Project Management Charter

Problem Statement

The FranklinCovey retail chain currently uses a paper based communication and archive system to manage paperwork, report, train and communicate updated information. This solution makes it difficult to update, manage, and store information effectively. This solution also limits the ability to remotely access and update information. I would like to investigate and implement a paperless solution for the retail chain by 12/15/2008.

The paperless system will leverage web 2.0 technology such as Google Groups/Docs, Blogging, and Wiki's, to manage paperwork functions. For example, since our documents and forms are in binders we often run into version issues. Furthermore, finding the right document take much longer than expected especially when it’s not filed properly. In addition, communicating the latest promotions and price changers have been cumbersome because they are always changing and each time something changers we print it out adding to the clutter. Currently at our location we use about 10 to 15 packs (500 sheets) of paper a month, costing the store approximately $ 1000 a year and a lot of storage space. All these issue I believe, can be addressed by using a web based document and communication system that make updating, searching and storing document more easily and effectively.

Problem Detail

For Managers: unable to remotely access documents and forms, unable to search documents effectively, dealing with duplicity, and unable to track or update communication changers effectively.

For Sales Team: clutter, communication issues in regard to updates, and unable to search documents effectively.

Customers

• Store Sales Teams
• Retail Management

Business Case

Faster and more effective communications and document management: By using web 2.0 techs like Google Groups/Docs, Blogging, and Wiki's, to manage paperwork, reporting, training, and store communications will make storing, updating, and tracking documents much more effective and in a more collaborative environment.

Cost savings and less environmental impact: The retail chain as a whole will reduce paper consumption, impacting the environment and the bottom line in a positive manner. Estimated savings chain wide will be approximately $120000 a year.

In Scope

• Solution to replace paper communications binders and archiving system.
• Web 2.0 technologies: Blogs, Wiki, Google docs and Google groups.
• Security.

Out of Scope

• Upper management buy in.

Success Metrics

• Enhanced self service functions for information and documents.
• Easier to store, update, and track documents and reports.
• Better and more efficient information management system.
• Cost savings on paper.

Deliverables

• Evaluation of options to replace paper Forms, documents and communication.
• Evaluation of Wiki or blog sites.
• Implementation of Store Communication Wiki site
• Communication and training info

Resources

• Feedback and usage issues - Sales Teams and Customer Service managers.
• Project Management/Analysis - Rajith.
• Sponsor - District Manager