AUDIT FINDINGS REPORTING AND FOLLOW-UP

MANAGEMENT SYSTEM (AFRFMS)

PROJECT CHARTER

VERSION 0.0.1

Date: September 2023

 Audit Findings Reporting and Follow-up Management System (AFRFMS)

Table of Contents
1 INTRODUCTION .................................................................................................................... 3
1.1 Purpose of project Charter ......................................................................................... 3
2 JUSTIFICATION .................................................................................................................... 3
2.1 Business Need ........................................................................................................... 3
3 SCOPE ...................................................................................................................................... 3
3.1 Boundaries ................................................................................................................. 3
3.2 Approach TO PROJECT Management ..................................................................... 4
3.3 Timeline of the Project .............................................................................................. 4
3.4 Major Deliverables .................................................................................................... 4
4 ASSUMPTIONS, CONSTRAINTS AND RISKS ................................................................. 5
4.1 Project Assumptions .................................................................................................. 5
4.2 CONSTRAINTS ....................................................................................................... 5
4.3 PROJECT RISKS ...................................................................................................... 5
5 PROJECT ORGANIZATION ................................................................................................ 6
5.1 PROJECT MANAGEMENT .................................................................................... 6
5.1.1 Project Objectives ................................................................................................ 7
5.2 PROJECT ORGANIZATION................................................................................... 7
5.2.1 Project Governance Team .................................................................................... 8
5.2.2 Roles and Responsibilities ................................................................................... 9
6 COMMUNICATIONS........................................................................................................... 11
6.1 Communication Strategy ......................................................................................... 11
7 PROJECT CHARTER APPROVAL ................................................................................... 12

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 Audit Findings Reporting and Follow-up Management System (AFRFMS)

1 INTRODUCTION
1.1 PURPOSE OF PROJECT CHARTER
The purpose of this project charter document is to describe about the project and to create
a shared understanding of its goals, objectives and resource requirements before the project
is scoped out in detail. Main purposes of the project charter:

• Demonstrating management support for the project and project manager by

authorizing the project and announcing the project has begun.

• Setting out management expectations for the results and scope of the work.

• Broadly defining the project deliverables, schedule and project governance

2 JUSTIFICATION
2.1 BUSINESS NEED
The Audit Findings Reporting and Follow-up Management System (AFRFMS) project aims
to develop a comprehensive web-based application for managing audit reporting and follow-
up activities within Awash Bank S.C. This system will streamline the audit process, enhance
communication, and ensure timely corrective actions.

3 SCOPE
3.1 BOUNDARIES

The project will cover the following key aspects, including specific modules for different
types of audits:
AFRFMS Core Module:

 IS (Information Systems) Audit Module:

 Management Audit Module:

 Financial Audit Module:

 Inspection Audit Module:

 Integration with existing CBS for data retrieval.

 Dashboard with visual data representation.

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 Audit Findings Reporting and Follow-up Management System (AFRFMS)

 User authentication and role-based access control.

 Compliance with NBE directives and reporting formats.

3.2 APPROACH TO PROJECT MANAGEMENT

The project managed with a dedicated project manager following the project guideline. A
steering committee will follow the progress of the project periodically based on the
attached project plan for its delivery timeline and quality.
The project will have the following milestones.

 Governance
 Project technical documentation
 Solution implementation & customization
 Environment set-up
 System integrations
 System training & demo to awash team
 Functional testing & sign off
 Security testing & sign off
 Resolution of test & functionality issues
 Preparation for go-live
 Go-live
 Project closure

3.3 TIMELINE OF THE PROJECT

The detail project plan is prepared during project initiation phase. The high level Project plan is
shown as attached on Appendix A

3.4 MAJOR DELIVERABLES

The following table presents the major deliverables that the project or result must meet in
order for the project objectives to be satisfied.
• User Acceptance Test Report

• Deployment

• Project Closure Report

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 Audit Findings Reporting and Follow-up Management System (AFRFMS)

• User Documentation

• Training Materials

4 ASSUMPTIONS, CONSTRAINTS AND RISKS

4.1 PROJECT ASSUMPTIONS

• Sufficient technology resources are available to create and deliver the project.

• Project will be approved for inception.

• The teams (key players highlighted above) are readily available to support the
integration.

• The project team will have access to necessary development and testing resources.

• Stakeholders will be available for regular project updates and decision-making.

4.2 CONSTRAINTS
The following constraints are identified to the project that requires stringent optimization.

• Changes in the project scope will affect the project schedule and budget.

• deliverables.

• Communication breakdowns between stakeholders and the development team

4.3 PROJECT RISKS

Description of Risk Probability Level of Priority Approach for

of Impact if for Mitigation of
Occurrence Occurs Attention Risk
/ Action

Loss of Momentum High High High This risk is part of the rationale for
assigning Senior leadership

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 Audit Findings Reporting and Follow-up Management System (AFRFMS)

Short Implementation High High High Daily engagement of the project

timetable; deadline can team, and close follow-up of the
reach before completion management is required. Parallel
activities should be done.
Lack of Low High High Clearly establish roles,
accountability or responsibilities and expectations;
ensure participation across all
ownership stakeholders.

Insufficient HIGH High Medium Establish formal and informal

Communication communications channels, and
with Stakeholders ongoing communications campaign.

5 PROJECT ORGANIZATION
5.1 PROJECT MANAGEMENT
The Technology Projects Management Division will manage the project. The project team
members will be selected from IT Operation, Security and add team member on need basis
The whole process of the project will be managed according to the banks project management
guideline.

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 Audit Findings Reporting and Follow-up Management System (AFRFMS)

5.1.1 Project Objectives

Project Objectives Success Criteria Person Approving

Scope:
Availing all Audit i. Successful  Project Manager
related module integration between  Business Unit
Audit with the CBD  Development unit

Time:
Implement the solution The specific dates that  Project Manager
within agreed timelines must be met to  Business Unit
determine schedule  Development unit
success

Quality:
Implement with the
general provisions of
Project Implementation
plan and contract
Project quality will be  Project Manager
measured at every  Business Unit
milestone on signoff.  Development unit

5.2 PROJECT ORGANIZATION

Project manager reports to Technology projects division manager and concerned Director. Project
organization is depicted bellow:

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 Audit Findings Reporting and Follow-up Management System (AFRFMS)

Project Organizational Structure

IT PMO

Project Owner

Project Manager

Project QA

F Technical Team TFunctional Team

u Members e Members
n
c
t
i
o
n
5.2.1 Project Governance Team
a
Project Project
l Team Title Project Assignment
Team Member(s)
T Role (Time Base)
Project e
Berhanu.Balcha Chief, Internal Audit Business Owner Priority
Sponsor a Officer
m
Project Danephrem.Abule Director, Operational Business Owner Priority
Owner M Audit Directorate
e
Project Meseret
m Akalu IT Project Manager Project Manager
Top Priority
Manager b
e
Asebe.Jeware Manager Information Functional Team
Project r System Audit Top Priority
Team s Division
Members Samuel Lemessa Manager, Financial Functional Team
Audit Division Top Priority

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 Audit Findings Reporting and Follow-up Management System (AFRFMS)

Project Project Team Title Project Assignment

Team Member(s) Role (Time Base)
Zerihun.Tadesse Manager Management Functional Team
Audit Division Top Priority

Salvakhir.Aman IT Security Officer Technical Team

Member Top Priority

Alamaw Firdea Senior, IT Service Technical Team Technical Team

Management Member Member
Tamiru.Basha Application and Technical Team
Technical Team
Digital Channel Member
Member
Management

Project QA Woinshet.Dender Senior, IT Project Technical Team Top Priority

Quality assurance Member

5.2.2 Roles and Responsibilities

Management Roles and Responsibilities

/Work Unit
Project Owner Own the project and follow up the progress of the project;

Allocate Resources and Services required for smooth

implementation of the project in consultation with The Project
Sponsor, and stakeholders.
Approve final requirement analysis document and RFP

Approve major change control Items prepared in the form of

Business Requirement Document (BRD) format ;
Make immediate decisions as and when necessary; and

Co-Chair the steering committee;

IT PMO Oversee the planning and development of the Project;

Oversee the Project deliverables;

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Oversee the utilization of Project resources (team members);

Oversee Scope control and change management;

Oversee quality assurance of the Project management process;

Resolve conflicts;

Ensure that the Projects’ product meets the business

objectives;
Make decisions on escalated issues; and

Discuss on critical issues of each project and sought solutions;

Project Manager Project requirement analysis and prepare proposal as

appropriate
Manage allocated resources

Addresses identified risks

Responsible for understanding and implementing guidelines,

and utilizing available standards together with IT cluster
leadership to ensure project compliance and success

Management Roles and Responsibilities

/Work Unit
Update project information in the repository

Develops and maintains timeline with milestones & all other

project materials
Manage the planning & execution of the project

Coordinate meetings with Technical and business team

Regularly communicates project status and assigned requests to

appropriate leadership
Documents project issues & risk and works with appropriate
decision makers to resolve issues and manage risk

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 Audit Findings Reporting and Follow-up Management System (AFRFMS)

Technical and Participate in Requirement preparation and qualification

Functional Team Participate in design preparation and comment documents
Members
Participate in implementation and capturing lessons and best
practices
Participate in Testing and reporting of the implemented
systems rigorously.
Project QA Implement project management tools and follow its operation
Officer
Follow-up and manage the SIT and UAT phases using the
automated tool
Validate test scripts and enforce standard test strategy

Generate regular test reports from the system

6 COMMUNICATIONS
6.1 COMMUNICATION STRATEGY

Stakeholder Communication Communication

Frequency
Group Type Purpose
Project Owner, and Email/meeting Weekly Update on Project Status
Project Manager

Steering Committee Email/meeting Weekly Provide input/direction on Project

Email/meeting Daily Provide input/direction on Project,

Project Technical and
status update and comment on
functional deliverables
Team

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7 PROJECT CHARTER APPROVAL

The undersigned authorize the Awash Biller Aggregator Solution implementation project to
be implemented as per the project charter.

Name & Designation Date Signature

Yohannes Bekele
(Manager, IT Project Management
Division )

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