Project Charter START IT! By Catherine B. Calio, PMP Hi! My name is Cathy Calio, a certified project manager and a member of the Program Management Center of Excellence Advisory Council.  The purpose of the video is to provide you with an introduction of the Develop Project Charter process in project management, Initiating process.  Helping the Project Sponsor develop a project charter with a clear goal, purpose, and objectives is critical to project success and is an important step in the project START IT process. At the end of this process, you will have a document that will be approved and authorized by the Sponsor and Executive Sponsor or a governance committee that authorizes the project to utilize planning resources to continue into the PLAN IT process. The Project Charter describes the high-level scope, objectives, and participants in a project. By Catherine B. Calio, PMP

Project Charter The information gathering process during the Logical Framework Approach (LFA) Matrix will be used to create the Project Charter. A Project Charter is a statement of the scope, objectives and participants in a project and is a critical document to ensure that everyone involved in the project is aware of its purpose and objectives. It outlines the project objectives, identifies the main stakeholders, and defines the authority of the project manager. It serves as a reference of authority for the future of the project and its management. The detail within the charter should be proportionate with the size of the project.

Purpose of the Project Charter Reasons Objectives Assumptions Directions Identifies Main Stakeholders Empower the Project Manager The purpose of the Project Charter is to document: • The Goal, or long term objective of the project, The Purpose, or near term objective of the project The Outputs, or deliverables of the project Reasons for undertaking the project • Assumptions and constraints of the project • High level scope of the project • Identifies the key stakeholders involved in initiating the project Identifies the proposed project team members • Empowers the Project Manager with the authority to carry out the project Establishes ownership and accountability for the project (Project Sponsor, Project Executive Sponsor, Business Process Owner) JARROD: How about we replace this slide with the template of the Project Charter first page?

Sample Project Charter – Page 1 Project Identifier On the first page Enter the Project Information. This include the project name, project id, project manager, business process owner, project sponsor, project executive sponsor. All of this information was gathered from the Logical Framework Approach (LFA) Matrix.

Sample Project Charter – Page 1 Project Goal In the Overview area this first section is the Project Goal Enter the long-term objective that the project purpose will contribute to. As I have emphasized earlier that going through the LFA process will greatly assist you in preparing the Project Charter

Sample Project Charter – Page 1 Project Purpose The next section is the Project Purpose Enter the near-term objective that the project will achieve if all the output objectives are completed as planned and assumptions remain true.

Sample Project Charter – Page 1 In the Product/ Project Description This is where you will document the characteristics of the product or project. This will be refined during the Planning Process. Product / Project Description

Sample Project Charter – Page 2 Statement of Work Addendum to a Master Agreement Request for Information Request for Quote Request for Proposal On Page 2 the Project Overview area continues with the Procurement Requirements. Enter here if the project requires any kind of procurements, for instance, Statement of Work Addendum to a Master Agreement Request for Information Request for Quote Request for Proposal

Sample Project Charter – Page 2 Impacted Systems This section is to identify any related or impacted Systems, Programs and/or projects that may be affected. Intradepartmental or external systems should be listed. Even if you don’t know at the moment its degree of impact.

Sample Project Charter – Page 2 Project Terms and Definitions And the last section Project Overview lists any project terms and definitions that will assist in the project. It could be budget, project specific, and/or technology terms. This area will continually be updated during the planning.

Sample Project Charter – Page 2 Current Situation The next area is the Business Case and Value Analysis. This area documents current and future business situations to provide a view of the expected benefits of the project and its drivers in order to justify further project management activities. In the first section describe the current situation; Any important historical background and ‘as-is’ situations. This will provide the project additional validity.

Sample Project Charter – Page 2 Expected Benefits Expected cost to complete Expected Benefits and cost Here describe the improved situation that would make this initiative worthwhile and how much you are willing to invest to obtain the future state.

Sample Project Charter – Page 2 Strategic Alignment The next section is to describe the strategic alignment. Here describe the specific organizational goal that this project is aligned to and will support. For instance, enhance a Tax System that will make it more efficient and easier for a taxpayer to file their taxes.

Sample Project Charter – Page 2 The next Business Case section are the Drivers. Drivers are items driving the project to be completed. For instance, regulatory requirement, a legislative mandate, failing hardware Sample Drivers: Regulatory Requirement Legislative Mandate Failing Equipment

Sample Project Charter – Page 3 Assumptions On Page 3 the Business Case and Value analysis area continues with Assumptions. These are items that must be true for the project to be successful.

Sample Project Charter – Page 3 Constraints The next section for Business Case and Value analysis area are Constraints These are items beyond the control of the team that limits options.

Sample Project Charter – Page 3 Risk Assessment The next section is the Risk Assessment. Describe the high level risk factors, both negative and positive. Most of this information was gathered during the LFA. Please refer back to the LFA if necessary

Sample Project Charter – Page 3 Cost of NOT doing the project And the last section is the Cost of NOT doing this project If the project is not selected to move forward into planning, what will be the organizational “cost” This could include risks to people – constituents, employees, community Or process – the way things are currently done Or Technology

Sample Project Charter – Page 3 Objectives and Deliverables The next area are the Project Objectives Here list the objectives and its expected deliverables. Objectives should be specific, measureable, achievable, relevant, and time-bound

Sample Project Charter – Page 3 The next section enter any the High Level Scope beyond what is obvious. High Level Scope

Sample Project Charter – Page 4 Quality Metrics On Page 4 the Project Objective area continues with quality metrics Describe the means by which the projects success will be reported and measured at this initial point in time.

Sample Project Charter – Page 4 High Level Milestones The final section for Project Objective are High level milestones List the key milestones needed to plan and execute the project.

Sample Project Charter – Page 4 Stakeholders The next area lists the Project Stakeholders to Date. This area will continually be updated as stakeholders are identified during planning and identifying risks.

Sample Project Charter – Page 4 Approvals And the final area are the Approvals required to allow the project to move forward.