Download Project Charter - Project Management Office (PMO)

I+TS Project Management Framework
Project Charter
\
(Insert Project Title)
Project Manager(s):
Division:
Department:
Date:
Document Revision #:
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TABLE OF CONTENTS
Section 1: Project Overview .................................................................................................... 3
Section 2: Project Scope ......................................................................................................... 3
Section 3: Project Approach, deliverables and Assumptions .............................................. 3
Section 4: High Level Client Impact Summary ...................................................................... 6
Section 5: Project Organization .............................................................................................. 7
Section 7: Resource Requirements and Budget ................................................................... 8
Section 8: Risk Management: ............................................................................................... 10
Section 9: Approvals ............................................................................................................. 12
Section 10: Document Change Control ................................................................................. 12
Instructions for using this template
Some template instructions are provided in italics throughout the document and should be deleted from the
charter as you fill it out.
Please note that the template is designed to be flexible. When a section in the Project Charter template does not
apply to your specific project, the paragraph header should remain and the section should contain “Not
applicable”. When a section cannot be completed at the time of writing because the information is not yet known,
the caption “Not known at this time DD/MM/YYYY” should be entered under the paragraph title to ensure that this
section is revisited when more information is made available.
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SECTION 1: PROJECT OVERVIEW
BACKGROUND
Provide a brief description of the project, including the events that preceded project initiation and identify business
challenges or opportunities it will address. Describe why, from a business perspective the project is important.
Identify key stakeholders, and demonstrate how the project is aligned with NGSIS principles and/or the University
of Toronto’s mandate.
BUSINESS OBJECTIVES
List the project objectives from a university perspective, which outline what results the project will achieve, in the
table below. The objectives should be measurable to facilitate evaluation. Include measures for each objective, for
determining if project objectives have been successfully met.
Objectives
1. List each objective
separate table row.
in
a
Measure of Success
Measured By
Indicate what will show if the
objective is successful.
Indicate how the success of the
objective will be measured.
2.
3.
4.
SECTION 2: PROJECT SCOPE
IN SCOPE
Describe the end product(s) focusing on what is being delivered to the client, not how.
OUT OF SCOPE
To further clarify the project scope, identify specifically any work that is excluded from the project.
SECTION 3: PROJECT APPROACH, DELIVERABLES AND ASSUMPTIONS
APPROACH AND DELIVERABLES
Briefly describe the project approach by identifying the preliminary timing of major project activities 1 and
deliverables2 in each phase of the project lifecycle. The table below has been pre-populated with Activities and
1
The PMI defines an activity as: an element of work performed in order to produce a (or part of) project
deliverable. An activity normally has an expected duration, cost and resource requirement. Activities can be
subdivided into tasks.
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Deliverables in the Initiation, Planning and Closure Phases that are applicable to most projects (if the activities do
not apply to your project remove them). The Project Implementation Phase will reflect the unique activities and
deliverables for your project.
Project deliverables are typically those artifacts delivered during the project in order to deliver the end solution.
They may or may not be permanent deliverables that can be used outside of the project. An example of a projectspecific deliverable is a requirements document, while a final deliverable may be the user documentation. Be as
specific as possible to strive for elimination of assumptions regarding what will and what will not be delivered by
the project.
Phase
Activities
Deliverables
Timeframe
1. Initiation Phase
Define the problem (meet with
stakeholders)
Define the
need for the
project, assess
project
feasibility and
project
approach,
obtain formal
project
approval.
-Project Drivers identified
dd-mmm-yyyy
-Client representative
identified
-Project Champion identified
Assess Feasibility of Project
--feasibility assessed.
Determine Project Approach
-Final Project approach
determined
Develop Project Charter
-Approved Project Charter
2. Planning Phase
Detailing the
approach to
achieving
project
objectives.
Evaluate the level of effort required
-Level of effort determined
Develop detailed Project Plan
-WBS
-detailed budget
-Project Schedule (Gantt
Chart)
-Communication Plan -Risk
Management Plan
2
The PMI defines a deliverable as: any measurable tangible verifiable outcome, that must be produced to
complete a project, or part of a project. Note that not all projects or activities have a specific deliverable as an
outcome.
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Phase
Activities
Deliverables
Set the project Baseline
Timeframe
-Project Baseline set
3. Implementation Phase
High-level phases and activities sufficient
to describe the project approach.
Execute and
manage the
project.
4. Closure Phase
Wrap up and
complete the
project.
‘Deliver’ project to the client
representative
-Final project sign-off
Project close-out meeting
-Lessons learned log
Project Summary Report
-Final Project Summary
Report
Archive Project file(s)
-Project Files with Records
Total approximate duration of project:
*Once the project charter is approved a project schedule (Gantt chart) should be developed.
ASSUMPTIONS
List the major assumptions that you have made in planning your project. These are the characteristics which you
will assume will happen during the execution of the project. These may need to be managed as risks to the
project and included in the risk management plan.
MILESTONES
Milestones are significant points or events in your project. They are used to determine whether or not the project
will meet the anticipated schedule. Examples of milestones are training materials developed; software purchased.
Technical milestones are those tasks for which a technical resource is accountable. An example is ‘interfaces
developed and tested’.
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Text below is sample text and should be replaced by what is pertinent to your project. Add/remove rows as
required.
Milestone
Project Initiated
Completion of Product Installation
Completion of Training
Target Date
Go-live
dd-mmm-yy
Hand-off to Operations
dd-mmm-yy
Project Close Out
dd-mmm-yy
dd-mmm-yy
dd-mmm-yy
dd-mmm-yy
SECTION 4: HIGH LEVEL CLIENT IMPACT SUMMARY
The impact on clients needs to be assessed. Using the table below to indicate how the project will
impact the client. Replace sample text and add/remove rows as required.
Client Group
Client Impact
Name of client Describe what will impact this group.
group
E.g.: new screen lay-outs, new business
process. List the high-level areas.
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Degree of Impact
# of User
Impacted
Nature
Impact
of
Indicate
to
what
degree they will be
impacted
using
ratings
of
transparent/potential
impact, low, medium
or high
Show
how
many
users
out of the
group will be
impacted.
E.g: 500/500;
435/500;
5/500.
Indicate the
nature
of
the impact
and
time
involved.
E.g:
Training, 1
hour;
SECTION 5: PROJECT ORGANIZATION
ORGANIZATIONAL STRUCTURE
Show the structure for the project team. The chart below is a sample and was created using text boxes. It can be
modified for your project or replaced entirely with your own organization chart from Visio, etc.
Project Sponsor
Steering Committee
Sponsor Name
Client Manager
Project Management
Office
Chair – Sponsor or Champion
Member Name
Client Manager Name
Project Manager
Member Name
Member
Name
Working
Committee
Project Manager Name
Member Name
Member Name
Technical Team Lead
Business Lead
Technical Team Lead Name
Business Lead Name
Project Team
Role - Name
Role - Name
Role - Name
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Member Name
ROLES AND RESPONSIBILITIES
Describe the key roles and responsibilities on the project. The chart below is a RACI and is shown as a sample.
It will need to be modified for your project or use a chart that is more suited to your project. Be certain to identify
who is responsible for signing off on requirements and produce delivery.
Technical
Lead
Business
/ Service
Owner
Business
Users
Project
Sponsor
Steering
Committee
Create Project Charter
Fund Project
Document Requirements
Business
Analyst
Role & Responsibilities /
Deliverable
Project
Manager
If you use a different chart for indicating roles and responsibilities, be sure to include a legend.
R,A
I
C,A
I
I
C
R
C
C
I
C
C
R,A
C
C
C
C
C
R - Responsible (the doer)
A – Accountable (the buck stops here)
C – Consult (In the loop – two way communication)
I – Inform (Keep in the picture – one way communication)
STAKEHOLDERS
The stakeholders and associated key expectations are as shown in the table below.
A project stakeholder is anyone who can impact or be impacted by the project. Use the table below to indicate
who they are and the associated expectations. Add/remove row as required.
Client Group
Indicate the
client group.
Key Contact
Stakeholder Expectations
of the Project
Project Expectations of the
Stakeholder
Indicate who the
key contact for
the client group /
department is.
List the expectations of the
client group.
List the expectations the project
has of the client group.
SECTION 7: RESOURCE REQUIREMENTS AND BUDGET
RESOURCE REQUIREMENTS
State the resource requirements or critical skill set as well as any major facility needs required to support the
approach, schedule, and budget for the project. Use the table below for this information. Add/remove rows as
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required. Text shown is sample only and needs to be replaced with resource requirements specific to your
project. You may indicate the name of any proposed human resources if desired.
Role
Proposed Person
Dates Required
(From – To)
Anticipated
Days
Developer
First Name, Last Name
dd-mmm-yy to dd-mmm-yy
25
Business Analyst
First Name, Last Name
dd-mmm-yy to dd-mmm-yy
36
Trainer
First Name, Last Name
dd-mmm-yy to dd-mmm-yy
43
Technical Advisor
First Name, Last Name
dd-mmm-yy to dd-mmm-yy
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CONSTRAINTS AND DEPENDENCIES
CONSTRAINTS
Itemize all the known restrictions or limitations placed on the project.
Examples of constraints are


Selected package must be windows-based.
Solution must be in place and operational by year end.
DEPENDENCIES
Itemize all known dependencies for the project. Dependencies are those factors which the project depends on for
successful delivery of the solution. If dependencies are noted they need to be managed as risks to the project
and included in the risk management plan
Examples of dependencies are



The project may have a dependency on another project’s solution delivery.
The solution may be dependent on a particular software.
The project may be dependent on the availability of some specialized labor resources.
COST TO COMPLETE THE PROJECT (ONE-TIME COST)
The following table provides an estimate of the cost to complete the project. Provide descriptive detail if
appropriate. Use the table below to provide an estimate of the cost to complete the project. Text is sample only
and needs to be replaced with costs specific to your project. Add/remove rows as required.
Resource Type Expenditure
Total Project Costs
Staff Time
Item Cost
Hardware
Item Cost
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Software
Item Cost
Contracted Services
Item Cost
Travel, Training & Other Expenses
Item Cost
Contingency (usually 10% of above project costs)
Item Cost
Cost to Complete (includes project cost plus contingency)
$Total Cost
ON-GOING GENERAL, MAINTENANCE & ADMINISTRATIVE COSTS
The on-going costs are the difference between current maintenance and support costs for an application and the
future costs based on the changes made by the project. Text provided is sample only and needs to be modified
specific to your project. Add/remove rows as required.
Include any descriptive text or notes that may be appropriate. For example, ‘costs do not include licensing rate
increases’.
Cost Category
Year 1
Year 2
Year 3
Staff Time
Item Cost
Item Cost
Item Cost
Hardware
Item Cost
Item Cost
Item Cost
Software
Item Cost
Item Cost
Item Cost
Data
Item Cost
Item Cost
Item Cost
Other
Item Cost
Item Cost
Item Cost
Total
$Total Cost
$Total Cost
$Total Cost
SECTION 8: RISK MANAGEMENT :
INITIAL RISK ASSESSMENT
In this section you will identify risks associated with the project, their likelihood and impact and the actions that will be
taken to manage or mitigate them. A risk is something that may happen and if it does, will have an adverse impact on
the project (if it will not have a negative impact then it is not a risk). It is a good idea to brainstorm the project risks with
the project stakeholders. Consider the following ways that you could initially handle the risks in your project while still in
the initiation phase:




Avoid the risk, do something to remove it.
Transfer the risk by making someone else responsible (perhaps another group can be made responsible for a
particularly risky part of the project).
Mitigate the risk by taking actions to lessen the impact or chance of the risk occurring.
Accept the risk since it might be so small the effort to mitigate it is not worthwhile.
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Risk management involves the identification, mitigation, oversight and reporting of project risks. Risk
management should be a high-level, long-term process supporting the overall project. Following approval of the
Project Charter, depending on the size of your project a detailed Risk Management Plan could be developed.
MITIGATION STRATEGIES
OWNER
PROBABILITY
OVERALL
IMPACT
NO.
RISK DESCRIPTION
1
2
3
4
5
ONGOING RISK MANAGEMENT PROCESS
Use this section to outline how risks will be managed as the project proceeds.
DISASTER RECOVERY PLAN (DRP)
This section is to identify any existing DRP which may have an impact on the scope of this project . .
BUSINESS CONTINUITY PLAN
Include a business continuity plan if appropriate. An example would be how to handle an automated process if it
becomes unavailable for a period of time.
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SECTION 9: APPROVALS
Project Role
Name
Approval Signature
Date
Name
Approval Signature
Date
Project Sponsor
Project Leader
Project Manager
Client Signoff*
Client
Representative
SECTION 10: DOCUMENT CHANGE CONTROL
Revision
Number
Date of
Issue
Author(s)
Brief Description of Change made
This section provides control for the development and distribution of major revisions to the Project Charter, up to
the point of the project’s implementation.
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