Project Charter

Program Manager	C. Tyrrell
Executive Sponsor	G. Whitfield, VP of Operations
Charter Date	28 July 2026
Version	1.0

1. Purpose & Business Case

ACME Company's current enrollment and claims processing platform is approaching end of vendor-supported life and can no longer efficiently support the volume, integration, and compliance demands of the business. Manual workarounds have proliferated across Billing, Underwriting, Claims Administration, Commission Management, and reporting functions, increasing operational risk and processing cost.

This program authorizes a modernization of the core enrollment and claims platform, including a vendor-delivered system upgrade, conversion of member/policy, provider/producer, and historical claims data, and new integrations across six downstream systems. The business case is that platform modernization reduces manual processing cost, reduces compliance and data-quality risk, and positions the organization to meet growing transaction volume without proportional headcount growth.

2. Project Objectives & Success Criteria

• Successfully upgrade the core enrollment/claims platform with zero unplanned extended outages during cutover.
• Convert member/policy, provider/producer, and historical claims data with ≥99.5% record-level accuracy.
• Deliver six new integrations (Billing, Underwriting, Claims Administration, Commission Management, Data Warehouse/Reporting, Payment Processing) fully tested prior to Go-Live.
• Complete the program within the approved $7,062,000 cost baseline and the approved schedule baseline (Go-Live: 24 August 2027), within the contingency reserve.
• Achieve zero open Critical/High security findings at Go-Live.

3. High-Level Scope

In Scope

• Core platform version upgrade (vendor-delivered).
• Data conversion: member/policy, provider/producer, and historical claims.
• Six new system integrations: Billing, Underwriting, Claims Administration, Commission Management, Data Warehouse/Reporting, Payment Processing.
• Security, performance, and disaster-recovery testing; SOX control impact assessment for financial-system changes.
• Change management, training, and a post-go-live hypercare/warranty period.

Out of Scope

• Data migration from any system outside the workstreams listed above.
• Ongoing run-state production support beyond the vendor warranty period.
• Any new product or underwriting-rules changes not directly required by the platform upgrade.

4. High-Level Requirements

• The upgraded platform must retain functional parity with current production capability for all in-scope business processes.
• All six integrations must exchange data with downstream systems using currently-approved enterprise integration standards.
• The platform must pass SOX control testing prior to Go-Live given its handling of financial transactions.
• Data conversion must meet a ≥99.5% record-match accuracy threshold prior to Data Conversion Sign-off.

5. High-Level Risks

• Historical claims data quality issues could extend the Data Conversion timeline if root-cause cleansing proves insufficient (highest-rated risk at Charter approval).
• Platform vendor SOW finalization delay could push back environment provisioning and the overall start of build activity.
• Offshore/onshore QA coordination gaps could reduce testing throughput if not actively managed.
• Key resource attrition (particularly Solution Architect capacity) could disrupt continuity of technical decision-making.

6. Summary Milestone Schedule

Milestone	Target Date
Project Kickoff	04 Aug 2026
Requirements & Vendor Selection Complete	03 Nov 2026
System Upgrade Validated	05 Jan 2027
Data Conversion Sign-off	16 Mar 2027
Integration Build Complete	11 May 2027
Testing Complete / UAT Sign-off	10 Aug 2027
Go-Live (Production Cutover)	24 Aug 2027
Production Support Handover / Closeout	02 Nov 2027

7. Summary Budget

Category	Amount
Platform Upgrade (Vendor)	$1,850,000
Integration Middleware (Vendor)	$620,000
Internal Labor (PM/BA/Architecture/Governance)	$1,240,000
Offshore & Onshore QA Labor	$780,000
Development Labor (6 Integration Tracks)	$1,340,000
Infrastructure / Cloud Environment	$410,000
Training & Change Management	$180,000
Contingency Reserve (10%)	$642,000
TOTAL AUTHORIZED BUDGET	$7,062,000

8. Key Stakeholders

Name	Role
G. Whitfield	Executive Sponsor (VP of Operations)
A. Marchetti	CIO / VP of Information Technology
R. Castellano	VP, Underwriting
J. Boudreaux	VP, Claims Administration
S. Whitcombe	VP, Finance
N. Sharma	Chief Compliance Officer / General Counsel
S. Ryan	Director, PMO
C. Tyrrell	Program Manager

9. Project Manager Authority

C. Tyrrell is hereby authorized to apply organizational resources to program activities, manage the approved budget within the cost baseline (escalating to the Steering Committee for any variance exceeding the approved contingency reserve), and approve task-level schedule adjustments that do not affect a Steering Committee-level milestone. Changes to scope, the cost baseline, or a contractual/compliance obligation require Steering Committee approval per the decision-rights tiering defined in the Project Management Plan.

10. Assumptions & Constraints

• Existing network and security infrastructure is sufficient to support the upgraded platform without separate capital investment.
• Named resources are available at their planned allocation; no extended unplanned absences are assumed.
• The platform vendor's proposed system upgrade approach will not require a change to the underlying database platform.
• The program must complete Go-Live prior to the start of the next open-enrollment period.

11. Approval

This charter authorizes the Program Manager to proceed with planning and execution of the Enrollment & Claims Platform Modernization program as described above.