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<Insert project name> Project Charter Checklist and Sample Template Project Charter <Insert document 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 13-Jul-17 Low Complexity Page ii MAO Rating Moderate Complexity High Complexity <Insert project name> Project Charter <Insert document ID, if applicable> 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 13-Jul-17 Page iii <Insert project name> Project Charter <Insert document ID, if applicable> Document Control Information Document Information Document Identification <Insert document ID, if applicable> Document Name Project Charter Project Name <Insert project name> Document Author <Insert author name> Document Version <Insert version number> Document Status <Insert document status> 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 13-Jul-17 Organization/Title <Organization/Title> Page iv <Insert project name> Project Charter <Insert document ID, if applicable> 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 13-Jul-17 Page v <Insert project name> Document1 Project Charter 1 <Insert document ID, if applicable> Executive Summary Prepare a summary of the key points presented in this document. Executive Summary 13-Jul-17 Page 6 of 16 <Insert project name> Document1 Project Charter 2 <Insert document ID, if applicable> 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 13-Jul-17 Page 7 of 16 <Insert project name> Document1 Project Charter 3 <Insert document ID, if applicable> 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 13-Jul-17 Page 8 of 16 Method Scope Assumptions Project will follow PMIs PMBOK model to direct project and work plan management standards. <Insert project name> Document1 Project Charter 4 <Insert document ID, if applicable> 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 13-Jul-17 Page 9 of 16 <Insert project name> Document1 Project Charter 5 Project Schedule and Dependencies 5.1 Project Schedule and Key Milestones <Insert document ID, if applicable> 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 13-Jul-17 Page 10 of 16 <Insert project name> Document1 Project Charter 6 <Insert document ID, if applicable> 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>. Project Assumptions, Constraints and Risks 13-Jul-17 Page 11 of 16 <Insert project name> Document1 Project Charter 7 Project Leadership and Stakeholders 7.1 Project Leadership <Insert document ID, if applicable> 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 Project Leadership and Stakeholders 13-Jul-17 Project Expectations Page 12 of 16 Responsibilities <Insert project name> Document1 Project Charter 8 Stakeholder Communication and Engagement 8.1 Stakeholder Communication Plan <Insert document ID, if applicable> 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. Stakeholder Communication and Engagement 13-Jul-17 Page 13 of 16 <Insert project name> Document1 Project Charter 9 <Insert document ID, if applicable> 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 Project Responsibilities 13-Jul-17 Page 14 of 16 3rd-Party 2 <Insert project name> Document1 Project Charter 10 <Insert document ID, if applicable> Project Resources Provide an estimate of the resource requirements, including resource roles and the number of FTEs for each role. Project Resources 13-Jul-17 Page 15 of 16 <Insert project name> Document1 Project Charter 11 <Insert document ID, if applicable> Project Budget Summarize the project high-level budget and identify if costs will cross multiple fiscal years. ---- END DOCUMENT ---- Project Budget 13-Jul-17 Page 16 of 16 <Insert project name> Document1