Below is an example of a “project charter.” This document, oftenprepared by a senior executive and a project manager, gives the project managerthe go-ahead and the authority to get moving on a project.
Project Title: Project Management Control System (PMCS) Date: April 7, 2000
Scope and Objectives: The Jacksonville Information Systems Company isundergoing rapid change and growth resulting in an urgent need for a moreefficient use of capital funds and for managing our many projects. To this end,we are implementing a new project management control system that will satisfyboth these needs and will enhance our project teams’ ability to better focus onour customers’ requirements.
- Enable better communication among project, group, and corporate managementwith regard to progress of major projects.
- Enable senior management to more closely monitor progress of majorprojects.
- Provide project personnel the capability to manage and control theirprojects.
Reporting and Control System
For communication of project activity within and between groups and senior management
Initially for high-cost projects, then for “critical,” then forall projects
Computer Support Systems
Survey with recommendations to determine the amount and cost of computersupport
Document procedures and policies
Preliminary manual available by end of year for operator and usertraining
Project Management Training Course
Provide basic project planning and control skills to personnel directlyinvolved in project management
Follow-on courses to provide software, financial, and contracting skillsneeded by project managers
Defining Conditions, Constraints, and Assumptions: The PMCS must beoperational on the last day of this year. The first phase of this project is atechnical survey and a feasibility study with a go/no-go decision point at theconclusion of the study.Implementation of the PMCS will commence on July 1 if the recommendation isto proceed.
Project Organization: The key members of the project organization are:
- Sponsor: Dr. Jack Malloney, VP of IS
- Project Manager: Mr. James Martin
- User Representatives: Ms. Jean Matthews and Mr. John Collier
- Technical Lead: Mr. Sean O’Reilly
Team Members: To be nominated by functional managers based upon the projectmanager’s skill set requirements and his recommendations. Functional managerswill provide team members for the project duration and they will be 100%dedicated to the project.
Project Manager Authority and Responsibilities
Staffing – the project manager will determine the skill requirements for the PMCS project and provide them, along with specific team member names, by June 1 to the appropriate functional managers. The project manager isauthorized to have one clerical person and one cost analysis to assist him.Because of other project priorities, the project team is limited to no more than10 technical members without specific authority from the President.
Budget – the initial estimate of the project cost is $500,000. This budgetcannot be exceeded without authority from the President and the Chief FinancialOfficer.
Communications – status reports will be provided to the President, CFO, andthe Sponsor bi-monthly.
Planning/Tracking – this project will be tracked using our in-house projectmanagement software. An earned value analysis will be provided in every otherstatus report beginning with the second report.
Change Control – the project manager is authorized to make project changesprovided they do not exceed $5,000 in additional cost and do not impact theschedule. Otherwise, any changes will be made through the Configuration Change Control Board.
Document/System Access – the project manager is authorized access to anycompany document or system in the pursuit of this project completion.
The project manager will provide a project plan to the Sponsor no laterthan May 12. The project plan will include a description of the work, schedules,budget, spending plan, resource utilization charts, risk management plans, and aquality plan.
Support Requirements from Other Organizations:
The PMCS project has the top priority in The Jacksonville Information SystemsCompany. Functional groups will provide all support possible to the projectmanager. Where conflicts in personnel assignments occur, the President will resolvethem.
VP Project Management
VP Information Systems
Chief Financial Officer
VP Human Resources
From “The Project ManagementWorkshop,” © 2001 James Taylor. Allrights reserved.
Published by AMACOM Books, www.amacombooks.org, Division of AmericanManagement Association, 1601 Broadway, New York, NY 10019, To order call:800/262-9699.