Download OCIO Project Charter

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Project Charter
Checklist and Sample Template
Project Charter
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ID, if applicable>
Document Guide
The following table presents the answer to some of the key initial questions regarding the Project Charter.
Topic
Guidance
Why is this document
important?
The Project Charter is the source for documenting and maintaining the project’s
end-product scope that is aligned with the Business Case.
Why should I use this
document?
The Project Charter documents the vision, goals and expected benefits of the
project, as well as the project approach, end-product scope, project schedule,
constraints and dependencies, and other important information. The Project
Charter identifies project leadership and initial stakeholders and authorizes the
project to proceed.
Is this a mandatory document?
The Project Charter is required for all projects regardless of their size or
complexity profile.
Who should complete this
document?
Project Manager in collaboration with Operational Sponsor or Executive Sponsor
is best suited to complete this document.
Is this document required for
OCIO reporting?
No
Executive Sponsor:
Where can I get additional help
from?
IM/IT Capital Investment Branch: External consultants may be available
through existing procurement vehicles (Contact IM/IT Capital Investment
Branch.)
Once you have reviewed and completed this document, please answer the question below:
In reviewing and completing this document, have
you identified any new risks or issues that are
not fully addressed by the Project Charter
document?
 Yes
 No
If yes, have you recorded and escalated the risk/issue in
the appropriate log?
Project Charter Checklist
Not all sections in the Project Charter are required for all projects. Depending on the project's complexity
(Low Complexity, Moderate Complexity or High Complexity), each section in the Project Charter has been
identified as one of the following:


Mandatory (M): The section is mandatory.

Advised (A): The section is advised.

Optional (O): The section is optional.
#
Section
Document Guide
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Low Complexity
Page ii
MAO Rating
Moderate
Complexity
High Complexity
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Project Charter
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
1
Executive
Summary
A
A
M

2
Project Overview
M
M
M

3
Project Approach
A
M
M

4
Project Scope
M
M
M

5
Project Schedule
and Dependencies
M
M
M

6
Project
Assumption,
Constraints and
Risks
M
M
M

7
Project Leadership
and Stakeholders
M
M
M

8
Stakeholder
Communication
and Engagement
A
M
M

9
Project
Responsibilities
M
M
M

10
Project Resources
M
M
M

11
Project Budget
M
M
M
Document Guide
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Project Charter
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Document Control Information
Document Information
Document Identification
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Document Name
Project Charter
Project Name
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Document Author
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Document Version
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Document Status
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Date Released
<Insert release date dd-mmm-yyyy>
Document Edit History
Version
Date
<Version #>
Additions/Modifications
< dd-mmm-yyyy >
<Provide additional details about this
document version.>
Prepared/Revised by
<Name>
Document Review/Approval History
Date
Name
< dd-mmm-yyyy >
<Name>
Organization/Title
<Organization/Title>
Comments
<Comments>
Distribution of Final Document
The following people are designated recipients of the final version of this document:
Name
<Name>
Document Control Information
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Organization/Title
<Organization/Title>
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Table of Contents
1
Executive Summary ............................................................................................................................. 6
2
Project Overview................................................................................................................................... 7
2.1 Project Background ........................................................................................................................ 7
2.2 Project Vision .................................................................................................................................. 7
2.3 Project Goals and Expected Benefits ............................................................................................. 7
2.4 Critical Success Factors ................................................................................................................. 7
3
Project Approach .................................................................................................................................. 8
3.1 Method Definition ............................................................................................................................ 8
3.2 Method Scope ................................................................................................................................. 8
4
Project Scope ........................................................................................................................................ 9
4.1 Overall Scope ................................................................................................................................. 9
4.2 Process Scope................................................................................................................................ 9
4.3 Functional and Application Scope .................................................................................................. 9
4.4 Technical and Systems Scope ....................................................................................................... 9
4.5 Deliverable Scope........................................................................................................................... 9
4.6 Ministry Unit, User and Citizen Group ............................................................................................ 9
4.7 Release and Deployment Scope .................................................................................................... 9
4.8 Out of Scope Items ......................................................................................................................... 9
4.9 Other Scope .................................................................................................................................... 9
5
Project Schedule and Dependencies ............................................................................................... 10
5.1 Project Schedule and Key Milestones .......................................................................................... 10
5.2 Project Phases .............................................................................................................................. 10
5.3 Release Strategy .......................................................................................................................... 10
5.4 External Dependencies ................................................................................................................ 10
6
Project Assumptions, Constraints and Risks ................................................................................. 11
6.1 Project Assumptions ..................................................................................................................... 11
6.2 Project Constraints ....................................................................................................................... 11
6.3 Project Risks and Initial Risk Response Plans ............................................................................. 11
7
Project Leadership and Stakeholders .............................................................................................. 12
7.1 Project Leadership ........................................................................................................................ 12
7.2 Project Stakeholders..................................................................................................................... 12
8
Stakeholder Communication and Engagement ............................................................................... 13
8.1 Stakeholder Communication Plan ................................................................................................ 13
8.2 Stakeholder Engagement Plan ..................................................................................................... 13
9
Project Responsibilities ..................................................................................................................... 14
9.1 Responsibility Matrix ..................................................................................................................... 14
10 Project Resources .............................................................................................................................. 15
11 Project Budget .................................................................................................................................... 16
Table of Contents
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1
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Executive Summary
Prepare a summary of the key points presented in this document.
Executive Summary
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Project Overview
Provide a summary of the project’s goals, objectives, and expectations for this project.
2.1
Project Background
Provide a summary of the problem statement or the situation that led to this project. This
information can be drawn from previous strategic work, including internal and external
assessments, or details from a completed Business Case.
2.2
Project Vision
Provide an overview of the To Be solution and how it will change (or transform) the ministry’s
business once implemented.
2.3
Project Goals and Expected Benefits
Provide a summary of the goals and expected benefits of the project. If a Business Case exists for
the project, that information can be used as input to help complete this section, once it is reconfirmed and validated. Goals and benefits should be clear, concise and measurable. Include
existing high-level business requirements as part of Project Goals.
2.4
Critical Success Factors
Document any outcomes that must be achieved in order to meet the project’s goals and objectives,
as well as any immediate requirements that must be met in order to stay on track for project
success.
Project Overview
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Project Approach
This section defines how the project will be delivered.
3.1
Method Definition
Specify the method and lifecycle phases the project will use to deliver the proposed solution.
The <project name> will use the <enter method name> to develop and deliver the project solution.
The method will be the source for project processes, templates, and guidelines.
3.2
Method Scope
Define the project’s method scope by discipline. For example:
Table 1 - Method Scope
Discipline
Project
Management
(PM)
In Scope
(Y/N)
Y
Discipline Description
Provides approaches and assets for
effective project management and
planning.
Organizational
Change
Management
(OCM)
Addresses adoption and sustainability of
the change initiatives. It encompasses
an integrated approach to
communications, stakeholder
engagement and preparation, capability
transfer, training, and organizational
alignment and transition.
Technology
(e.g., Waterfall,
Agile, etc.)
Defines the approach to design, develop,
test, and operate the infrastructure and
software components required for the
system applications.
Project Approach
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Method Scope
Assumptions
Project will follow PMIs
PMBOK model to direct
project and work plan
management standards.
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Project Scope
This section defines the scope for the project. Manually adjust the scope categories to fit projectspecific needs, where applicable.
Deliverable scope will be defined and maintained in the project’s Deliverables Log.
4.1
Overall Scope
Document a high-level scope statement about the products or services included in and excluded
from the current project.
4.2
Process Scope
Process scope describes the scope or number of project processes included in and excluded from
the current project.
4.3
Functional and Application Scope
Document the high-level scope for the functional and or applications included in and excluded from
the current project. Functional scope describes the features and functions that characterize the
work (e.g., business processes). This section could be split into two sections, depending on the
complexity of the project.
4.4
Technical and Systems Scope
Develop the high-level scope for the technical infrastructure and services that the project will
provide.
4.5
Deliverable Scope
Quantify and qualify the high-level deliverable scope, referred to as “end product scope” in PMI
standards.
4.6
Ministry Unit, User and Citizen Group
This section describes the ministry (ies), divisions, users and citizen groups that will be impacted,
either directly or indirectly, by the proposed solution.
4.7
Release and Deployment Scope
This section describes the Go-Live or release strategy (e.g., “big bang” vs. iterative by location).
4.8
Out of Scope Items
Provide a list of items that are outside the scope of this project. This will help clarify the scope
boundaries of the project.
4.9
Other Scope
This section describes all other scope considerations (e.g., language).
Project Scope
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5
Project Schedule and Dependencies
5.1
Project Schedule and Key Milestones
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Define the high-level project schedule and milestones. It is recommended to use a high-level Gantt
chart depicting the overall project schedule, phases, and key milestones (e.g., GoLive and release
dates). The information provided in this section can serve as input into the project’s Master Plan,
or, if the Master Plan has already been completed, could be an image of the Master Plan Gantt
chart or a sub-set thereof.
5.2
Project Phases
Describe the project phases that are incorporated into the schedule. For each phase include 2-3
sentences describing the phase, its purpose and approach for implementing. The project’s work
plan will be structured based on these phases and aligned to the overall schedule accordingly.
5.3
Release Strategy (if applicable)
Provide a high-level strategy description (in words) about each release. This section describes the
content and high-level strategy of each release (e.g., big-bang, release by function, release by
geography, etc.), as opposed to the release timing identified in the overall project schedule
illustrated above in 5.1.
5.4
External Dependencies
Identify and document the major dependencies of this project with other projects, initiatives or
factors that may require interfacing or coordination in order to successfully execute the project and
deliver the proposed solution.
Project Schedule and Dependencies
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Project Assumptions, Constraints and Risks
Provide an overview of the key project assumptions, constraints and risks at the time the Project
Charter is created. This information has been developed during the business case development.
6.1
Project Assumptions
Document the key assumptions that went into defining the project’s end product scope by scope
category.
6.2
Project Constraints
A constraint is a restriction, confinement or limiting factor within the prescribed bounds of the
project. Document any known constraints.
6.3
Project Risks and Initial Risk Response Plans
Document the project risks identified while creating the Project Charter, and provide initial risk
response plans for each risk documented.
All valid project risks eventually need to be logged, tracked, and managed in the project’s Risk Log.
The Risk Log will be stored in <enter location or a link>.
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Project Leadership and Stakeholders
7.1
Project Leadership
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Key project leadership should be defined at this early stage of the project in order to drive the
planning and preparations required for a successful project. Document the project role, name and
key responsibilities of the Project Leadership team. Include a copy of the project’s Organizational
Chart.
Table 2 - Project Roles and Responsibilities
7.2
Project Role
Name
Key Responsibilities
Project Sponsor
Jane Sponsor


Fund and sponsor project.
Provide resources required for project to be
successful.
Project Manager
Joe Smith

Organize Steering Committee meetings.
Project Stakeholders
List important project stakeholders and their associated expectations and responsibilities for the
project. Stakeholders are individuals, groups, or organizations that are actively involved in a
project, impacted by its results, and/or can influence its outcomes. Common stakeholders include
executive sponsor(s), steering committee, project board, business-level customers and significant
end-user groups. Any known 3rd-party groups involved or impacted by the project at this early stage
can also be defined as well.
For each stakeholder, identify the accountable resource, his/her title and organization/ministry, as
well as his/her project expectations and associated responsibilities.
Table 3 - Project Stakeholders
Accountable
Resource
Title,
Organization
Manufacturing
Pete Jones
COO,
Operations
Provide subject matter
expertise for project
solution.
Establish and commit an
operations SME team to
provide new solution
requirements and design input
SpaceX (3rdparty vendor)
Pat Blue
Project
Manager,
SpaceX
Provide project
environments required
Develop and deploy
infrastructure to support
project and deployment
Stakeholder
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Project Expectations
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Responsibilities
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Stakeholder Communication and Engagement
8.1
Stakeholder Communication Plan
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The Communications Plan includes high-level communications types as well as the audiences,
frequency, and party(ies) responsible based on the information in section 7 – Project Leadership
and Stakeholders. Note that this is an initial high-level communication plan. In general, large
projects have standalone communication plan (see Communications Plan Checklist and Project
Management Plan for additional information).
8.2
Stakeholder Engagement Plan
Identify how the team will formally involve stakeholders to participate in different activities.
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Project Responsibilities
Include this section in the Project Charter to clearly delineate responsibilities between the ministry
and any other 3rd parties involved in the project. Specify “Primary” and “Secondary” as appropriate.
9.1
Responsibility Matrix
Develop a table to delineate specific responsibilities among the project stakeholders that are
essential for project success.
Table 4 - Responsibility Matrix
Ministry
(Specify specific org. or
team, where applicable)
3rd-Party 1
Onboard the initial requirements project team
(20 total individuals)
Secondary
Primary
Ensure that the appropriate purchasing
department representatives are assigned and
committed to providing requirements input
and testing the purchasing interfaces of the
new solution per the project schedule.
Primary
Responsibility
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3rd-Party 2
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Project Resources
Provide an estimate of the resource requirements, including resource roles and the number of
FTEs for each role.
Project Resources
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Project Budget
Summarize the project high-level budget and identify if costs will cross multiple fiscal years.
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Project Budget
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