Proposed Facilitated and Negotiated Integration
Project Charter / Version Date: / <yyyy-mm-dd>
Proposed Facilitated and Negotiated Integration
Project Charter
Enter Proposed Facilitated and Negotiated Integration Project Name Here>
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Revision History
Revision / Date / Status / Author / Reviewed By / Summary of ChangesV0.1 / Draft / Created first draft
V1.0 / Approved / Updated as the approved first version by Sponsor.
Document Approval List
Version / Approved By / Signature / DateV1.0
Document Distribution List
Name of Receiver / Group / DateTable of Contents
Purpose Statement
Project Scope
Goals, Objectives & Performance Measures
Strategic Alignment with and Impact on Provincial & LHIN Priorities
Project Benefits
Project Timelines
Funding Sources
Project Governance
Project Team
Project Stakeholders
People & Organization Change Impacts
Policy / Legal / Privacy & Security / Standards Considerations
High-level Project Resource/Solution Procurement Strategy
Community Engagement
Project Communications
Project Risks
Critical Success Factors
Assumptions & Constraints
Sign-Off
Project Name / Project IDProject Sponsor / Target Project Completion Date
Project Manager / Version No.
n.n / Version Date
Purpose Statement
Explain the purpose of this project by describing, at a high-level, the background necessary to understand why the project was started, what will be done. What is this project aiming to achieve? What is its vision? What need or opportunity will it address? What problem will it solve?Overview (max. 250 words)
Project Scope
Summarize the scope of this project. Then describe ‘what is’ and ‘what is not’ included as part of the work to be performed on this project. Consider specific features, functions, quality needs or other “must have” requirements and place them in the “IN” scope section. Spell out any exclusion, i.e. work that will not be performed, in the “OUT” of scope section.“IN” Scope / “OUT” of Scope
Describe specific items that WILL be included as part of the work performed by this project. / Describe specific items that WILL NOT be included as part of the work performed by this project.
Strategic Alignment with and Impact on Provincial & LHINPriorities
Describe the project’s strategic relevance i.e. how it supports the province’s health care priorities.(max 250 words)
Project Benefits
Identify specific results-based benefitsthat can be expected as a result of completing this project(max 250 words)
Goals, Objectives & Performance Measures
Provide the details of what this project aims to accomplish by listing its specific goals, objectives and deliverables. State the goals in terms of high-level outcomes to be achieved. Identify specific objectives and deliverables for each goal listed. (They should be the same as those identified in your Business Case.)Goals / Objectives/Deliverables / Performance Measures
List all goals to be achieved by the project – ensure alignment with project purpose. / For each goal, list specific objectives and/or deliverables that will signify achievement of goal when finished. / For each objective/deliverable, list the measures that will be used to evaluate success of results achieved.
EXAMPLE
GOAL: Improved accessibility of quality health care services within 2 years /
OBJECTIVE: Open/relocate seniors services along public transportation routes
DELIVERABLE: Seniors rehabilitation services located closer to public transportation stop /
PERFORMANCE MEASURE: 25% increase in the number of seniors services relocated within 100m of public transportation stop
Project Timelines
Indicate when the project will take place. Provide a preliminary estimate for the duration of the project by documenting the target completion dates for high-level project milestones. Milestones are significant project events that usually signify completion of project phases or major deliverables.High-Level Milestones / Target Completion Dates
List key milestones below. State milestones in past tense to signify achievement and completion. Include target dates for project kick-off and project end. The following headings are provided to help you start your list of milestones. / Provide preliminary estimates. Use ‘Month, Year’ format.
Project Costs
Indicate how much it will cost to complete the project. Provide a preliminary estimate of the project’s budget by listing key expense categories and providing target cost figures. Indicate the fiscal years during which these costs will be incurred. Adjust budget categories to match the needs of your project. Note: benefits and other direct operating expenses (ODOE) are expressed as an estimated percentage of salaries and wages.Project Budget
Category / Fiscal Year 1 / Fiscal Year 2 / Fiscal Year 3 / TOTAL
Salaries and Wages
Benefits (% of S&W)
ODOE (% of S&W)
Materials/Equipment
Office Space/Facilities
Training/Development
Consultants
Totals
Funding Sources
Identify source of funding for this project. Indicate whether project costs will be absorbed by an existing organization or if separate source of funding is required. Where known identify any alternate or non-traditional sources of funding (i.e. cost recovery, special initiative funding, etc.).Project Governance
Identify the Project Sponsor, Executive Lead or Executive Sponsor, and Project Lead or Project Manager.Provide the expected Governance Structure, including the composition of a Steering Committee if the project will have such a body, and any other related governing bodies associated with the project. You may include a Governance Structure Organization Chart in this section, or attach as an appendix to the completed Project Charter.
Project Team
Identify who is needed on the core project team to complete project deliverables and achieve its goals and objectives. What skills, knowledge and experiences are required? Consider the need for special expertise to deal with people and organization change challenges. Use table below to indicate who will be part of the core project team and who will be brought-in as required. Include resources from partnering organizations as appropriate. Please consider policy, architecture, and privacy and security domains for resource requirements.Team Member, Organization / Role on the Project / Required Involvement
Estimated Duration / Level of Effort
Provide titles of core project team members. / Describe the role & responsibility of each core project team member. / Indicate target dates or no. of weeks /months / Indicate F/T or days per week/month
Project Partners
Is this project carried out in partnership with other groups/organizations? Indicate who else, in addition to those listed above, committed to contributing to this project. Partners are individuals, groups or organizations who work together towards joint interests to achieve common goals. Identify shared, mutually beneficial objectives below and the contributions of each partner. Details of each partnership are typically provided in a separate document, such as a Memorandum of Understanding or a Service Level Agreement.Partners / Common Interests & Priorities / Roles & Responsibilities
Identify your partners. List names, groups, or organizations. / State shared objectives and identify priorities for each partner listed. / List roles. What commitments have been made? Have MOUs or SLAs been signed?
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/ Version No: / <n.n>Project Charter / Version Date: / <yyyy-mm-dd>
Project Stakeholders
Stakeholders are individuals or organizations that have a vested interest in the initiative. They are either affected by, or can have an effect on, the project. Anyone whose interests may be positively or negatively impacted by the project, or anyone that may exert influence over the project or its results is considered a project stakeholder. All stakeholders must be identified and managed appropriately.Also identify the impacts this project will have on both the people and structures of the affected organizations. Who will be impacted (both positively and negatively) as a result of or during the execution of this project? List the management strategies that will be adopted on this project to minimize the negative and maximize the positive change impacts of this project.
Stakeholder / Level of Outcomes Impact and Relationship to Project
None*, Low, Mod,
High, Unknown
Postive?
Negative? / Level of Influence
on outcomes
None*, Low, Mod,
High, Unknown / Level of Concern or Interest
None*, Low, Mod,
High, Unknown / Issue of greatest concern or opportunity
to stakeholder / How can stakeholder
Contribute?
Help define the issue?
Contribute data?
Help to establish decision criteria?
Help to develop options?
Help to evaluate options?
Make recommendations or decisions? / Level of involvement recommended
Educate/Inform (i.e. provide balanced and objective information to assist with understanding the problem, alternatives, opportunities and/or solutions)
Consult ( i.e. obtain feedback on analysis, alternatives
and/or decisions)
Involve (i.e. work directly throughout the project
to ensure that concerns and aspirations are consistently understood and considered)
Collaborate (i.e. partner in the decision process including the development of alternatives and identification of preferred solutions)
Empower (i.e. to allow final decision-making)
1.
2.
3.
4.
5.
6.
7.
*NB–“none”maystillresultinaplantoeducatecommunitiesrelativetothepurposeoftheprojectandhowtheyareaffectedbyoutcomes.
Contents within are based on the best available information at the time of planning.
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/ Version No: / <n.n>Project Charter / Version Date: / <yyyy-mm-dd>
People & Organization Change Impacts
Identify the impacts this project will have on both the people and structures of the affected organizations. Who will be impacted (both positively and negatively) as a result of or during the execution of this project? Are there any security, legal or privacy implications that need to be considered? What will the project do to ensure end-user/client uptake of the new product, service or solution?Description of Impact / Impact Management Strategies
List the people and organization change impacts this project will have. Identify who/what will be impacted and provide a description of that impact. / List the strategies that will be adopted on this project to minimize the negative and maximize the positive change impacts of this project.
Policy / Legal / Privacy & Security / Standards Considerations
Describe the policy approach and activities to identify and analyze options to enable the recommended course of action including stakeholder impact(s) and any legislative/regulatory changes. Clarify whether policy under consideration is provincial, federal or the jurisdiction of a stakeholder organization.Identify the key issues involved in handling personal health information resulting from the implementation and post-implementation of the new product or service. How are the project team and responsible organization(s) complying with PHIPA legislation?
High-level Project Resource/Solution Procurement Strategy
Describe how project personnel and other resources (equipment, etc) will be obtained for the project. Include a brief description of how any new IT solution will be procured.Page 1 of 17
/ Version No: / <n.n>Project Charter / Version Date: / <yyyy-mm-dd>
Community Engagement
If required describe the community engagement required for the project. If community engagement is required the NW LHIN Community Engagement guidelines, strategies and planning documents need to be reviewed and followed by the project team.How will the success of the engagement activities be evaluated? Evaluation should reflect success relative to identified success factors for process, outcomes, and impact of engagement. Process measures will look at whether the method(s) used were the most appropriate to gain the involvement of the community stakeholder. Outcomes measures will look at whether the engagement activity achieved its desired outcome. Impact measures will look at how the outputs of the engagement activity contributed to the final results. (How will contributors to this process see themselves reflected in the project plan or decision?)Supporting templates for engagement sessions can be found as outlined below:
L:\3 LHIN ACTIVITIES\Community Engagement\Community Engagement Activity Report\Evaluation Forms\templates
**Once evaluations are completed and summarized, please submit with your monthly community engagement report.**
Community Engagement Description:
Evaluation:
Stakeholder / Engagement Method / Key Objective / ProcessMeasuresWhatarethefactorsforsuccess? / ProcessEvaluation
Howwillyouassessyoursuccess? / OutcomesMeasures
Whatarethefactorsforsuccess? / OutcomesEvaluation
Howwillyouassessyoursuccess? / ImpactMeasures
Whatarethefactorsforsuccess? / ImpactEvaluation
Howwillyouassessyoursuccess?
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/ Version No: / <n.n>Project Charter / Version Date: / <yyyy-mm-dd>
Project Communications
Identify information needs of steering committee, project sponsor, project manager, team members, working groups, partners, stakeholders and others. List strategies for ensuring that right information is provided to right audience in most suitable and timely manner. Be sure to identify format and frequency of communication between the project manager and project sponsor regarding project status, performance, risks, issues, etc.Also include the project performance reporting required by the LHIN, the provincial government or other key stakeholders
Audience / Information Needs / Format & Timing / Responsible
To Whom? List recipients of the information. / What? State what information will be communicated. / How? When? How often? Explain method & frequency. / Who? Identify who will provide information.
Project Risks
Consider what if… Document high-level project risks apparent at this point that could either positively or negatively impact the achievement of project goals and objectives. Indicate initial likelihood and impact. Focus on risks that are likely to happen and have significant affect on project success. Be sure to consider risks associated with people & organization change, knowledge management and transition to operations.Risk / Likelihood / Impact / Risk Response
List high-level risk events that pose threats or opportunities to the project. / Indicate Low/ Moderate/High / Indicate Low/ Moderate/High / Explain what will be done to avoid, transfer, mitigate or accept risks listed.
Critical Success Factors
Define key factors that are critical to success of the project. These conditions must be satisfied to enable successful completion of project objectives and deliverables. Include significant events or decisions that need to take place.Assumptions & Constraints
Assumptions are external factors that, at the time of writing the charter, are considered true, real or certain for purposes of planning. Certain unverified or unknown aspects that are likely to happen must be assumed as facts to proceed. Constraints are factors that are outside the control of the project team, that restrict or regulate the project. They limit available options and affect performance of the project.Assumptions / Constraints
List the assumptions made to date. What did you have to assume to be true to complete the charter? / List project constraints. Consider time, budget, scope, quality, availability/skills of resources, priorities, etc.
Sign-Off
Project Charter must be approved & signed-off by project sponsor before Definition Phase can be completed. Project manager and/or director also sign-off the charter. Once completed & signed-off, the charter forms the basis for detailed planning and future decision-making. It cannot be modified without securing the sponsor’s approval. Any changes to information contained in the charter must be documented using a formal Project Change Request and the associated process.Executive Sponsor / Project Sponsor
Sign-off by Executive / Project Sponsor signifies that there is clear commitment on behalf of the sponsor to provide guidance & support and contribute necessary resources to complete project goals & objectives as outlined in the charter. By approving the project charter, the sponsor has understood what will be delivered and is in agreement with performance measures and success factors identified.
Name & Organization / Signature / Date
Project Manager
Sign-off by Project Manager signifies that there is clear commitment to adhere to the terms of the charter and ensure that the project proceeds to meet the objectives defined in it.
Name & Organization / Signature / Date
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