SIS Selection Project Charter Template

Introduction: How to Use This Template

A project charter serves several important functions. It organizes the project so that you can make efficient and
effective resource allocation decisions. It defines the project and lays the foundation for all subsequent project
planning. It also serves as the table of contents of the entire project and is one of the most critical communication
components.

To use this template, simply modify or delete all information in grey text, and be sure to convert the remaining text
to black before printing or sending. In addition to the fields and sections below, you can insert other tables and
charts to provide more specific information related to the selection and implementation of your student information
system (SIS).

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SIS Selection Project Charter
Table of Contents
SIS Selection Project Charter Template..................................................................................................................... 1
Introduction: How to Use This Template..................................................................................................................... 1
SIS Selection Project Charter..................................................................................................................................... 2
Table of Contents....................................................................................................................................................... 2
Overview................................................................................................................................................................. 3
Contact Points......................................................................................................................................................... 3
Executive Summary................................................................................................................................................ 4
1. Definitions and Abbreviations.............................................................................................................................. 5
2. Project Overview................................................................................................................................................. 5
2. Project Constraints and Hurdles.......................................................................................................................... 6
3. Rationale for an SIS Selection............................................................................................................................ 7
4. Key Success Metrics........................................................................................................................................... 7
5. Project Stakeholders........................................................................................................................................... 7
5. Project Organization............................................................................................................................................ 7
Project Team....................................................................................................................................................... 7
6. Selection Steering Committee............................................................................................................................. 8
7. Project Plan and Timeline................................................................................................................................... 8
Selection Milestones............................................................................................................................................ 9
8. Pilot Process..................................................................................................................................................... 10
9. Financial Obligations for an SIS Selection and Implementation........................................................................10
10. Project Costs................................................................................................................................................... 10
11. Risk Management........................................................................................................................................... 10
Executive Signatures............................................................................................................................................. 10

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Overview
Version Number
Last Updated
Approval Date
Expected Selection Date
Expected Implementation Date

Contact Points
Contact Information
Project Sponsor’s Contact
Project Sponsor Project Sponsor’s Role
Information
Project Manager’s Contact
Project Manager Project Manager’s Role
Information
Vendor Contact/Liaison Vendor Contact’s Role Vendor Contact’s Information

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Executive Summary
The executive summary will be written after all other sections of the charter have been completed. It may be the
only section an executive reads: its content and tone may determine whether the rest of the plan is read at all.
Summarize each section into a concise set of statements and conclusions. Try to hook the reader so that they want
to read each section in its entirety. Make sure that the project being proposed is clearly identified as a call to action
at the end, intended to exploit the opportunities that have been strategized. End with a clear statement of what is
needed from the reader to make it happen.

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1. Definitions and Abbreviations
It can be helpful to include definitions and acronyms that will be used throughout the document that readers may or
may not be familiar with. Some examples include:

 SIS: student information system

 PMO: project management office
 RFP: request for proposal
 Capabilities: business processes.
 Student information system (SIS) = core modules related to student recruitment, admission, administration,
and curriculum management.
 Enterprise resource planning (SIS) = a completely integrated solution from a single vendor that spans the
SIS, finance, and other capabilities.

2. Project Overview
Giving an overview of the purpose and result of the project will help focus and clarify the rest of the document.

Create an overarching rationale that justifies why the organization should undertake this investment and implement
the technology.

Image: SIS Objectives Aligned With Organizational Goals

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2. Project Constraints and Hurdles
By understanding the constraints and hurdles that may impede the outcomes of the project, expectations are more
realistic and can be adjusted accordingly as constraints are realized and/or mitigated. Populate the diagram below
with the constraints and hurdles. Tip: a constraint is a risk that has occurred and cannot be mitigated.

Image: SIS Constraints and Hurdles

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3. Rationale for an SIS Selection
Identify the business drivers that are behind your SIS selection project.

Business Driver Concerns/Motivations

Cost of care  Wasted time creates bottlenecks and lengthens the time of processes, resulting
in increased cost of health care.
 Lack of process monitoring and automated workflows allow for greater
performance errors that create wasted physician hours.
 Mistakes go unchecked in processes due to a lack of oversight, costing the
business money when the mistakes impact operations or consumers.





4. Key Success Metrics

Identify the business drivers that are behind your SIS selection project.

5. Project Stakeholders
Units Role Involvement

Senior Management

IT Management

<Add Stakeholders>

5. Project Organization
Use this section to identify the individuals who will be on the project team for investing in an SIS for the
organization.

Project Team
Role Name Contact Information Involvement
Project Sponsor Full-time (core), Part-

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 time
Involved at a singular
stage
Project Manager
Solution Architect
Process Analyst
Business Analyst
Senior Business Analyst
Developers
Subject Matter Experts

6. Selection Steering Committee

Use this section to create a schedule for reporting to the steering committee if reports are required.

Role Individual Contact Information

Senior Management

IT Management

<Add other members>

Topic Report Expectations Date

7. Project Plan and Timeline

This table should be used as a high-level view of the steps of the project and expected timeline and responsibilities
for each. Use this chart as a means to monitor the project and ensure it stays on track. Make changes to the
content as necessary prior to stakeholder communication and sign-off.

Section Key Activity Participants Output

Business Unit
Interview business stakeholders and identify Functional
Representatives
the business goals and requirements for the Requirements
Analyze Project Manager
future SIS solution. List
Business Business Analysts
Requirements Technical
Determine the technical requirements for the
Core Project Team Requirements
future SIS solution.
List
Identify Use-
Analyze use-case scenarios for the SIS. Project Manager
Case

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 Section Key Activity Participants Output
Determine the organization’s use-case Use-Case
Scenarios scenario fit against its business considerations Core Project Team Scenario Fit
and requirements. Assessment
Analyze SIS vendors in the market against the
Core Project Team
organization’s requirements.
Produce Assess the vendors in the Info-Tech use-case
Vendor Core Project Team
scenarios.
Shortlist Create a custom assessment of the vendors in
Custom Shortlist
the SIS market considering the organization’s Core Project Team
(2-3 vendors)
requirements.
Core Project Team (SMEs,
Create the RFPs for the shortlisted vendors. Completed RFPs
Project Manager, Writers)
Vendors, Project Manager,
Submit RFPs to vendors.
Project Sponsor
Core Project Team (SMEs,
SIS Solution Evaluate proposals. Project Manager, Project
Selection Sponsor)
Project Team, Business Unit Demo Results
Conduct demos for shortlisted vendors. Representative, Project Mapped Demo
Sponsor Process
Project Team
Select SIS solution. Steering Committee SIS Selection
Project Sponsor
Project Manager, Vendor
Create project plan. Representatives, System Completed
Architects, Developers, Project Plan
Project Team
Project Manager, Business
Plan Unit Representatives, Implementation
Set implementation timeline.
Implementatio Vendor Representatives, Timeline
n of SIS Project Team
Project Team, Business
Users, Business Unit
Create prioritized list of processes for List of Processes
Representatives, Vendor
automation. for Automation
Representatives/Training
Staff

Selection Milestones
Specify implementation project milestones, anticipated start date, anticipated end date, length, dependencies, and
resources.
Milestone Start Date End Date Duration Dependencies Due Date
Notify Vendors
Shortlist Vendors
Complete RFPs
Submit RFPs
Close Date for RFPs
Complete RFP
Evaluations
Select SIS Solution
Submit Selection to

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 Management/Selection
Committee

8. Pilot Process
In this section, identify the business process that will be used to demo the technology and to serve as the pilot for
process automation.

9. Financial Obligations for an SIS Selection and Implementation

Outline the budgetary considerations related to your SIS selection.

Total Budget $
Breakdown of Costs
Hardware
Software Licensing
Third-Party Software
Application Licensing
Documentation and Training
Annual Maintenance Costs
Etc.

10. Project Costs

Use this section to document the expenses related to the organization’s SIS selection process.

Expense Approved Budget Actual Cost

Staffing
RFP Submission Costs
Consulting Costs

11. Risk Management

Use this section to document risks and constraints associated with this project. Also, use this space to document
the plans for overcoming these risks.

Risk Mitigation Plan

Executive Signatures

____________________________ ______________________________________ _____________

Name Signature Date

____________________________ ______________________________________ _____________

Name Signature Date

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____________________________ ______________________________________ _____________
Name Signature Date

_____________________________________________________

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