Project Charter

A. General Information
Provide basic information about the project including: Project Title – The proper name used to identify this project;
Project Working Title – The working name or acronym that will be used for the project; Proponent Secretariat –
The Secretariat to whom the proponent agency is assigned or the Secretariat that is sponsoring an enterprise
project; Proponent Agency – The agency that will be responsible for the management of the project; Prepared by –
The person(s) preparing this document.

Project Title: eCentennial of Tomorrow

Project Working Title: eCentennial NextGen LMS

Proponent Secretariat: Ngan Tsang Kwong

Proponent Agency: Centennial College IT Department

Prepared By: Saurav Pokhrel, Parekh Akashkumar, Ngan Tsang Kwong, Franco Yion Matias, Aniko Lee
Dominic Espeleta

Points of Contact
List the principal individuals who may be contacted for information regarding the project.

Position Name (Title/Organization) Phone E-mail

Project Sponsor Tsang Kwong Ngan (Associate VP, tngan@[Link]
IT)

Program Manager Franco Yion Matias (Associate 4375992108 mfranc99@[Link]

Director, IT Infrastructure)

Project Manager Parekh Akashkumar 4375593625 aparek18@[Link]

Proponent Cabinet Tsang Kwong Ngan (Associate VP,

Secretariat IT)

Proponent Agency Saurav Pokhrel 4167040376 spokhre9@[Link]

Head
Customer (User) Aniko Lee Dominic Espeleta 6477006540 aespelet@[Link]
Representative(s)
Other

Executive Summary
An Executive Summary is required when Sections C thru G of the charter are excessively long. In two or three
paragraphs, provide a brief overview of this project and the contents of this document.

The "eCentennial of Tomorrow" project aims to address the critical need for upgrading or replacing
Centennial College's current learning management system (LMS), eCentennial, which is powered by
D2L Brightspace. The current LMS faces issues such as reduced performance, limited scalability, and a

1
 lack of modern features like mobile optimization and AI-driven analytics. This project seeks to provide a
modernized, scalable, and efficient system that enhances the user experience for students and faculty
while aligning with the college's strategic goals. The solution will also focus on providing long-term cost
savings and ensuring compliance with data security and privacy standards.

The scope of this project includes evaluating potential LMS platforms, such as Canvas, Moodle, or
Blackboard, and implementing a solution that meets the college's current and future needs. It will be
executed in phases to minimize disruptions, with a clear focus on stakeholder engagement, integration
with existing systems, and providing training for all users. Project oversight will be managed by
Centennial College's IT department, with regular reviews to ensure the project is aligned with
institutional goals. Project Manager Parekh Akashkumar will be responsible for coordinating the team
and ensuring the project stays within scope, budget, and schedule.

Key roles and responsibilities are assigned to various stakeholders, including project management, IT
oversight, and faculty involvement. This collaborative approach ensures that the solution will be tailored
to meet the diverse needs of the college. By addressing the current challenges and preparing for future
demands, this project will significantly enhance the college’s ability to provide a modern, accessible, and
high-performing learning environment.

B. Project Purpose
Explain the business reason(s) for doing this project. The Project Purpose (the Business Problem and Project
Business Objectives) is in the Project Proposal, Section B.

1. Business Problem
The Business Problem is a question, issue, or situation, pertaining to the business, which needs to be answered or
resolved. State in specific terms the problem or issue this project will resolve. Often, the Business Problem is
reflected as a critical business issue or initiative in the Agency’s Strategic Plan or IT Strategic Plan.

The LMS that Centennial College is now using, eCentennial (powered by Brightspace), is no longer able
to keep up with the changing demands of its staff, administration, and students. Important problems with
the system include out-of-date functionality, poor performance, and limited scalability. This results in a
decline in student involvement, inefficiencies in the administrative process, and a failure to meet the
demands of contemporary education, which include mobile optimization and AI integration. This
project's goal is to fix these issues by updating the present LMS or switching to a more sophisticated,
future-proof system in order to preserve a competitive edge and improve the learning experience.

2
2. Project Business Objectives
Define the specific Business Objectives of the project that correlate to the strategic initiatives or issues identified in
the Commonwealth or Agency Strategic Plan. Every Business Objective must relate to at least one strategic
initiative or issue and every initiative or issue cited must relate to at least one project business objective.

Commonwealth or Agency
Strategic Plan – Initiative or Project Business Objectives
Critical Issue

Upgrade or replace the LMS to provide modern features like AI-

Enhance user experience
driven analytics and mobile-first design

Improve student engagement and retention through personalized

Boost engagement
learning paths and better mobile access

Streamline faculty tasks with enhanced course creation, grading,

Increase efficiency
and feedback tools

Implement a scalable, future-ready system that incorporates

Ensure scalability
advanced technologies

Achieve long-term cost savings while ensuring compliance with

Optimize costs
security, privacy, and accessibility standards

D. Assumptions
Assumptions are statements taken for granted or accepted as true without proof. Assumptions are made in the
absence of fact. List and describe the assumptions made in the decision to charter this project.

Assumptions made in this project are:

● Centennial College is committed to implementing the upgraded or new LMS solution

● Support for the project will be maintained throughout its entire duration
● Necessary financial and technical resources will be available to meet project objectives
● The project team has the authority to make decisions regarding the LMS implementation
process
● Roles and responsibilities are clearly defined and understood by all stakeholders involved in the
project.

3
E. Project Description, Scope and Management Milestones

1. Project Description
Describe the project approach, specific solution, customer(s), and benefits. The Project Description is located in
the Project Proposal, Section C.

The eCentennial of Tomorrow project is designed to either upgrade or replace Centennial College’s
existing Learning Management System (LMS), eCentennial, which currently runs on D2L Brightspace.
The goal is to address several issues, including outdated features, slow performance, and a lack of
scalability, which have led to reduced user satisfaction and increased administrative overhead.

The project will begin with a thorough evaluation of the current system, followed by an exploration of
alternative platforms such as Canvas, Moodle, or Blackboard. These platforms will be assessed based on
their ability to provide advanced features, such as AI-driven analytics, mobile-first design, and
personalized learning paths, which align with the college's evolving educational needs.

A pilot phase will be conducted with a select group of faculty, students, and administrators to test the
proposed solution. This phase will help gather user feedback and ensure the chosen system addresses key
pain points before full-scale deployment.

The project is expected to span 12 to 18 months, during which the new or upgraded system will be fully
integrated into Centennial College’s IT infrastructure. The new LMS will significantly enhance student
engagement, improve system performance, and streamline administrative processes, ultimately supporting
the institution’s long-term educational goals.

2. Scope
The Project Scope defines all of the products and services provided by a project, and identifies the limits of the
project. In other words, the Project Scope establishes the boundaries of a project. The Project Scope addresses the
who, what, where, when, and why of a project.

This project involves an initiative led by Centennial College’s IT Services Department to upgrade or
replace the current Learning Management System (LMS), eCentennial, which operates on D2L
Brightspace. Key members from the college’s IT leadership, student services, and academic staff will
guide the project, which will focus on enhancing the overall user experience for students, faculty, and
administrators.

The project aims to evaluate and implement a modern solution to upgrade or replace Centennial
College’s current LMS, eCentennial, powered by D2L Brightspace. The solution will include:

● Assessment of the existing system's performance and limitations.

● Evaluation of alternative LMS platforms (e.g., Canvas, Blackboard, Moodle) or enhancing the
existing system with new capabilities.
● Integration of advanced features like AI-driven analytics, mobile-first design, and personalized
learning paths.
● Training for faculty, staff, and students to ensure a smooth transition.

The project will be conducted within Centennial College’s IT infrastructure, ensuring integration with
4
existing systems. Once selected, the new solution will be piloted with a group of users before a full-scale
implementation across the institution. The pilot will help refine the solution and gather feedback to
ensure that the system meets the needs of the college community.

The project is expected to span 12-18 months from the approval of the project charter, following a
phased approach:

● Phase 1: Requirement gathering, system evaluation, and vendor selection (if applicable).
● Phase 2: Pilot testing with stakeholders (faculty, students, IT department).
● Phase 3: Full system deployment or upgrade.
● Phase 4: Training, support, and post-implementation monitoring.

This project is essential for maintaining and enhancing Centennial College’s educational
competitiveness. The current LMS is outdated, leading to reduced student engagement and increased
administrative burdens. This initiative will improve user experience, streamline administrative processes,
and align the LMS with modern educational standards and technological advancements.

3. Summary of Major Management Milestones and Deliverables

Provide a list of Project Management Milestones and Deliverables (see Section E of the Project Proposal
Document). This list of deliverables is not the same as the products and services provided, but is specific to
management of the project. An example of a Project Management Milestone is the Project Plan Completed.

Event Estimated Date Estimated Duration

Project Charter Approved October 18, 2024 1 week

Project Plan Completed October 25, 2024 1 week

Project Plan Approved November 1, 2025 1 week

Project Execution – Started November 8, 2024 1 week

Project Execution Completed December 31, 2025 ~ 14 months

Project Closed Out March 31, 2026 3 months

5
F. Project Authority
Describe the authority of the individual or organization initiating the project, any management constraints,
management oversight of the project, and the authority granted to the Project Manager.

1. Authorization
Name the project approval authority that is committing organization resources to the project. Identify the source of
this authority. The source of the approval authority often resides in code or policy and is related to the authority of
the individual’s position or title.

Project Sponsor: Tsang Kwong Ngan (AVP of Information Technology)

● Role: The Project Sponsor is the primary authority responsible for ensuring that the project is
aligned with Centennial College's strategic IT goals. Tsang Kwong Ngan holds the authority to
approve major project decisions, allocate resources, and resolve high-level issues or conflicts. He
is also accountable for the project's success and will be the ultimate decision-maker for any
escalated issues or resource needs.
● Project Responsibility:
○ Approves the project charter and any major changes to the project scope, timeline, or
budget.
○ Ensures the project aligns with Centennial College’s long-term IT strategy.
○ Provides high-level support and leadership to the Program Manager and Project
Manager.

Program Manager: Franco Yion Matias (Associate Director of IT Infrastructure)

● Role: The Program Manager oversees the execution of the project at a higher level, managing
the project from a strategic standpoint. Franco Yion Matias will ensure the project's operational
alignment with Centennial College’s infrastructure and technical needs. He is responsible for
overseeing the Project Manager's work, ensuring the project stays on track with respect to
schedule, budget, and technical requirements.
● Project Responsibility:
○ Provides day-to-day project oversight and liaises with the Project Manager to ensure
effective execution.
○ Manages resource allocation and ensures the project’s technical aspects align with
infrastructure and IT standards.
○ Ensures that the project complies with all IT policies and procedures and addresses risks
related to infrastructure.

6
2. Project Manager
Name the Project Manager and define his or her role and responsibility over the project. Depending on the
project’s complexities, include how the Project Manager will control matrixed organizations and employees.

Project Manager: Akashkumar Parekh (Nominated by Group 4)

● Role: The Project Manager is responsible for the day-to-day management and execution of the
project. This includes planning, organizing, and managing resources to bring about the
successful completion of specific project goals and objectives.
● Project Responsibility:
○ Oversees all project activities, coordinates the project team (Group 4), and ensures tasks
are completed on schedule and within budget.
○ Reports to the Program Manager on progress, risks, and any issues that require
escalation.
○ Manages stakeholder communication and ensures that all parties are informed of project
developments.

3. Oversight
Describe the Commonwealth or Agency Oversight controls over the project.

The "eCentennial of Tomorrow" project will be subject to oversight from both internal and external
bodies to ensure its alignment with Centennial College’s goals and compliance with regulations:
1. Centennial College Executive Leadership: The project will be monitored by the college’s
executive team, ensuring that it aligns with the institution’s strategic objectives and budget. Key
decisions, such as vendor selection and major milestones, will be reviewed by senior leadership.
2. IT Governance: The college’s IT department, led by the Associate Vice President of IT, will
ensure the project adheres to internal policies, data security protocols, and privacy standards,
especially during system migration and integration.
3. Provincial Compliance: The project will comply with Ontario regulations, including the AODA
(Accessibility for Ontarians with Disabilities Act) and data privacy laws like PIPEDA, ensuring
the new LMS meets accessibility and privacy standards.
4. Vendor Compliance: If a new LMS vendor is selected, their performance will be monitored
through service level agreements (SLAs) to ensure they meet the required system performance
and support standards.

7
G. Project Organization

1. Project Organization Chart

Provide a graphic depiction of the project team. The graphical representation is a hierarchal diagram of the
project organization that begins with the project sponsor and includes the project team and other stakeholders.

2. Organization Description
Describe the type of organization used for the project team, its makeup, and the lines of authority.

The project organization follows a hierarchical structure with clear lines of authority and responsibility.
At the top is the Project Sponsor, Tsang Kwong Ngan, who provides overall direction and support. The
Program Manager, Franco Yion Matias, oversees the project at a strategic level, while the Project
Manager, Parekh Akashkumar, handles day-to-day operations and team coordination.

The project team consists of members with specific roles: Saurav Pokhrel as the Proponent Agency Head,
Ngan Tsang Kwong as the Proponent Cabinet Secretariat, and Franco Yion Matias and Espeleta Aniko
Lee Dominic as Customer Representatives. This structure ensures a balanced representation of different
stakeholders and areas of expertise within the project team.

8
3. Roles and Responsibilities
Describe, at a minimum, the Roles and Responsibilities of all stakeholders identified in the organizational diagram
above. Some stakeholders may exist whom are not part of the formal project team but have roles and
responsibilities related to the project. Include these stakeholders’ roles and responsibilities also.

At the helm of our project is Tsang Kwong Ngan, our Associate VP of IT and Project Sponsor. Tsang's
role is crucial - he's our north star, ensuring that every decision we make aligns with Centennial College's
bigger picture. He's the one who gives the green light on major decisions and makes sure we have the
resources we need to succeed.

Working closely with Tsang is Franco Yion Matias, our Program Manager and Associate Director of IT
Infrastructure. Franco is the bridge between the big-picture vision and the day-to-day operations. He's
constantly juggling resources, making sure our technical needs are met, and keeping the lines of
communication open between our project team and the college's leadership.

The person keeping all the plates spinning is our Project Manager, Parekh Akashkumar. Parekh is in the
trenches every day, coordinating our team, crafting our project plans, and making sure we're hitting our
milestones. When things go off track (as they sometimes do), Parekh's the one who gets us back on
course.

Saurav Pokhrel is our go-to person from the IT Department. As the Proponent Agency Head, Saurav
makes sure our project stays true to the IT Department's goals and has the technical resources we need.
His expertise is invaluable in navigating the complex world of IT infrastructure.

Keeping us in line with college policies is Ngan Tsang Kwong, our Proponent Cabinet Secretariat.
Ngan's role is crucial in making sure we're not just building a great system but one that fits seamlessly
into Centennial College's existing processes. They're also our point person when coordinating with other
departments.

The voices of our end-users are represented by Franco Yion Matias and Espeleta Aniko Lee Dominic,
our Customer Representatives. They're our reality check, making sure that what looks good on paper
actually works for students, faculty, and staff in the real world.

Beyond our core team, we have a network of supporters who are vital to our success:
● Our Faculty Representatives are on the front lines of teaching and learning. They're helping us
understand what educators really need from an LMS.
● The Student Services Representatives are making sure we don't forget about the broader student
experience, helping us integrate the new LMS with other college systems.
● Our unsung heroes are the IT Support Staff. They're the ones who'll be burning the midnight oil
during implementation, making sure data migrations go smoothly and that we have a solid
support plan in place.

9
H. Resources
Identify the initial funding, personnel, and other resources, committed to this project by the project sponsor.
Additional resources may be committed upon completion of the detailed project plan.

Resources Allocation and Source

Funding Source: Centennial College Budget Amount: $100000k

Savings: 0$ (We spend it all) Cost Avoidance Savings: $
Project Team (Full Full-Time: Franco Yion Matias, Parekh Akashkumar, Ngan Tsang Kwong,
and Part Time Saurav Pokhrel
Staff)
Part-Time: Espeleta Aniko Lee Dominic

Customer Support Based on employee salary (we’ve got this covered)

Facilities Computers, phones, keyboards, etc.: $500

Equipment 1000$

Software Tools Windows License, Microsoft License, etc.: $5,000

Other $5,000 - $1,0000

I. Signatures
The Signatures of the people below document approval of the formal Project Charter. The Project Manager is
empowered by this charter to proceed with the project as outlined in the charter.

Position/Title Signature/Printed Name/Title Date

Proponent Cabinet Secretariat 11-10-2024
(as required) Tsang Kwong Ngan

Proponent Agency Head 11-10-2024

Saurav Pokhrel

Project Sponsor (required) 11-10-2024

Tsang Kwong Ngan

Program Manager 11-10-2024

Franco Yion Matias

10
Project Manager (required) 11-10-2024

Parekh Akashkumar

Other Stakeholders as needed 11-10-2024

Aniko Lee Dominic Espeleta

Other Stakeholders as needed

11