Project Charter and Project Charter Lite

The Project Charter formally authorizes the existence of a project and provides the project manager the authority to move forward into the plan stage.

Purpose

The purpose of the Project Charter is to formally authorize the existence of a project and provides the project manager the authority to move forward into the plan stage.  It is the preliminary document outlining the project.  The Project Charter usually contains an explanation about why the project is occurring, a scope statement, any restrictions or limitations on the project, resource needs, high-level risk assessment, and the governance mechanism for this project.  The Project Charter is a significant document throughout the project. The charter will be reviewed by the PPO and approved by the Project Sponsor.

A project charter is created as part of the define stage of the project. A less detailed, more concise version of the charter, known as Project Charter Lite is available for projects classified as PM-Lite according to the Project Complexity Chart.  

Templates

Project Charter Template

Project Charter Lite Template

Guidelines

Project Charter - Standard Components

To follow

 

Project Charter – Lite Components

An abbreviated charter can be used for simple, low complexity projects.  Projects identified as following the PM LITE path will create this charter, it is meant to be quick.  The project manager prepares the charter and reviews with the Project Sponsor and customer to ensure all agree. 

Section 1 - Project Description

1. Project Description - Provide a high level overview of the business need – historical background and summary of what led to the initiation of this project, i.e., issue or opportunity being addressed, department/area involved, organizational impact, expected result, etc.
2. Planned Outcome - Brief overview of the planned outcome which addresses the need, problem, opportunity defined above
3. Project Goals/Objectives - What specific outcomes will be achieved? A good measure of an objective is that the outcomes are easily measured
4. Project Start Date – Identify the planned start date of the project – Should be the date that you started defining the Project Charter

Section 2 - Project Scope

Describe the project scope. The scope identifies the products and/or services delivered by the project. The scope establishes the boundaries of the project and should describe products and/or services that are outside of the project scope.

1. In Scope – List all items in scope of the project.  Be as detailed as possible.  Items can include processes, applications, locations, people, data reports and technologies
2. Out of Scope – List any items that need to be called out of scope
3. Acceptance Criteria – Explain how you will know that the project is considered complete and successful.

Section 3 - Project information

1. Assumptions – Assumption are factors that for planning purposes are considered true, real, or certain.  These events or conditions must occur for the project to be successful, but at this time are not certain.
2. Constraints – Constraints are restrictions that affect the performance of the project or factors that affect when an activity can be scheduled
3. Dependencies – With other projects, groups, system interfaces, etc.
4. Risks –  A risk is anything that could go wrong, it has not happened, but if materialized, could alter a chosen course for a project. Your project risks are the issues waiting to happen
5. System/Service Impacts – Identify any systems and/or services that are impacted by the project
6. Stakeholders – Any person, group, or organization who has a vested interest in the project or the outcome or can influence the project and its outcome.  These will be added to the Stakeholder register in TDX

Section 4 – Project Team

Summarize roles and responsibilities of identified stakeholders

1. Project Sponsor – Identify the person ultimately responsible for the project, usually the business owner or person who owns the project budget
2. Project Coordinator – Facilitates the completion of the project, responsible for reporting project status and escalation of issues preventing the successful completion of the project
3. Core Team Members – Identify key team members that will be assigned to perform project tasks
4. Other Project Stakeholders – Any person, department, group or organization who is affected by the project or can influence the project in any way.    

Section 5 – Budget and Plan

List the project’s estimated budget, effort milestones and estimated completion dates. The information in this section will be used at the end of the report when creating the Project Close
Report.

1. Project Budget – Enter the estimated high level one time costs associated with the project and the annual ongoing costs.  If zero cost project identify none
2. Resource Estimate – Identify total ITS effort and Functional Effort.  This is based on the information estimated in the Project Team Section above
3. Plan – Identify the major milestones and the planned completion dates for delivery. This information are estimates only and are subject to revision as business, functional, and technical requirements are more completely defined in the plan stage.

Section 6 – Monitor & Control

As project lead you are responsible for monitoring project activities to ensure that the project stays on track and deliverable are met. 

Section 7 – Approval to Proceed with Project

Both the Project Sponsor and the ITS manager responsible for the implementation of the project should review and sign off on the Project Charter