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Project Charter with Rom document sample
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DEPARTMENT OF HUMAN SERVICES
<See Instructions: Enter DHS Cluster and/or Unit-Office Name >
<Project Name> Project Charter Document
Title <briefly identify proposed project – if necessary, add a short subtitle of no
more than 1 or 2 lines>
From: <unit, team, group, etc>
To: <ITGC?, Exec Staff?, DHS Cabinet?>
File Name: <file name>
Date First Created: <mm/dd/yyyy>
Date Last Updated: <mm/dd/yyyy this date is very important
because there may be multiple versions as
new data is analyzed>
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Purpose of the Project Charter Document
This document provides the initial description of the product or service being
requested or proposed by the project. It establishes a common understanding of
the basic, high-level requirements that are to be addressed by a potential project.
These are the base requirements that will be analyzed and become more detailed
after the project is chartered.
This document includes an Executive Summary, an initial Product Description, and
an initial Project Charter that form the basis for the project’s strategic direction.
The total document represents the project proposal. The approved proposal is the
commitment to begin the “Planning Phase”.
Template Instructions
Template instructions appear in italicized text on this instruction page and
throughout this document. Ultimately the document owner must delete all italicized
instruction text.
You may want to print these template instructions now.
The template instructions are brief and rely on the user to access the Project
Management Guide and current examples available on both the DHS-OIS Project
Management Office (PMO) web site, http://egov.oregon.gov/DHS/admin/pmo, and
within the organization. The PMO also offers a training module, “Project
Initiation” that supports the use of this template.
This document, the “Project Charter Document” should be written by the Initial
Project Champions, the Project Sponsor and the Project Manager.
This template contains “suggested boilerplate language” and assumes that the
document owner will make appropriate additions, deletions, and changes for their
project’s specific needs. “Suggested boilerplate language” appears in non-
italicized text.
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On the title page, use the name of the DHS Cluster and unit-office name as
appropriate. Examples would be “DHS – Seniors and People with Disabilities,”
DHS-Health Services, or “DHS Admin. Services – Office of Information Services.”
Throughout this document there may be information requested that is contained
in other documents e.g. Business Case. Such information can be
1) Cross-referenced by specifying
a) the name of the other document, and
b) the location of such information in the other document by section number
or other identifier, or
2) It can be cut and pasted into this document, or
3) It can be summarized and also cross-referenced as suggested in “1)” above.
This should be based on the preference of the document owner.
Insert information between left and right brackets. <Instructions may be contained
within brackets>
Delete brackets. Format inserted text into non-italicized text.
Under “File” on the menu bar go to “Properties”; in the “Summary” tab enter
the document title and author (person or group).
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1. Executive Summary ...........................................................................................5
1.1 Business Concept........................................................................................5
1.2 Problem and Opportunity ...........................................................................5
1.3 Primary Objectives and Benefits ................................................................5
1.4 Organizational Impact and Readiness ........................................................5
1.5 Initial Complexity Assessment ...................................................................5
1.5.1 Business and Technical Complexity rating initially at: <Enter either
Low, Moderate, High, or Extreme> ..................................................................5
1.5.2 Business Transition Complexity rating initially at: <Enter either Low,
Low/Moderate, Moderate, Moderate/High, or High> .......................................5
1.5 Rough-Order-of-Magnitude (ROM) Estimate Targets ..............................6
1.6 Anticipated Decision Consequences ..........................................................6
2. Product Scope Statement....................................................................................6
2.1 Product and Service Objectives ..................................................................7
2.2 Product Scope .............................................................................................7
2.3 Product Risks ..............................................................................................7
2.4 Other Related Projects .................................................................................7
3. Project Organization & Conduct of Operations .................................................7
3.1 Scope Authority ..........................................................................................7
3.2 Funding Source ...........................................................................................7
3.3 Project Purpose ...........................................................................................7
3.4 Conduct of Operations ................................................................................8
3.5 Proposed Lifecycle Model Selection ..........................................................8
4. Membership and Resources ...............................................................................8
4.1 Sponsor.........................................................................................................8
4.3 <project name> Steering Committee Members ........................................8
4.4 Core Members ............................................................................................9
4.5 Other Members ...........................................................................................9
5. Action ...............................................................................................................10
6. Designated Unit ................................................................................................10
7. Approving Authorities......................................................................................10
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Project Initiation/Charter Document
1. Executive Summary
If a Business Case has been developed information contained in the Business
Case “Introduction” supports information requested in 1.1, 1.2 and 1.3
below.
1.1 Business Concept
<Summarize the business requirement or concept on which the idea is
based. State the desired goal.>
1.2 Problem and Opportunity
<State problem, and define nature of product/service opportunities created
by those problems. Specify the short-term and long-term organizational
units concerned.>
1.3 Primary Objectives and Benefits
<State the desired objectives. State the benefits to your audience (Executive
Management) for taking this action. >
1.4 Organizational Impact and Readiness
<State the impact to the business in its current workflows, processes, and
organizational structure if the proposed product is successfully
implemented. Specify, if known, the organizations ability to adapt to the
change>
1.5 Initial Complexity Assessment
1.5.1 Business and Technical Complexity rating initially at: <Enter either Low,
Moderate, High, or Extreme>
1.5.2 Business Transition Complexity rating initially at: <Enter either Low,
Low/Moderate, Moderate, Moderate/High, or High>
Indicate the initial complexity of the request based on the limited
information that is known at this time. To determine the complexity see the
Business and Technical Complexity Assessment at:
http://egov.oregon.gov/DHS/admin/pmo/data/initiating_templates/tools_and
_techniques/business_and_technical_complexity_assessment.doc
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1.5 Rough-Order-of-Magnitude (ROM) Estimate Targets
The following are rough range estimates based on very limited knowledge of
the request. They are provided to the reviewers to indicate a generic size
and will be adjusted accordingly with more analysis and information if this
request is approved for further work.
Using the project trends complete the Rough Order of Magnitude (ROM)
Estimating Spreadsheet located at:
http://egov.oregon.gov/DHS/admin/pmo/data/initiating_templates/tools_and
_techniques/rom_parametric_estimating_spreadsheet.xls and enter the
range(s) of results in the table below.
If a Business Case has been developed, information in the “Assumptions and
Methods” section that specify the “Cost Model,” “Soft Costs and Benefits”
and “Business Impacts” may provide sufficient detail. The ROM Estimating
Spreadsheet may provide supporting detail or clarification about cost
estimates developed in the Business Case.
Estimated Cost Estimated Duration Estimated FTE
Low – High Low – High Low – High
1.6 Anticipated Decision Consequences
If a Business Case has been developed the information contained in the
“Cost Sensitivity” and “Risks and Contingencies” sections may be relevant.
Consequence of “NO” Decision – <state what is likely to happen.>
Consequence of “Yes” Decision – <state next steps, identification of project
manager, funding sources, scope of first release.>
2. Product Scope Statement
Once the Planning process begins a more clear definition of the “Project
Scope” can be identified. At this point in the Initiation process, based upon
the limited information that is available, a determination of the desired
product characteristics is entered in the sub-sections below.
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2.1 Product and Service Objectives
Below, list 2-5 of the most important objectives that the solution must
provide.
a)
2.2 Product Scope
The product scope includes the features, functions, and characteristics to be
included in a product when it is delivered. The following describes what
will and will not be included in the final product:
2.2.1 In Scope:
<Enter elements that are “In Scope” here.>
2.2.2 Out of Scope:
<Enter elements that are “Out of Scope here.>
2.3 Product Risks
If a Business Case has been developed the information contained in the
“Risk Analysis” and “Contingencies and Dependencies” sections may be
relevant here in section 2.3 and below in section 2.4.
<Define the current or primary risks of developing a solution.>
2.4 Other Related Projects
<Are there other projects that will be impacted by, or which will impact this
project? List relevant projects here if they have been identified.>
3. Project Organization & Conduct of Operations
3.1 Scope Authority
<Who has ultimate authority over the system being developed or changes
being requested?>
3.2 Funding Source
<Indicate the known or potential funding source for the project.>
3.3 Project Purpose
<Provide a brief description of the Project purpose.>
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3.4 Conduct of Operations
See guidance from Business and Technical Complexity Assessment
referenced in section 1.4 for typical conduct for a low, moderate, or complex
project.
< List the expected requirements under which the project will be managed. >
3.5 Proposed Lifecycle Model Selection
Based upon the current understanding of the project deliverables indicate
the type of lifecycle model(s) to be used in this project. See the PMO
website,
http://egov.oregon.gov/DHS/admin/pmo/publications/pmo_templates.shtml#
executing for a listing of current lifecycle models. This listing is not all
inclusive and there may be other lifecycle models available that would better
meet the needs of this individual project.
4. Membership and Resources
4.1 Sponsor
The Sponsor will provide the Executive Leadership, priority and
commitment to the project, its goals and objectives. The Sponsor assures
appropriate resources, funding and the final decision on issues that may need
resolution by the project team.
<Name>, <Title or organization>
4.2 Project Manager
The Project Manager is responsible for completing the project on time,
within budget and to an agreed scope. Responsible for facilitating the project
by using the project management processes, organizing the project, and
managing the team work activities consistent with the approved work plan.
<Name>, <Title or organization>
4.3 <project name> Steering Committee Members
The <project name> Steering Committee, Sponsor, and Project Manager
will meet <monthly, quarterly, as needed> to review progress, provide
objective issue resolution guidance, and ensure that the project team and
other associated members are working collaboratively for a successful
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implementation.
Preliminary estimated time commitment is < estimated # hours > per <time
period, i.e. quarter, month, week > for the duration of the project.
<Name>, <Title or organization>
<Name>, <Title or organization>
<Name>, <Title or organization>
<Name>, <Title or organization>
4.4 Core Members
Core members are dedicated <number> percent of their time, excluding
leave and required overhead duties. The Core Members shall perform the
majority of the project work. The proposed Core Members and their primary
roles are:
<Name if known or resource type, i.e. developer>, <title or organization>
<Name if known or resource type, i.e. developer>, <title or organization>
<Name if known or resource type, i.e. developer>, <title or organization>
<Name if known or resource type, i.e. developer>, <title or organization>
<Name if known or resource type, i.e. developer>, <title or organization>
4.5 Other Members
A cross-section of representatives from OIS and the business must initially
assist with planning the project. Decisions on standards, tools, development
platforms, procurements, databases, networks, etc., require agreement and
commitment from the cross-section of OIS. The project plan will determine
further requirements for types of staff needed from the organization to
execute the project plan.
Preliminary estimated time commitment is < estimated # hours > per week
for < estimated # > weeks to complete planning of the project.
<Name>, SA
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<Name>, NCS
<Name>, P&P
<Name>, SSI
<Name>, AMS
<Name>, Administrative Staff
<Name>, CSS
5. Action
Approval - Move forward with steps as presented.
Approval with minor changes – approved assuming minor changes will
be made and move forward with next steps as presented.
Change - make requested changes with another review for approval by
<date>.
Hold - hold all additional work on this request. To be reviewed again at a
later date.
Denied - Request denied, please file.
6. Designated Unit
<Provide the name of the unit that the project is being assigned to. Example: The
project is being assigned to the SSI group within the Department of Human
Services, Office of Information Services.>
7. Approving Authorities
The following signatures indicate approval or direction to proceed with the above
selected action, i.e. planning, research or analysis, or commencement of an entire
project.
Some initial project requests will be made by a representative from a single DHS
Business Cluster/Unit and an OIS manager. Remember in most cases this is just
an approval to move forward with the next steps (i.e. planning, research or
analysis) or could be approval to start an entire project.
________________________ ________________________
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<Name & Date> <Name & Date>
<Organization & Title> <Organization & Title>
_________________________ ________________________
<Name & Date> <Name & Date>
<Organization & Title> <Organization & Title>
Tracking:
Project Name: <Enter the project name and/or Acronym>
Project # : <Enter project number /assigned by P&P or PMO?>
Contact & Phone#: <Contact person name & tel. #>
Approved By: <Person/entity approved by> Date: <mm/dd/yyyy>
If this is an OIS project, work with OIS Policy & Planning to get an assigned
project number. A copy of this document must be submitted to OIS Policy &
Planning whether the project is approved, delayed, or cancelled.
Document Revision: This charter will be reviewed, communicated, and revised as
deemed necessary by the <person, group, and/or charter authority.>
Hardcopy with signatures, dated <mm/dd/yyyy> filed in <project name> Project
Notebook
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