Draft Project Charter – December 2008 – Version 2.0

Department of Revenue (DOR) - System Access

Project Purpose: This project is to identify areas of risk associated with the Department of Revenue’s system access process controlled by the Information Technology Division staff and recommend ways to reduce or mitigate the risk.
Prioritized Measurable Objectives:
  • Provide description of current processes for providing system access for; new employees to the Department and employees transferring to a different job duty within the Department.
  • Provide description of current processes for removing system access for; employees leaving the Department and employees transferring to a different job duty within the Department.
  • Recommend a process of communicating system access procedures to supervisors for obtaining system access for new employees and removing system access for terminated employees. Identify ways to improve the process.
  • Improve the timelines of removing terminated and transferred employee system access to within 15 days of the employee’s last day or transfer date. Identify ways to reduce the time (i.e., within 15 days of employee’s last day or transfer) required to remove terminated and transferred employees access.
  • Identify any duplication of effort between departments performing system access processing.
  • Provide confirmation process of system accesses actions requested by supervisor.

Project Manager Authority: In order for this project to be successful, the project manager will need the authority to:
  • Determine the project approach, including milestones; deliverables; and schedule.
  • Determine project resource requirements, including funding, people and equipment.
  • Determine how to allocate/reallocate project resources throughout the project.
  • Identify and communicate directly with all project stakeholders as the project manager sees fit.
  • Cancel the project.
The project manager does not have the authority to do the following without first obtaining the project sponsor’s approval:
  • Increase project funding beyond what is approved in the project plan.
  • Change the project scope.

Project In-Scope:
  • #1 Priority - Reduce the amount of time to remove a terminated or transfer employee’s system access to within 15 days of the employee’s last day or date of transfer.
  • #2 Priority - Improve method/process of removing system access for terminated or transferring employees, including temporary and contract workers.
  • #3 Priority - Improve method/process of establishing system access for new employees, including temporary and contract workers.
  • #4 Priority - Identify risks with the current process and recommend ways the Department can reduce or mitigate these risks.
  • #5 Priority - Recommend how to promote the new process with Department supervisors and IT staff.

Project Out-of-Scope:
  • System access for applications specific to and managed by the business group.
  • Other procedures relating to new hires and terminations.
  • Verifying system access is correctly established.
  • IT staff transition to State Office of Information Technology.

Project Assumptions:
  • Review existing process and contact staff involved with the process and a sample of supervisors.
  • Review previous audit findings.

Deliverables:
  • Document and Analyze current process for establishing and removing system access.
  • Recommendations for improving the system access process.
  • Recommended method of communicating the process to Department supervisors.
  • Review, evaluate, describe, and recommend a centralized or decentralize process for system access.

Key Stakeholders:
  • CIO & IT staff responsible for system access
  • Managers/Supervisors
  • Executive Director

Approved by:

Project Sponsor:Date:

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