Project Charter

(Project Name)

(Current Date)

xxxxxxxxxxxxxx[Project Name here]

This document clearly describes and documents all project details identified during the Project Initiation process. It is developed with the sponsor and project team. It defines the project and sets out clearly, in non-technical language, what the project will deliver together with relevant background information. The Table of Contents and formality of this document may vary from project to project depending on the size and complexity of the effort. Keep in mind that only those sections that fit the specific project should be completed. For small projects (< $20,000, minimal business impact), a detailed service request or the charter “short form” may suffice. This document is meant to be a template for completion. After reading the instructions (including this paragraph), fill in the desired information and delete the instructions.

Table of Contents

1Introduction......

Business Problems/Opportunities......

Project Background......

2Scope & Objectives......

Objectives......

Constraints/Dependencies......

Project Scope......

Deliverables/Requirements and Acceptance Criteria......

Initial Cost/Benefit Analysis......

Soft Benefits......

3Other Considerations......

Governing Agreements......

Assumptions......

Risk Assessment and Impact......

4Resources, Roles and Responsibilities......

5Project Milestones......

Project Charter

1Introduction

Business Problems/Opportunities

Describe the current business problem(s) to be solved and/or future opportunities.

Project Background

Briefly describe how the problem or opportunity was identified, results of any research, options explored, and the proposed solution. Be sure any technical components are compliant with standards.

2Scope & Objectives

Objectives

Identify what will be accomplished by this project. Clearly state the business objectives and improvements that will be achieved by this project. Remember that objectives should be defined using the SMART principle (Specific, Measurable, Achievable, Realistic, and Timely).

Constraints/Dependencies

Identify any items this project will impact or anything that may compromise the success of this project. These should include, but are not restricted to: market, business, technical, budgetary or resource limitations. For example, delivery of a training class may be dependent upon obtaining enough workstations for students, or a product price change may be constrained by current competitor’s pricing.

Project Scope

Define the boundaries for the project. Include what is and is not included in the span of this project. Be sure to take into account all items or functions that may be considered in the realm of the project as well as people and organizations both internal and external that may be affected by the project objectives.

Deliverables/Requirements and Acceptance Criteria

List a clear description of what will be delivered by the project activities. Be sure to include project management documentation as well as products. It may be helpful to classify the items by mandatory, optional, and “nice to haves”. Define the conditions that must be met in order for products to be considered complete.

Initial Cost/Benefit Analysis

The following table is one method to identify estimated costs and benefits associated with the project. Other methods may be used as long as the costs and benefits are clearly understandable and show the expected return from the project. The headings listed are examples of categories and items to be considered but are not all inclusive.

Note: Contingencies are optional and should be negotiated with the project sponsor depending on the risk of the project and accuracy of the estimates.

ESTIMATED COSTS
One-Time Exp. (Non IT) / 2yyy / 2yyy / 2yyy / 2yyy / 2yyy
Labor
Materials
Education
Training
Contractors
Sub Total Non IT Exp.
Cumulative Non IT Exp.
One-Time Exp. Costs (IT)
Labor
Equipment
Training
Contractors
Software
Communications
Sub Total IT Exp.
Cumulative IT Exp.
On-Going Expenses
Maintenance
Personnel (additional)
Total On-Going Exp.
Cumul. On-Going Exp.
Total Exp.
Cumul. Total Expenses
With XX% Contingency
ESTIMATED Benefits
New Business
Losses Avoided
Personnel Reductions
Commissions
Acquisitions Costs
Operational Costs
Transmission Fees
IT Maintenance Reduced
Total Benefits
Cumul. Benefits / XXXXXX / XXXXXXXX / XXXXXXXX / XXXXXXXX / XXXXXXXX
NET PROJECT BENEFIT
Total Project Benefit
Cumul. w/Contingency / XXXXXX / XXXXXXXX / XXXXXXXX / XXXXXXXX / XXXXXXXX

Soft Benefits

List items for which hard costs cannot be identified. An example would be improved customer satisfaction.

3Other Considerations

Governing Agreements

Identify any existing contracts or agreements that must be honored during the course of this project.

Assumptions

Describe anything that has been assumed (believed to be true or factual) in developing the scope, dependencies, constraints, estimates of cost or benefits, resource availability, etc. as this project has been defined. Validating this information is critical to clear expectations for the sponsor and the project manager.

Risk Assessment and Impact

Describe items that may become barriers to project progress and achievement of project objectives.

Risk / Impact on Project / Contingencies/Counter-Measures
Brief Description. / Describe schedule, cost, resource impact / Brief Description

4Resources, Roles and Responsibilities

Identify resources (technology – software and hardware, personnel, contractors, subject matter experts, etc.) necessary to accomplish the objectives of the project. For material objects a list including quantities needed will suffice. For personnel, describe the role to be played, the associated responsibilities, and whether full or part time. Be sure to include the Project Sponsor and Project Manager in the list. The objective is to ensure all required resources are identified. At this point, individual names may not be known, but the roles should still be included. This definition may include a high-level responsibility assignment matrix.

Example:

26 NT Workstations by xx/xx

Project Sponsor – champions the project, provides/secures resources, addressed barriers – PT

Project Manager – controls day to day project activities and project scope, budget, and schedule commitments/expectations – FT

5Project Milestones

Summary of project milestones depicting when key deliverables will be completed. For example:

Year Month

Project Name / J / F / M / A / M / J / J / A / S / O / N / D
Phase
Activity
Phase
Activity
Task
Task

A formal project plan and schedule (i.e., elapsed time chart depicting the sequence and the anticipated start and completion dates of each deliverable in Gantt chart format) may be presented along with the charter or prepared after the charter is approved. This plan will show clearly assigned responsibilities, time scales, phases and milestones. It will be defined in detail for the next milestone (i.e., major deliverable, phase or the entire project depending on the size and nature of the effort) and in outline for subsequent phases of the project. Progressive refinement of the plan will take place during the project as planning assumptions become realities. The Phase Closure processwill be used to obtain approval to proceed to the next milestone.

Approved: ______

Project Sponsor Project Manager Date

Date Created: 4/17/19

Date Revised: 00 Version1.0

Last saved by: v.vvvvvv

File: Project Charter