Project Charter Decription

Project Stakeholders

Name: Prof Madya Rashidah binti Md Rawi
Title/Role: Director of Information System Department
Email Address: tarra_red@yahoo.com

Name: Siti Noor Aziah binti Othman
Title/Role:Project Manager
Email Address:aziah_othman86@yahoo.com

Name:Shazreena binti Ismail
Title/Role:Management Officer
Email Address:ynamorata86@yahoo.com

Name:Siti Nurul Ain binti Adnan
Title/Role:Finance Officer
Email Address:ain_adnan86@yahoo.com.my

Name:Siti Mardiah binti Aman
Title/Role:Public Relation
Email Address:mardiah_aman86@yahoo.com.my

Name:Nur Hafizah binti Musa
Title/Role:Networking Specialist
Email Address:fifie2610@yahoo.com

Name:Norhasyimah binti Asmungi
Title/Role:Networking Specialist
Email Address:shema368@yahoo.com


Project Background

Maxis ICT Tour: Click of Home project involving selected orphanage who will gain the opportunity to learn about ICT. This project focuses to orphan society within Klang Valley who interested to more the details on ICT, equivalent to Ninth Malaysia Plan. This project also involves Maxis representative that have knowledge and skills in ICT field to go to the selected orphanage in Klang Valley and will give exposure to orphan on how to use computer, windows application, internet usage and e-learning.
This project will takes around 1 week for each tour and definitely all planned activities will be done suit with the schedule. This project is not focuses on educational and exposure on ICT but also hold other aspect such as competition, team building, workshop, and games. The chosen area of orphanage is covered all orphanages in Klang Valley.



Overview of the desired impact

1. Maxis Representative
a.Can improve the interaction skill with other communities.
b.Can reduce the gap between the professional groups and lower.
c.Can gain more knowledge and experience.

2. Orphans
a.They will get more knowledge in current technology especially in the usage of ICT in daily routines.
b.Make their daily works become more efficiency.
c.Can motivate themselves and enthusiastic for moving forward in life.
d.Can influence them to search and do more exposure about ICT world in future.

3. Maxis
a.Enhance the influence to orphan communities.
b.Can identify which location is still not having the maxis coverage.


Project Scope

Include Project Scope

1. The information inputs to the current process is educating of ICT fundamental to orphans.
2. The information resources may include representative from maxis, technology such as Maxis Broadband and educational learning tool like CD-ROM.
3. The information will be absorbed by several activities like short talk, interactive learning, games, competition and team building.


Outside Project Scope

1. Collaboration sponsors which come from any kind of organizations that willing to work together in the program.
2. Maxis management team or committee that will control and monitor the processes within the time frame.


Project Schedule Summary

Project start date: 1st August 2007
Project end date: 2nd February 2008

Timeline of project phases and milestone (MS)



Project Budget Summary



Quality issues

The Maxis ICT Tour: Click of Home must comply with Maxis Bridging Community rules and regulations.



Resources Required

1. Resource: People
Name of resource provider:
a. Maxis Communication Berhad as the organizer of maxis Bridging Community.
b. Pertubuhan Kebajikan Anak-anak Yatim /Miskin Klang as the community involved.

2. Resource: Technology (software, installer, operating system, Maxis broadband, CD-ROM)
Name of resource provider: Maxis Communication Berhad.
Date to be provided: 1st August 2007 – 2nd February 2008.

3. Resource: Facilities (meeting room, computer lab, printer, fax, telephone, computer)
Name of provider: Maxis Communication Berhad
Date to be provided: 1st August 2007 – 2nd February 2008.
* Pertubuhan Kebajikan Anak-anak Yatim /Miskin Klang provides venue of event.

4. Resource: Other (foods and beverages)
Name of provider: Hup Seng Food Sdn Bhd, Gardenia Sdn Bhd, Munchi’s Food Sdn Bhd.
Date to be provided: As the event held.

5. Resource: Other (hardware)
Name of Provider: Dell™
Date to be provided: 1st August 2007 – 2nd February 2008


Assumptions and Risks

1. Project Sponsorship: Maxis Communication Berhad.
2. Management Commitment: Management (especially Project Manager, Officer) fully support and are committed to the project. This commitment will be visible to the organization as a whole and will not wane overtime or become diluted by other priorities.
3. Project Management: Manager of current project will be fully involved in and committed to the project, they will make resources available to ensure project deadlines are met.
4. IT Infrastructure: Communications and IT infrastructure requirements will be put in place to be agreed with project planned by Maxis.
5. Organization Commitment: The project assumes that all required volunteers and resources will be made available as necessary.
6. Project Scope: The project assumes that once established as part of the requirements design stage, project scope will not be subject to further change for its duration.
7. Organization Structure: This project assumes no significant changes to the current maxis Communication Berhad structure will be made during this phase of work. If any issues arise they should be considered promptly by the Project Board.
8. Communication: Characterized by openness and involving all Maxis representatives.
9. Cross Functional Teams: The project assumes that staff from all appropriate areas of the organization will work together to deliver on the objectives, goals and timescale set out within the Project Charter.
10. User expertise: For the project to run at the accelerated rate required, the core project team and identified process experts must have a high degree of participation for the duration of the project.
11. User training: Emphasis on appropriate user training as an integral part of the project delivery.
12. Staff Development: Focus on transferring knowledge t staff during the project and build a pool of resources at Maxis Communication Berhad.
13. Hardware/Software: Existing infrastructure will be used where possible and compatibility will be a factor in package selection. However, additional infrastructure requirements will be considered and implemented where necessary.
14. Decision Making: Group decisions are recognized and advocated by the project team.
15. Evaluation Making: Evaluation Team will be build after the project finished and the complete report will be produced to keep track information for the next project.

MAXIS ICT TOUR - Click of Home

Project Mission:

1. To expose the importance of ICT to orphan community within Klang Valley by educating them with the fundamental usage of ICT.


2. To give opportunity for the orphan community to gain knowledge and experience using current technology through helping them using ICT facilities effectively by themselves in the ICT workshop.


3. To absorb society values between both Maxis as the sponsor and orphan community as the target community through the interactive and attractive ICT program.

Problem or opportunity brief description:

1. There are several orphanage within Klang Valley does not support with 3G coverage.


2. There might be lack of the ICT facilities in orphanage within Klang Valley.


3. The selected orphanage within Klang Valley doesn’t have the exposure of ICT usage using current technology.


4. Possibility of getting lack cooperation with the orphan community.


5. Overlapping schedule between both sides might be occurring.

Organization’s goal and strategy brief description

Goal:

1. To expose the importance of ICT to orphan community within Klang Valley by educating them with the fundamental usage of ICT.


2. To give opportunity for the orphan community to gain knowledge and experience using current technology through helping them using ICT facilities effectively by themselves in the ICT workshop.


3. To absorb society values between both Maxis as the sponsor and orphan as the target community through the interactive and attractive ICT program.

Strategy:

1. Direct Instruction

• Explicit teaching.
• Individual assessment.

2. Interactive Instruction

• Brainstorming and discussion.
• Individual or group assessment.

3. Experiential Learning

• Group assessment.

Project’s MOV brief description:

1. Each Maxis ICT Tour: Click of Home program will takes about 1 week by educating the orphans with the basis of ICT and ensures the orphans can manipulate the knowledge in their future.
   
2. In aspect of society value, Maxis is not only as profit organization but also act as organization that always concern on orphan charity.
   
3. By implementation of Maxis ICT Tour: Click of Home, Maxis can identify the areas that do not support Maxis 3G technology.
   
4. The usage of Maxis broadband wireless 3G will create new market to outside community.

INTRODUCTION

Community Background

Pertubuhan Kebajikan Anak-Anak Yatim / Miskin Klang

1. The residents of Asrama Peyakin are mainly young children and teenagers, aged between seven and 17 years. Most are orphans and abandoned children, while some are children of single parents and others hail from impoverished backgrounds. The hostel was set up in 1974.
   
2. According to the acting principal Sukmawati Jasman, the hostel currently accomodates 52 young children and teenagers, mainly from Selangor.
   
   Address:
   Pertubuhan Kebajikan Anak-Anak Yatim / Miskin Klang
   Pejabat PEYAKIN, Km. 3, Jalan Haji Sirat, Off Jalan Meru,
   Batu Belah, Klang,Selangor 41050Malaysia.
   
   Telephone No:
   03-33412513
   
   Fax No:
   03-55192225

Current Situation

1. Most of orphans are not disclose to the outside environment especially on the current on ICT technology, thus Maxis encounter this opportunity by bring out to them the knowledge.
   
2. Amongst orphan community, their social life is surrounded by their own world and they do not broadly interact with other community.
   
3. Currently the orphanage has insufficient ICT facilities which do not feasible enough to support the growing number of orphans.
   
   This section also includes the description of Maxis ICT Tour: Click of Home program.
   
   Inputs:
   · The information inputs to the current process is educating of ICT fundamental to orphans.
   · The information resources may include representative from maxis, technology such as Maxis Broadband and educational learning tool like CD-ROM.
   · The information will be absorbed by several activities like short talk, interactive learning, games, competition and team building.
   
   Outputs:
   · Discover skills and new talent based on ICT usage.
   · Orphan community will gain knowledge and experiences using current technology.
   · Absorb society value between both, Maxis and orphans community.
   · Talented orphan will be proposed to any ICT or education competition on the higher level for educational purpose.
   
   Processing:
   · The Maxis ICT Tour: Click of Home program will be successfully implemented without having budget overrun, all the programs planned done properly. Excellent cooperation between both sides also encourage this program execute smoothly and finally the evaluation of the program that will be done at the end of the program could be completely done by do the post-mortem process.
   
   Interfaces:
   · External information for this program is the collaboration sponsors which come from any kind of organizations that willing to work together in the program.
   · Maxis management team or committee will control and monitor the processes within the time frame.
   
   Participants:
   · 10 Maxis representatives from ICT field
   · Orphans
   · 20 Maxis Committee members.

Description of problem and opportunity

There are several orphanage within Klang Valley does not support with 3G coverage.

1. 3G that is stand for Third Generation was a new technology expose by Maxis. The spread is limited, normally more on certain area only especially in city.


2. The major problem for this program is the network of 3G itself that can’t support the prior sources of this ICT program where the whole program is dependent on the Maxis Broadband technology.


3. Based on the problem arise, Maxis may have opportunity to do research on the specific area either they can build the 3G coverage area or not suitable with their terms and regulations.

There might be lack of the ICT facilities in orphanage within Klang Valley.

1. The target orphanage for this ICT program is the one that in middle conditions.
   This type of orphanage normally did not receive much funds and attentions from great organizations. Therefore, their facilities are bounds within themselves and block them to explore more.


2. The Maxis committee tries to find the competent orphanage to ensure the program brings high-value of effect to them by giving them excitements when using the computer.

Possibility of getting lack cooperation with the orphan community.

1. A few orphanages did not interest with the ICT project because they more interested to receive supports in term of clothes, foods or money. Compare to the ICT facilities, some orphanage think that those will not help them for their livelihood and it become worst for them when they have to pay for the ICT facilities which can cause their living cost increase.
   
2. To ensure that this ICT program done successfully, Maxis have to choose the right orphanage that really interested to collaborate with this program in order to avoid loosing of cost, energy and time.

Overlapping schedule between both sides might be occurring.

1. The correct time for this program organized must be matched with the orphanage timetable and vice versa.


2. If the selected date is overlapping with other activity, it can caused many problems occur because this program has connection with the other sponsors.

Project measurable organizations value

Be measurable

For this ICT program, the actions that can be taken to achieve the specific performance target are by allowing all the participants to take part with the program which has been planned very well besides having its own purpose. By doing this, every activity can be performed effectively with the goals is estimated and fully executed.

Provide value to the organization

ICT is well-known with the high technology of It application. But, in developing projects, IT just play role as tools that can supports the project’s process. The main or prior value provider to the organization is the managements of the projects and the strategy of doing the process.

Be agreed on

To accomplish this project successfully, the structure of this project starting from the project planning till the execution of the project must be agreed and understood by all the stakeholders. It is not so easy to ensure everybody understand the project’s goal in a few minutes, but if the goals is clear, everybody can cooperate and this can be well worth for the project.
The first step in building a goal-guided, values-measurable organization is leadership commitment. If the leadership team is not able to embrace new values and new behaviors, then no one else in the organization will. Not every leader or leadership team is willing to make this commitment. It takes courage and determination to step into a process of self-examination at a personal and corporate level. The leader and the leadership team have to be committed. Therefore the project management team should understand each other and work in a team to ensure project run successfully.

Be verifiable

To determine whether the project was a success or not, MOV of the project must be verified. It can be done by doing the post-mortem at the closure of the projects and estimating the weaknesses and strengthen of it. If the project meet the project’s goals or objectives that is mean that the project was succeed.

Supporting goals and strategy by achieving project’s MOV

Goals and strategy of the project can be achieved by the successfully MOV. This can be realized by identification the desired area of impact such as strategic area for the penetration of new market, financial area for increased profit, operational area for decreased costs due to operations or social area for education and environment impact. For this community program to orphan community, the project manager would meet with the board of orphanage and first determine how the program came about. Although the reasons could be broad, the identification will provide a crystal clear view on how and why the program is made by the Maxis.

The identification of the desired value of the ICT project can determine valuable input to the organization. For example by providing answer to the following questions:

• What does Maxis want to do better?
  Maxis can improve their quality on coverage area by widen the coverage including sub-urban area. This also can increase the effectiveness of their services and attract more customers.


• What does Maxis want to do faster?
  Maxis would be continuously improving their performance in terms of its speed and cycle times. With the growing number of user, Maxis normally faced problem like jammed network and this can be solve by improving the speed and synchronization.

• What does Maxis want to do cheaper?
  Maxis can lower the overhead costs by planning the project cost in a good manner with respect to the expected results and identify the exactly valuable things for the projects.

• What does Maxis want to do more than it is currently?
  Maxis can expanding its influence and can be the dominance organization in its field as telecommunication provider that can generate multiple advantages either internally or externally. Maxis also can abroad its scale to other country with the new promotion compared to the country’s local provider.

Objective of writing this Business Case:

1. To effectively evaluate this Maxis Click of Home ICT Tour project.


2. To provides guidelines for use by Maxis’s management in developing a business case justification for this Maxis Bridging Community project in a standard format.


3. To provide a framework for Maxis’s management in order to use in accessing the costs, benefits, and risks of proposed Maxis Click of Home ICT Tour project.
   It also can be used as a tool for Maxis’s executive management in order to evaluate proposed project, approved it, then monitor and control the costs/benefits during implementation this Maxis Click of Home ICT Tour project.