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I+TS Project Management Framework Project Charter \ (Insert Project Title) Project Manager(s): Division: Department: Date: Document Revision #: 1 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. 2 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. 3 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. 4 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’. 5 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. 6 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 7 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 8 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 18 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 9 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. 10 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. 11 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. 12