identify bugs and ensure it meets the required quality standards before deployment.
 Assigned To: Duong Thi Lan Anh

 Business Analyst:

 Role: Works with stakeholders to gather requirements, understand the business needs, and translate them into technical specifications.
 Assigned To: Truong Nguyen Hiep Anh

 Technical Support Specialist:

 Role: Provides ongoing technical support and training to users and helps troubleshoot any issues post-deployment.
 Assigned To: Nguyen Thanh Phuong
  IT Department:

 Provides technical infrastructure and assists with system deployment.

 Library Staff:

 Participates in user testing and offers feedback.

SUPPORT
 Consulting Firm (if needed):
RESOURCES
 Provides specialized expertise in library systems.

 Software Tools:

 Includes development environments, project management software, and cloud services.

 Accessibility:

 Compliance with WCAG for users with disabilities.

 Training:

 Workshops and user manuals for staff.

 Security:
SPECIAL
 Data protection measures like strong authentication and encryption.
NEEDS
 Localization:

 Support for multiple languages and regional settings.

 Custom Hardware/Software:

 Integration with existing library equipment and systems.

COSTS
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 COST TYPE VENDOR / LABOR NAMES RATE QTY AMOUNT

Project Team Project Management (Programmers, designers, project managers) 1.175.00VND/hrs 100hrs 111.500.000VND

940.000VND/hrs
Requirements Analysis 50hrs 47.000.000VND

System Design 1.057.500VND/hrs 50hrs 52.875.000VND

Development 940.000VND/hrs 20hrs 141.000.000VND

Testing 822.500VND/hrs 50hrs 41.125.000VND

Deployment 1.057.500VND/hrs 20hrs 21.150.000VND

Training 705.000VND/hrs 10hrs 7.050.000VND

Maintenance and Support 822.500VND/hrs 20 16.450.000VND

Other Costs Server 47.000.000VND 1 47.000.000VND

Laptops 28.200.000VND 2 56.400.000VND

Software Licenses 7.050.000VND 5 35.250.000VND

Database Linceses 35.250.000VND 1 35.250.000VND

Networking Equipment 23.500.000VND 1 23.500.000VND

Office Supplies 1.175.000VND 10 11.750.000VND

Cloud Services 2.350.000VND 6 14.100.000VND

Miscellaneous Contingency Expenses 5.000.000VND 1 5.000.000VND

TOTAL COSTS 672.400.400VND

6
7
BENEFITS AND CUSTOMERS
PROCESS
Group 13 – Class INS304402 - VNUIS
OWNER

KEY
IT Department: Responsible for providing technical support, infrastructure, and expertise throughout the development and maintenance phases.
STAKEHOLDER University Administration: Represents the governing body or management overseeing the library's operations and funding.
S
The final customer of the Library Management System is the library's users, including both staff and patrons. The system aims to enhance the
FINAL
experience for library staff by streamlining processes and improving efficiency. Simultaneously, it aims to provide library patrons with better access to
CUSTOMER resources, improved services, and a more user-friendly experience.

 Improved Efficiency
EXPECTED
 Better Resource Management
BENEFITS  Cost Savings

TYPE OF BENEFIT BASIS OF ESTIMATE ESTIMATED BENEFIT AMOUNT

Specific Cost Savings Reduction in manual processes, lower staffing costs 200.000.000 VND

Enhanced Revenues Increased patron usage efficiency, higher membership fees 300.000.000 VND

Higher Productivity (Soft) Improved staff efficiency, quicker access to resources 250.000.000 VND

Improved Compliance Better record keeping, easier adherence to regulation 100.000.000 VND

Better Decision Making Enhanced record-keeping, easier adherence to regulations 150.000.000 VND

Less Maintenance Reduced system downtime, lower maintenance cost 100.000.000 VND

Other Costs Avoided Avoidance of penalties, reduced resources wastage 72.400.000 VND

TOTAL BENEFIT 1.172.400.000 VND

RISKS, CONSTRAINTS, AND ASSUMPTIONS

 Technical Risk: Technical risks stem from failures or vulnerabilities within hardware, software, or IT infrastructure.
 Legal Risk: Legal risks involve the potential for an organization to face lawsuits, regulatory penalties, or non-compliance with laws and
regulations.
RISKS  Physical Risk: Physical risks relate to threats posed by natural disasters, accidents, or physical damage to assets and infrastructure.
 Security Risk: Security risks involve threats to the confidentiality, integrity, and availability of information and systems.
 Operational Risk: Operational risks arise from internal processes, procedures, people, and systems that may fail to perform as expected.

 Budget Constraints: Limited financial resources may restrict the scope of the project or necessitate prioritization of features and functionalities.
 Time Constraints: Project timelines may be constrained by external factors such as academic calendars or funding deadlines, requiring efficient
CONSTRAINTS project management and resource allocation.
 Technological Constraints: Dependencies on specific technologies or software platforms may impose limitations on system design and
development, potentially impacting functionality or performance.

 Stakeholder Engagement: Assumption that key stakeholders, including library staff, IT department, and administration, will actively participate
in project activities, providing input and feedback as needed.
 Resource Availability: Assumption that necessary resources, including personnel, funding, and infrastructure, will be available as planned to
support project activities and milestones.
ASSUMPTIONS  User Acceptance: Assumption that library staff and patrons will embrace the new Library Management System, recognizing its value in
improving library services and operations.
 Compliance: Assumption that the Library Management System will comply with relevant regulations, standards, and best practices governing
data privacy, accessibility, and security.

PREPARED BY TITLE DATE

Group 13 – Class INS304402 Library Management Systems Project Charter 15/6/2024