Professional Documents
Culture Documents
Team 4
April 2, 2016
Project Information
Project Name and Description
PJ Enterprises develops, manufactures, and markets gifts, apparel, and home
accessories through its retail location and mail-order catalog division. PJ
Enterprises exceeded its revenue expectations last year and has a number of growth
goals for next year, including increasing overall sales, growing customer lists for
catalog distribution, and improving customer service scores. In light of their
aggressive goals for this year, PJ Enterprises requested that Superior Solutions
develop a training program for telephone operators that will make them experts in
catalog product offerings, with end goals of increasing catalog sales, improving
employee satisfaction, and reducing customer complaints.
Prior to developing this training program, Superior Solutions performed a
comprehensive gap analysis to determine the nature and causes of the gaps
between the current state of operations at PJ Enterprises and its desired end state.
Superior Solutions recommended a number of solutions to the issues identified as
hindering PJ Enterprises from meeting its goals to Project Sponsor, Jane
MacKenzie. On behalf of PJ Enterprises and based on Superior Solutions analysis,
Jane determined the most appropriate solutions for phase one of this project are
creation of an updated electronic product guide and a telephone operator training
on etiquette, sales techniques, and using the electronic product guide.
Project Manager
The Project Manager for this project is Joni Grove. She has been in regular contact
with Jane MacKenzie of PJ Enterprises throughout the analysis phase and has
worked with Jane to reach a mutual agreement on the phase one of this project.
Project Sponsor
The Project Sponsor for PJ Enterprises is Jane MacKenzie.
04_Project_Charter.docx
04_Project_Charter.docx
Stakeholder
Sarah Commons, Maria
Gomez, Paula Moore,
Rosalinda Sanchez,
Telephone Operator
Training SMEs and
Reviewers
Bruce Bennett, VP of IT
Yun Tsein, Sales System
Installation Manager
Lucy Feldman, Intranet
Manager
04_Project_Charter.docx
Description of Work
Project Purpose
The purpose of the project is to improve telephone operator performance and, in
turn, the experience of PJ Enterprises catalog customers. Performance will be
improved by providing telephone operators with an electronic product guide and
training in telephone etiquette, sales, and customer service skills.
Business Objectives
Providing telephone operators with faster access to product information will
decrease the length of calls and allow operators to achieve their goal of six calls
per hour. Improving the customer experience will decrease customer complaints,
lead to higher catalog sales, and help PJ Enterprises achieve their goal of
improving customer service scores by 10%. In addition, improving telephone
operator customer service skills will lead to higher employee satisfaction levels
due to a decrease in negative customer interactions.
04_Project_Charter.docx
Project Deliverables
Superior Solutions will deliver the following solutions to PJ Enterprises:
Solution
Delivery Method
Description
Online
~100 pages
Instructor-led
classroom training
8 hours
04_Project_Charter.docx
Deliverables in Scope
Superior Solutions will complete the following work to provide the project
deliverables:
Out of Scope
Superior Solutions is not responsible for any of the following:
Updating any part of the electronic product guide after August 8, 2016.
Project Parameters
Budget
The budget below is an estimate of time and cost Superior Solutions will require to
complete the deliverables for the solutions outlined in the Project Deliverables
table above. These numbers are an estimate, and final hours and total cost could
vary by plus or minus ten percent of our target. This yields a project budget
estimate of $81,900 to $100,100.
04_Project_Charter.docx
Deliverable
/Solution
Type of Training/
Deliverable
Seat Time
or Scope
Figure
Total
Hours
Estimated
Cost
Product guide
Electronic document
~100 pages
250
$32,500
Telephone
operator
training
Classroom training
(two sessions, four
hours per session, each
session offered twice
to cover all telephone
operator shifts)
8 hours
400-450
hours
$52,000
58,500
650-700
hours
$91,000
max
Telephone operator
scripts for different
customer situations
Materials and
instructions for six
months of 15-minute
monthly refresher
training activities
Total
04_Project_Charter.docx
Role
Project Manager
Responsibilities
Est. Hours
Needed
Name
Responsibilities
Est. Hours
Needed
Hayley McNabb
Project
Coordinator
55
Fred Klein
Business
Analyst
50
Sandhya Lakhanpal
Instructional
Designer
255
Technical Writer
235
Role
700 max
Name
Role
Responsibilities
Est. Hours
Needed
Jane MacKenzie
Project Sponsor
70
Product Catalog
SMEs and
Reviewers
Sheena 10
Sarah Commons,
Maria Gomez, Paula
Moore, Rosalinda
Sanchez
Telephone
Operator
Training SMEs
and Reviewers
20 each
Sarah Commons,
Maria Gomez
Telephone
Operators
Trainers
Attend train-the-trainer
sessions and initial class
sessions offered by
Superior Solutions;
practice and present part
of second class sessions;
review and approve
materials for future
ongoing monthly
training sessions
20 each
IT SMEs and
Collaborator
Collaborate on issues of
loading product guide to
telephone operator
workstations and to
training computers in
training room
10
Ray 25
Project Milestones
Subject to agreement from PJ Enterprises management, Superior Solutions will roll
out deliverables on the following dates:
Milestone
04_Project_Charter.docx
Date
Milestone
Date
July 8, 2016
July 8, 2016
Week of August 8,
2016
04_Project_Charter.docx
10
SME availability
Staff turnover
04_Project_Charter.docx
Likelihood
15
Problem Owner
Possible Impact to
Project
Mitigation Plan
Jane MacKenzie
Should product
experts not be
available to answer
questions or review
material, the time to
complete the
electronic product
guide, call scripts,
and training scenarios
will be extended.
Jane MacKenzie
Request copies of
schedules to ensure
meetings can be planned
when it is convenient for
SMEs.
11
Problem Area
04_Project_Charter.docx
Likelihood
15
Problem Owner
Possible Impact to
Project
Mitigation Plan
Product information
availability
Draw up a spreadsheet
with Sheena and Ray
that details all the
products, required
information, and
sources. Agree on a
timeline to complete
document with product
information.
Attendance at
training
Jane MacKenzie
12
Problem Area
Training motivation
04_Project_Charter.docx
Likelihood
15
Problem Owner
Possible Impact to
Project
Mitigation Plan
Customer service
supervisors and
telephone
operators
Telephone operators
and supervisors may
feel they already have
good phone manner
and adequate sales
skills, resulting in
low motivation to
learn.
13
Assumptions
Superior Solutions will be responsible for:
Delivering the first round of training and the electronic product guide the
week of August 8, 2016
Provision of SMEs to provide input and review training materials and the
electronic product guide
Constraints
Superior Solutions work will be confined to the agreed scope, budget, and
timeline as described in this document.
The following situations will have an impact on Superior Solutions ability to
complete the project per the agreed parameters:
The addition of products to the catalog after the agreed deadline (TBD)
High turnover of telephone operators and the nature of the work and shifts
in the call center may limit SME availability for project activities
External Influences/Dependencies
The following factors external to the project may have an impact on the successful
completion of this project:
04_Project_Charter.docx
Major changes to catalog sales industry and market that might affect
customer preferences and sales volumes
14
Approvals
Role
Jane MacKenzie, Project
Sponsor
04_Project_Charter.docx
Signature
___________________________________
Date
_____________________
15