### Project Charter: Centralized Planning Tool for Show Managers and Administrative Staff

#### Project Title: 
**Centralized Planning Tool for Show Managers and Administrative Staff**

#### Project Purpose: 
The purpose of this project is to develop a centralized planning tool that enhances communication, organizes workflows, improves task management, and simplifies administrative tasks for show managers and their supporting staff. This tool will provide a streamlined, efficient process for managing events, staff, documents, communication, and reporting, allowing all stakeholders (including subcontractors, administrative staff, and show managers) to collaborate seamlessly.

#### Project Objectives: 
1. **Centralized Resource Hub**: Provide quick access to frequently used websites, login credentials, and membership information, and manage key documents (such as prize lists, schedules, and online entry information).
2. **Task Management**: Enable automatic reminders, pre-filled forms, and status tracking to ensure that important deadlines are met for all inputted events.
3. **Subcontractor Management**: Provide remote access with customized permission settings for various subcontractors (bookkeepers, graphic designers, award personnel, web developers, etc.).
4. **Communication Tools**: Simplify communication between staff members, reducing reliance on emails and texts.
5. **Form Management**: Implement easy-to-use tools for sending and tracking forms (payroll, contracts, lunch orders, etc.).
6. **Live Show Documentation**: Host live show documents, allowing staff to access, share, and update event materials (schedules, announcements, assignments).
7. **Inventory and Supplies Management**: Track inventory, supplies, and materials required for shows (ribbons, office supplies, feed and bedding).
8. **Post-Show Reporting**: Enable uploading and tracking of post-show reports and financial summaries.
9. **Technical Support and Infrastructure**: Improve network infrastructure and provide technical support to ensure seamless operation.

#### Key Features:
1. **Frequent Links and Login Management**: Quick access to frequently used websites and login/password storage for business accounts.
2. **Subcontractor Permissions**: Remote access for subcontractors with specific roles (bookkeepers, designers, etc.), each with customized permission settings.
3. **Automated Reminders and Pre-filled Forms**: Timely reminders for due dates and pre-filled forms for association reporting, along with features to handle both single and multi-show series.
4. **Task Status Tracking**: Track the status of tasks (to-do, pending, completed), including critical items like insurance verification.
5. **Communication Tools**: Streamlined communication tools to reduce reliance on emails and texts, including tools for hiring, travel, lodging, ring assignments, and schedule changes.
6. **One-Click Form Delivery**: Easy-to-use one-click form delivery with built-in response tracking for payroll, contracts, and other critical forms.
7. **Centralized Document Hosting**: Centralized hosting for live show documents, such as prize lists, schedules, entry information, sponsor recognition, stall charts, and order forms.
8. **Inventory and Supplies Management**: A system for tracking and managing ribbons, prizes, office supplies, feed, bedding, and other event materials.
9. **Post-Show Upload Center**: An upload center for reports, trip counts, financial summaries, stabling counts, and association fees.
10. **Network Infrastructure and Technical Support**: Set up network infrastructure and provide remote technical support for seamless system usage and troubleshooting.

#### Key Stakeholders:
- **Show Managers**: Responsible for overseeing show operations, coordinating staff, and ensuring successful event execution.
- **Administrative Staff**: Includes roles such as bookkeepers, secretaries, graphic designers, and web developers, each responsible for specific tasks related to show management.
- **Subcontractors**: Including individuals such as prize list authors, awards personnel, sponsorship staff, and other specialists who provide services on a remote or temporary basis.
- **Technical Support Team**: Provides assistance in setting up the infrastructure and troubleshooting issues as they arise.

#### Assumptions:
- Subcontractors and administrative staff will have varying levels of access based on their roles.
- Remote access to documents and forms will be prioritized for subcontractors to ensure real-time updates and collaboration.
- The tool will integrate seamlessly with existing systems (such as payroll, contracts, and inventory).
- The tool will be cloud-based, offering remote access and easy collaboration for all users.
- Network speed at event venues will be sufficient to support system operation, with contingency plans in place for slower speeds.

#### Constraints:
- Limited by ISP speed at event grounds, which may cause delays in uploading or accessing large files.
- Integration with third-party systems may require additional development or customization.
- The tool must be user-friendly, requiring minimal training for staff and subcontractors.

#### Deliverables:
1. A fully developed and integrated web-based tool that includes the features outlined above.
2. Documentation for system usage and troubleshooting.
3. User training sessions for show managers, administrative staff, and subcontractors.
4. Post-show reports including financial summaries, stabling counts, and association fees.
5. A final technical report on system infrastructure and support provided.

#### Timeline:
- **Phase 1 (Research & Development)**: 3 months
  - Requirements gathering, tool design, infrastructure setup
  - Initial setup of user permissions, task management features, and document hosting

- **Phase 2 (Development & Testing)**: 4 months
  - Full development of features (subcontractor access, automated reminders, one-click form delivery)
  - Initial testing with sample data

- **Phase 3 (Implementation & Training)**: 2 months
  - Final testing, feedback gathering, and system adjustments
  - Staff and subcontractor training on system use
  - Full deployment for live use at events

- **Phase 4 (Post-Implementation Review)**: 1 month
  - Collect feedback from users and make any necessary refinements to the system.

#### Budget:
- **Software Development & Licensing**: $XXX,XXX
- **Hardware (if applicable)**: $XX,XXX
- **Training & Documentation**: $XX,XXX
- **Ongoing Maintenance & Support**: $XX,XXX per year

#### Risks and Mitigation:
- **Risk 1: Network Speed Issues at Event Grounds**: Mitigate by conducting speed tests at event locations and providing offline functionalities or local storage solutions when necessary.
- **Risk 2: Resistance to New Technology**: Mitigate by providing clear training and support, emphasizing the tool’s ability to simplify tasks and improve workflow.
- **Risk 3: Integration Challenges with Existing Systems**: Mitigate by thoroughly assessing existing systems and identifying key integration points before development begins.

#### Approval:
Project Sponsor: ______________________
Project Manager: ______________________
Date: ______________________

This project will significantly enhance efficiency, reduce errors, and streamline operations for show managers and administrative staff, creating a more effective and organized environment for event management.