template project charter

Department or Program Name

[SYSTEM/APPLICATION NAME]

TemplateProject Charter

SYSTEM/APPLICATION NAME PROJECT CHARTER

Project CharterTemplate Guideline Remove these guidelines from the completed document.

Definition The Project Charter is the end result of all the activities done in the Ideation Phase. This is NOT intended to be a Business Case, Statement of Work (SOW) or Business Requirements Definition (BRD) at this early stage, but rather a high level summary of what the proposed project is to deliver.

Purpose This template is used to define project deliverables to a level of detail known at the time and to then authorize the work to be completed. It documents the project vision, scope, goals and objectives. It builds off the project Business Case, and is the starting point for the project management plan and MS Project schedule.

Ownership The Project Manager produces a Project Charter document in conjunction with the project business sponsor. Prior to proceeding, approval is required from the key Stakeholders within the requesting line of business.

When As the culmination of the Ideation Phase, it is normally completed very early in the project lifecycle.

A Project Charter is a required deliverable on all Large and Medium projects. A combined project charter/project plan is required for all Fast Tracked projects.

Template Flexibility

This Project Charter template includes data input fields that support internal controls and processes, corporate policies and risk mitigation principles, governance drivers, and/or project management control standards and proven best practices as well as detailed project scope or deliverables. It provides the minimum basic fields required to complete the project charter deliverable in meeting PMO requirements. The amount of detail included in the template will depend on the size, complexity and type of proposed project, as well as the extent of information that is known about the project at the time of completion.

Authors are empowered to utilize this template as necessary to best serve the needs of the proposed project and business owner. Each data input field provided in this template should be considered for applicability and relevance to the project.

Template Completion

1. This Template Guidelines section is for reference purposes only. It should be printed and deleted prior to completing the final document.

2. To input text within a text field ( ), place the cursor inside the field and just start typing.

3. Enter the required information on the document information sections and the working sections of the Project Charter.

4. Complete the document utilizing suggested text where applicable and entering text/fields where shown within <blue text> brackets. Note that the blue text is NOT to be included in your final document. Its purpose is to either provide guidance for completing requested information, or to show where text is to be input.

5. As changes are made to the document, ensure that the Document Contributors, Revision History and Table of Contents (TOC) sections are updated accordingly.

© 2009 Regents of the University of Minnesota. All rights reserved. Page 1


6. Complete the attached Project Charter Review & Approval attachment per the provided instructions, listing all necessary reviewers, approvers and others who only require acknowledgement.

7. Upon receipt of the Review & Approval attachments, notify the reviewers and approvers of any critical requirements that will NOT be incorporated and the rationale. (Continued)

Template Completion

8. Information within the Project Charter can be used to complete other subsequent documents, such as the Project Management Plan, Statement of Work (SOW), Business Requirements Document and MS Project schedule.

9. Once the Project Charter is completed and after the project has been closed, this document is to be retained with other project documentation in accordance with the records management policy and the business line’s records schedule, storage and destruction requirements.

Important Notices

As this template may change, it is highly recommended that you access a blank template from the Program Management Office website (http://www.uservices.umn.edu/pmo/) each time you need one for a new project and not merely use one from a previous project by changing the old text.


http://www.uservices.umn.edu/pmo/


DOCUMENT INFORMATION AND APPROVALS

VERSION HISTORY

Version # Date Revised By Reason for change

1.0 9/17/09 Aaron Demenge PMO Review

DOCUMENT APPROVALS

Approver Name Project Role Signature/Electronic Approval Date



TABLE OF CONTENTS

Project Authority............................................................................................................2

Project Definition...........................................................................................................4

Project Description.................................................................................................................................. 4

Project Objectives................................................................................................................................... 4

Preliminary Scope................................................................................................................................... 4In Scope.............................................................................................................................................. 4Out of Scope....................................................................................................................................... 4Uncertain............................................................................................................................................. 4

Project Deliverables................................................................................................................................ 4

Known Risks/Assumptions/Dependencies..............................................................................................5

Critical Success Factors.......................................................................................................................... 5

Project Authorization - Charter Acceptance................................................................6

Appendix A – Project Resource Group Roles and Responsibilities.........................7

Group Roles............................................................................................................................................ 7

Appendix B - Feasibility Study (if one is conducted)........................................................9



PROJECT AUTHORITY

Enter the name of the planned resource for each project role.

Name Role Responsibilities Goal

Project Manager

The role of the Project Manager is to “own” and drive the solution delivery process. The Project Manager mobilizes and uses the project team to complete the project successfully. He or she is responsible and accountable for the overall planning, execution and control of the project.

Define the project management strategy and approach adhering to PMO guidelines and standards

Provides guidance on the overall project with regard to scope, budget, schedule, quality, risks and issues.

Liaison with business to ensure participation and ownership

Plan, organize, and control the activities and resources of the project team and report on the team’s progress

Facilitates identifying and bringing closure to open issues while maintaining overall change control.

The key goal of this role is solution delivery within project constraints. The project manager is the person accountable for the project.

Executive Sponsor

The role of the Executive Sponsor is to be the champion of the project and to provide high-level vision and University-wide perspective. The Executive Sponsor has ultimate responsibility for the success of the project team in fulfilling its mission

Provides guidance and direction for key business strategies

Prioritizes issues

Resolves issues when escalation is required

The key goal of this role is communication and mission/vision fulfillment

Business Sponsor

The role of the Business

Provides funding

Resolves business

The key goal of this role is business direction and customer




Sponsor is to provide guidance and direction for key business strategies. The Business Sponsor answers the business-driven question, "Why are we doing this?" and ensures that all members of the team know and understand the answer.

policy issues

Resolves business issues or assists with issue resolution when escalation is required

Business and Technical Sponsors are partners in decision making

Business and Technical Sponsors will consult on issues before they are brought to the Executive Sponsor

Provides Go/No Go authorization that product is ready for release as part of implementation planning and launch process.

satisfaction

Technical Sponsor

The role of the Technical Sponsor is to provide technical support for system definition and implementation

Makes resources available

Resolves technical issues or assists with issue resolution when escalation is required

Business and Technical Sponsors are partners in decision making

Provides Go/No Go authorization that product is ready for release as part of implementation planning and launch process.

The key goal of this role is technical support and issue resolution

Business Subject Matter Expert (SME)

The role of the Business Subject Matter expert is to help define general business requirements

Provides business expertise in usability process

Coordinates business implementation

Assists with the development of training requirements

The key goal of this role is to provide business expertise to the project team

Business Analyst Works with business The key goal of this role




The role of the Business Analyst is to translate business needs into detailed requirements, determining and defining all of the approved features and functions

subject matter experts to define business requirements and review crucial business processes

Responsible for assigned project/program deliverables

is business consulting and defining product needs through the development of detailed business requirements

Systems Analyst

The role of the Systems Analyst is to understand and define the technical requirements of the system and help determine how to implement

Responsible for assigned project/program deliverables

The key goal of this role is technology consulting and determining how approved requirements will be implemented through the development of detailed functional/technical specifications

Business Team Member

The role of the Business Team Member is to provide the team with business knowledge and expertise

Responsible for assigned project/program deliverables in the Project Definition, Requirements, Test, and Deploy phases of the Solution Delivery Life Cycle (SDLC)

The key goal of this role is to assist the Project Manager with business related tasks and deliverables to product specifications

Technical Team Member

The role of the Technical Team Member is to provide the team with technical knowledge and expertise

Responsible for assigned project/program deliverables in the Requirements, Design, Build, Test, and Deploy phases of the Solution Delivery Life Cycle (SDLC)

The key goal of this role is to assist the Project Manager with technical tasks and deliverables to product specifications

Stakeholders



PROJECT DEFINITION

Project DescriptionA one or two sentence description of the project and a one or two sentence description of the product or service this project will deliver.

Project ObjectivesList the measurable and attainable project objectives that clearly support the business objectives and strategy.

Preliminary Scope

In Scope

The items that are included in this project--activities, functions, organizations, systems, data, etc.

Out of Scope

The items that are not to be included in this project.

Uncertain

The items that are uncertain or have not been fully defined.

Project DeliverablesA high level statement of the major deliverables as a result of this project. It should be understood by all that this may change as a result of analysis. An example of a preliminary statement deliverables: The Admissions Application project will deliver Web-enabled functionality to allow prospective, non-transfer students to apply for admission to the undergraduate program at the University of Minnesota. The information will reside in PeopleSoft.

Key Deliverables/Milestones Description Timeline

Known Risks/Assumptions/DependenciesDescribe risks and key assumptions known or expected at this time:A risk is an uncertain event or condition that, if it occurs, has a positive or a negative effect on a proposal project objective. A risk has a cause and, if it occurs, a consequenceAn assumption is where there may be external circumstances or events that are to be considered to occur for the proposed project to be successful. If you believe these external events are likely to happen, then you have an assumption. If you have an external event that must occur, but you are uncertain that it will, it is a risk.A dependency is a situation where some part of the proposed project requires some other event, activity, or effort to be completed before the proposed project can be successful. You may also ‘assume’ that such an event will happen, but tracking as a dependency calls out with more emphasis that the chain of events must be completed correctly.



The Risk Assessment Worksheet can be used to quantify risks or identify risk areas that will be explored during the project SDLC phases. Use R, A, or D to categorize Risk, Assumption, or Dependency. (Remove this comment section from the final document.)If necessary, use the Risk Management Plan in place of this section.

R, A, D Description Comment

Critical Success Factors

Critical Success FactorKey Success Indicator (if applicable)

Action Steps to Assure Success

To have standardized the workflow processing to the approved tools and systems within the [APPLICATION].

Function called Work Flow Manager.

Audit log with time/date stamp and user information by event.

Updateable business rules governing approval routing.

Complete Project Definition Document, work plan, and integration business requirements.

Client Acceptance process.

PROJECT AUTHORIZATION - CHARTER ACCEPTANCE

Add any signatures that are important for the approval of the project

Role Signature/Date Name/Title/Department

Executive Sponsor

Business Sponsor

Technical Sponsor

Project Manager



APPENDIX A – PROJECT RESOURCE GROUP ROLES AND RESPONSIBILITIES Identify the roles and responsibilities of key team members. Include key stakeholders and the project manager.

Group Roles

Role Description Responsibilities Goal

Program Management Office

The role of the Program Management Office is to assist in the delivery of project solutions that use technology.

Ensure project teams have access to installed scheduling tools (EPM)

Provide scheduling tool support (resource leveling, reporting)

Establish measures and means for project teams to report progress

Maintain project documentation repository

Foster clear communication and synchronize activities among multiple projects

Define standard milestones and deliverables for all projects

Monitor and reporting status of key milestones and deliverables

Conduct regular PMO status meetings with UService representation (PMO Steering Committee and PMO Advisory Group)

Monitor issue resolution.

Manage change control process

Coordinate strategic initiatives through cross-project management.

Promote and aid software object reuse

Manage sign-off of key deliverables

The key goal of this role is enterprise adoption and effective use of industry best practice-based project and program management methodology.



Conduct Quality Assurance reviews

Facilitate project team training and education

Conduct risk reviews

Program/Project Steering Committee

The role of the Program/Project Steering committee is to provide overall guidance as needed to assure that the program/project meets the goals and objectives. This committee is comprised of Executive and Business Sponsor and designated stakeholders representing the affected organizational units.

Reviews and approves program/project deliverables

Resolves issues or assists with issue resolution when escalation is required

Assists with risk mitigation

Provides direction on major decisions during project execution, such as change requests, trade-offs between cost/time/scope, and resource-availability conflicts

The key goal of this role is project guidance and issue resolution



APPENDIX B - FEASIBILITY STUDY (IF ONE IS CONDUCTED)This is documentation that the project is feasible to undertake and has a probability of succeeding.


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