Project Charter for State of Michigan Department of

Project Charter for
State of Michigan
Department of (insert department name here)
(insert department logo here)
(insert project name here)
State of Michigan
(Insert project name here)
Project Charter
A. General Information
Project ID/Acronym:
Date:
Controlling Agency:
Modification Date:
Prepared by:
Authorized by:
1.
Privacy Information
This document may contain information of a sensitive nature. This information should not be
shared with persons other than those who are involved with this system/project or who will
become involved during its lifecycle.
2.
Revision History
Revision Date
Project Charter
Author
Section(s)
1
Summary
PMM-0101 (Rev. 05/2013)
Table of Contents
A.
General Information ...............................................................................................................1
1. Privacy Information ........................................................................................................................ 1
2. Revision History .............................................................................................................................. 1
B. Purpose....................................................................................................................................4
C. Agency Goals and Business Needs .....................................................................................4
D. High Level Project Description .............................................................................................4
E.
Measurable Project Objectives .............................................................................................4
F.
Project Scope ..........................................................................................................................4
1. In Scope ........................................................................................................................................... 4
2. Out of Scope ................................................................................................................................... 4
3. Assumptions.................................................................................................................................... 4
4. Constraints ...................................................................................................................................... 4
G. Initial High-Level Project Planning .......................................................................................5
1. Estimated Resource Requirements............................................................................................. 5
2. Estimated Project Budget.............................................................................................................. 5
3. Estimated Benefits ......................................................................................................................... 5
4. Estimated Scheduling Dates ........................................................................................................ 5
H. Project Authority ....................................................................................................................5
1. Approval Authority .......................................................................................................................... 5
2. Project Manager ............................................................................................................................. 5
3. Oversight Steering Committee ..................................................................................................... 5
I.
Approval Information .............................................................................................................6
Approval Signatures ........................................................................................................................... 6
State of Michigan Project Charter Instructions ..........................................................................7
A.
General Information ...............................................................................................................7
1. Privacy Information ........................................................................................................................ 7
2. Revision History .............................................................................................................................. 7
B. Purpose....................................................................................................................................7
C. Agency Goals and Business Needs .....................................................................................7
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PMM-0101 (Rev. 05/2013)
D. High Level Project Description .............................................................................................7
E.
Measurable Project Objectives .............................................................................................7
F.
Project Scope ..........................................................................................................................8
1. In Scope ........................................................................................................................................... 8
2. Out of Scope: .................................................................................................................................. 8
3. Assumptions.................................................................................................................................... 8
4. Constraints ...................................................................................................................................... 9
G. Initial High-Level Project Planning .......................................................................................9
1. Estimated Resource Requirements............................................................................................. 9
2. Estimated Project Budget.............................................................................................................. 9
3. Estimated Benefits ......................................................................................................................... 9
4. Estimated Scheduling Dates ........................................................................................................ 9
H. Project Authority ....................................................................................................................9
1. Approval Authority ........................................................................................................................ 10
2. Project Manager ........................................................................................................................... 10
3. Oversight (Steering) Committee ................................................................................................ 10
I.
Approval Information ........................................................................................................... 10
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PMM-0101 (Rev. 05/2013)
B. Purpose
The project charter is the first step in the state’s project management methodology and formally
initiates project activities through authorization by the project sponsor. The project charter
provides a high level description of the project and initial project planning estimates.
C. Agency Goals and Business Needs
D. High Level Project Description
E. Measurable Project Objectives
F. Project Scope
1.
In Scope
2.
Out of Scope
3.
Assumptions
4.
Constraints
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PMM-0101 (Rev. 05/2013)
G. Initial High-Level Project Planning
1.
Estimated Resource Requirements
2.
Estimated Project Budget
3.
Estimated Benefits
4.
Estimated Scheduling Dates
Anticipated Start Date:
Target Completion Date:
H. Project Authority
1.
Approval Authority
2.
Project Manager
3.
Oversight Steering Committee
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PMM-0101 (Rev. 05/2013)
I.
Approval Information
By signing this document you agree to this as the formal charter statement to begin work on the
project described within and the commitment of the necessary resources (budget, personnel, etc.)
to complete the project.
Approval Signatures
Role
Name/Title
Signature
Date
DTMB Project
Sponsor
Agency Project
Sponsor
Project Manager
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PMM-0101 (Rev. 05/2013)
State of Michigan
Project Charter Instructions
The project manager and sponsors may opt to customize a cover sheet for all project documents. A
sample of such a cover sheet has been provided in this document. Customized coversheets are available
on the EPMO SharePoint site or you may create your own.
A. General Information
Complete the table.
1.
Privacy Information
Standard language has been provided. The project manager may modify the language if
desired.
2.
Revision History
This information is used to control and track changes made to this project document
throughout its lifecycle.
B. Purpose
Standard language has been provided. The project manager may modify the language, if desired.
C. Agency Goals and Business Needs
Refer to agency goals, which are available in candidates entered the enterprise PPM tool. Identify
the business need(s) and associated goals that are driving this project.
D. High Level Project Description
In business language, describe the major project activities required to meet the business need. The
description may be as high level or as detailed as the project manager and sponsor determine.
E. Measurable Project Objectives
Project objectives should tie to agency goals and business needs. Measurable project objectives
are outcomes, milestones or deliverables of the major project activities described above. In a
general sense, an objective is a description of what will exist at the end of a project. See the
SMART objectives table below.
Letter
S
Meaning
Specific
M
Measurable
Project Charter
Purpose
Is the objective clear in terms of what, how, when, and where the situation
will be changed?
Are the targets measurable? For example, how much of an increase or
reduction is desired? How many items should be produced, or how many
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Letter
Meaning
A
Actionoriented
R
Realistic
T
Time-bound
Purpose
people will be trained?
Does the objective specifically state what actions are required to achieve the
desired result? In some cases, the A refers to “attainable”. Is the objective
something that can be reached by the performers?
Are the desired results expressed in a way that the team will be motivated
and believe that the required level of involvement will be obtained? Is the
description accurate?
Does the objective reflect a time period in which it will be accomplished (e.g.,
end of the first quarter or by end of year)?
F. Project Scope
Project scope defines the work to be included (in scope), as well as the work not included (out of
scope). Definition of the work can be a high level list.
1.
In Scope
This section contains a complete, but concise, description of project deliverables. For
example:
 Business requirements
 Application design
 Application development
 Quality assurance, including testing and usability evaluations
 Training
 Documentation
 Implementation
2.
Out of Scope:
This section clearly states deliverables and activities that could be assumed by the customer to
be part of the project, but are actually not included. For example:
 Hardware
 Software
 Operation services
 Maintenance and support
3.
Assumptions
For planning purposes, an assumption is a factor considered to be true, real, or certain with
regards to the project.
This section provides the opportunity to document assumptions, such as:
 The SUITE processes will be used, including all touchpoints
 If this project is an IT Investment Fund or MILAMP Project, the Benefits Realization
tool will be used
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PMM-0101 (Rev. 05/2013)



4.
If this projects requires a COTS solution, the COTS Guidebook will be used
If this project requires analysis, design and evaluation of user interfaces and
interactions to create effective, satisfying and productive experiences for end-users,
the end user experience team will be offered as a solution
If this project uses the Agile methodology, the SUITE Agile process guide will be used
Constraints
A constraint is a restriction or limitation, either internal or external to the project that will
effect the performance of the project.
This section provides the opportunity to document constraints, such as:



Schedule – project must be completed by a specific date in order to avoid financial
penalties
Cost – funding is limited and cost overruns cannot be tolerated
Human Resources – system architect is available only in October
G. Initial High-Level Project Planning
It is recognized that planning is an iterative process that becomes increasingly precise as more
detailed information becomes available. High level planning usually has a fairly large margin of
error.
1.
Estimated Resource Requirements
Estimate the types and quantities of resources required to perform the in scope work.
2.
Estimated Project Budget
Estimate the cost of resources (human, hardware, software, other products and services) to
perform the in scope work.
3.
Estimated Benefits
Refer to estimated benefits which are available in candidates entered in the enterprise PPM
tool. If this project is an IT Investment Fund or MiLAMP Project, the Benefits Realization tool
will be used and attached to this charter.
4.
Estimated Scheduling Dates
Anticipated Start Date:
Target Completion Date:
H. Project Authority
This section describes the authority of the individual or organization initiating the project,
limitations or initial checkpoint of the authorization, management oversight of the project and the
authority of the project manager.
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PMM-0101 (Rev. 05/2013)
1.
Approval Authority
This section identifies the project initiator by name and title. It ensures that the individual has
the authority to apply project resources, expend funds, make decisions and give approvals.
2.
Project Manager
This section identifies the project manager by name and defines the individual’s level of
authority. For example, the project manager may assign resources in a matrix organization,
authorize overtime, conduct staff performance appraisals, and take appropriate corrective
actions that do not increase schedule or cost. All scope changes must be escalated to the
project sponsor.
3.
Oversight (Steering) Committee
This section describes agency management control over the project. Within the project,
internal control should be established to control the day-to-day activities of the project. The
project manager should manage internal control. External oversight should be established to
ensure that the organization's resources are applied to meet the project and organization's
objectives.
List Oversight Committee members and their contact information including email and phone
number.
I.
Approval Information
At a minimum, the DTMB project sponsor, agency project sponsor, and project manager must
sign this charter. Obtain signatures.
NOTES:
1. Delete instruction pages when no longer needed.
2. To print, select only those page numbers in body of form
(i.e., content is in black font).
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PMM-0101 (Rev. 05/2013)