Project Charter Document

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Project Charter Version Number: Draft/Final as of: Author: Project Name Enter the Official Name of a specific project. This should be the name used in all project documentation. (Remove this comment section from the final document.) Business Sponsor Enter the name of the Business Sponsor. (Remove this comment section from the final document.) Project Overview This section should present a high-level look of the project that captures its intended outcome and deliverables. It should include information on how it ties to the organization’s strategic initiatives, if applicable. (Remove this comment section from the final document.) Preliminary Understanding of Business Case or Need Write a very high level statement of the business need being addressed by this project. This should include information about predetermined data needs, whether the Web presence needs to match print collateral, etc. A specific problem or opportunity statement should be included. It can include financial benefit to the University of performing the project to the costs of implementing the project; it may be based on a weight system; or may be based on regulatory requirements. (Remove this comment section from the final document.) Project Deliverables/Objectives This is a very high level statement of what will be delivered 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 of work is: 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. (Remove this comment section from the final document.) Preliminary Statement of Work This is a very high level statement of what will be delivered 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 of work is: 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. (Remove this comment section from the final document.) Feasibility Study (if one is conducted) This is documentation that the project is feasible to undertake and has a probability of succeeding. (Remove this comment section from the final document.) In Scope This section lists the items that are to be included in this project. (Remove this comment section from the final document.) Out of Scope Preliminary Forecast of Project Size This is the initial estimate that is based upon the Preliminary Statement of Work. This forecast is of a rough, ball-park nature and will be refined through the analysis phase. (Remove this comment section from the final document.) Preliminary Cost/Benefit Analysis This is high-level information about the benefit that this project will bring. If there are obvious savings through the re-deployment of staff, or the cessation of printing high-volumes of paper, that should be noted here. This will also be refined through the analysis phase. (Remove this comment section from the final document.) Preliminary External System Impact Analysis List any external systems impacted, with particular emphasis on the following: ID any PS dependencies: Identify any PeopleSoft data or resource dependencies. If there are known PS implementation dates, they should also be listed. Predict Hardware Cost Impact: If there is an obvious hardware cost associated with this project, it should be noted here. Forecast obvious maintenance costs: If there are obvious maintenance costs associated with this project, they should be noted here. These could be dependent upon system upgrades, for example. (Remove this comment section from the final document.) Known Risks This section lists any high level known risks associated with the project (i.e., the business sponsor is leaving for another position.) It is not meant to be a comprehensive list of possible risks to the project. (Remove this comment section from the final document.) Roles and Responsibilities Identify the roles and responsibilities of key team members. Include key stakeholders and the project manager. (See the attached Roles and Responsibilities Worksheet) (Remove this comment section from the final document.) Role Participants Roles and Responsibilities Executive Sponsor • Champion the effort • High level oversight, direction, and support • Ensure project meets goals • Address any significant budget issues • Approve any major scope changes involving additional funding • Provide resources, if needed • Approve project initiation and conclusion • Meet bimonthly throughout effort • Approve the project charter(s) This section lists the items that are not to be included in this project. (Remove this comment section from the final document.) Role Participants Roles and Responsibilities Project Sponsor • Ensure University objectives are being met • Partner to oversee project deliverables, schedule, budget, and human resources. • Champion the effort. • Provide high-level updates to executive groups. • Approve or recommend scope changes. • Review and approve at key junctures of the project. • Meet regularly with project managers and system support. Project Manager • Responsible for the overall success of the project. • Managing and leading the project team. • Recruiting project staff and consultants. • Managing coordination of the partners and working groups engaged in project work. • Facilitate scope definition including functionality and technology. • Facilitate project plan development to set expectations for deliverables and schedule. • Detailed project planning and control including: o Developing and maintaining a detailed project plan. o Managing project deliverables in line with the project plan. o Recording and managing project issues and escalating where necessary. o Resolving cross-functional issues at project level. o Managing project scope and change control and escalating issues where necessary. o Monitoring project progress and performance. o Providing status reports to the project sponsor. • Liaison with, and updates progress to, project steering board/senior management. • Managing project evaluation and dissemination activities. • Coordinate phase sign-offs • Working closely with users to ensure the project meets business needs. System Support • Management-level leadership and direction • Communicate and resolve support issues • Provide quality assurance for project process • Integrate components internal and external to the project • Overall system support responsibility and coordination • Provide resources • Ensure compliance with Enterprise systems standards Business Process Owners • Actively support and endorse project • Ensure quality outcomes • Make business process decisions • Assign dedicated staff members • Actively participate in business process analysis, functionality, and process changes to minimize the need system modifications • Change policy and procedures to support redesigned processes Business Analyst Provide existing business process expertise Attend training to gain knowledge on the PeopleSoft application Document gaps in system functionality to business requirements Record time spent on effort Work with subject matter experts to refine the business requirements Participate in testing activities (script development, test execution, results review, acceptance testing) Work with security experts to define security needs Utilize project management toolset to include issues log Liaison with core department Subject Matter Expert Provide details to existing business processes and participate in the to-be process development Participate in JAD sessions Develop business requirements Record time spent on effort Utilize project management toolset to include issues log Liaison with the business process unit Participate in testing activities (script development, test execution, results review, acceptance testing) Work with security experts to define security needs Role Participants Roles and Responsibilities Application developer and designer Attend training to gain knowledge on the PeopleSoft application Assist with identifying gaps in system functionality to business requirements Provide PeopleSoft technical and setup expertise Assist with cost benefit analysis Record time spent on effort Participates in JAD sessions Develops technical specifications based on business need Develop and unit test project modifications Work with security experts to define security needs Utilize project management toolset to include issues log Liaison with core department Test coordinator Work with functional experts to prepare a test plan Communicates with project team on testing issues and updates Coordinates quality assurance testing and communication with the application development team and business experts/testers Showstoppers (go/no go) processes Testing experts Works with business experts and test coordinator to implement the test plan to determine feasibility and to implement the use of testing tools and test automation Approval Role Signature/Date Name/Title/Department Executive Sponsor Business Sponsor Resource Manager Others as appropriate. . .