Project Charter

<Project Name>

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
This section lists the items that are not to be included in this project. (Remove this comment section from the
final document.)

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 • Champion the effort
Sponsor • 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)
 Role Participants Roles and Responsibilities
Project • Ensure University objectives are being met
Sponsor • 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 • Responsible for the overall success of the project.
Manager • 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 • Management-level leadership and direction
Support • 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 • Actively support and endorse project
Process • Ensure quality outcomes
Owners • 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  Provide existing business process expertise
Analyst  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  Provide details to existing business processes and participate in the to-be process
Matter Expert 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  Attend training to gain knowledge on the PeopleSoft application
developer  Assist with identifying gaps in system functionality to business requirements
and designer  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  Work with functional experts to prepare a test plan
coordinator  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  Works with business experts and test coordinator to implement the test plan to
experts 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. . .