A project plan is an official document admitting the project to be started. It is a part of defining the objectives to be achieved, their scope, and the initial requirements, as the basis for planning and execution. It is developed during the initiation part of the project. Known as a reference document, it is usually signed off with approvals from such stakeholders as the project sponsor or management.
A project charter creates a common view among stakeholders about the project regarding its purpose, objectives, and boundaries. Then it serves as a communication tool bringing all parties together, offers clarification concerning concerning the direction the project is taking, and modifies stakeholder expectations. The information also helps the decision-making process and establishes the basis for the evaluation of the project.
Key elements of a project charter:
1. Project Description.
This section overviews the project, its purpose, background, and context. The considerations state the cause of the project and how it fits into the overarching organizational strategic goals.
2. Objectives.
This sets out the measurable specific outcomes that the project is designed to yield. These must be realistic and in accord with the overall goals of the organization.
3. Scope.
Definition of the project boundaries, including what is in the boundaries and what is out. Specifying major deliverables along with milestones. This will go a long way in managing expectations and avoiding scope creep.
4. Deliverables.
Deliverables are the tangible or intangible products, services, or results a project will deliver. This part lists the major deliverables and their requirements so that planning and monitoring can begin.
5. High-Level Project Plan.
A high-level project plan aligns specific high-level activities with timelines and phases of the project. It serves to stakeholders as a summary of the time frame and sequence of work.
6. Stakeholders
This section identifies and describes the major stakeholders and their respective roles, responsibilities, and levels of authority in order to inform the project team who to influence for success in the project.
7. Assumptions and Constraints
The assumption is a condition that is imputed to be true but cannot be proved true; sometimes constraint refers to that limitation and restriction which could bring some jeopardy to the project. Hence, there is a need to document these kinds of situations in order to bring forth possible risks.
8. Risks and Mitigating Measures
This section refers to issues that take up crucial risks and their exit strategies for avoiding impacts even before reaching the project area.
9. Approval
This latterly implies the closing of the charter with the signatures and formal approvals of the stakeholders in a bid to confirm their endorsement of the project.
Sample Project Charters
1.Construction Project Charter
Project Name: Office Building Construction
Project Description: Built to create a new office for further growth in modern living and capacity for its employees, this project entails constructing an office building.
Objective:
- Construct the building in twelve months.
- Increase by 30% the capacity for 500 staff.
- Local codes and regulations shall be complied with.
- Create an energy-efficient and green building.
- Scope: Design, construction, procurement of material, establishment of systems, and interior design.
- Deliverables: Completed structure and installed systems with ready-to-live-in viable spaces.
- High-Level Project Plan:
- Design & planning (3 months)
- Construction & Procurement (8 months)
- Interior design & finishing (1 month)
- Stakeholders:
- Project Sponsor: [Name]
- Project Manager: [Name]
- Construction Team: [Names]
- Risks and Mitigation:
- Weather delays (mitigated with buffer time)
- Supply chain disruptions (mitigate with alternate suppliers)
2. IT Project Charter
Project Title: Cloud and Infrastructure Migration
Project Summary: This transition of the IT infrastructure to the cloud and upgrading systems for the same shall ensure better security, scalability, and performance.
Objectives:
- Cloud migration in 6 months
- 20% improvement in system uptime
- Restoration in case of disaster: more secure and cost-effective infrastructure.
- Scope: Cloud service selection; present state-future state analysis, scenario-based assessment, migration, and hardware/software upgrades.
- Deliverables:
- Migrated infrastructure
- Updated systems
- Security
- Definite project plan:
- Service provider selection (1 month)
- Assessment and inventory (2 weeks)
- Migration (3 months)
- Hardware/software upgrades (2 weeks)
- Stakeholders:
- Project sponsor: [Name]
- IT department: [Names]
- Risks and Mitigation:
- Data loss during the migration (backups and testing).
- Compatibility issues.
3. Marketing Project Charter
Project Name: Product Launch Campaign
Project Description: It will be a big promotion that will cause interest and sales in this new line and practically use a marketing campaign that uses all promotional resources and collaterals. Some of the objectives will be as follows:
Intervention within 3 months; increased brand awareness by 25%; created 500 leads; conversion to sales=15%.
- Scope: Market research, branding, creation of collaterals, and multichannel campaigns.
- Deliverables: Branding assets, marketing materials, and campaign reports.
- Top-Level Project Plan:
- Market research (2 weeks)
- Branding development (2 weeks)
- Execution of the Campaign (6 weeks)
- Stakeholders:
- Project Sponsor: [Name]
- Marketing Team: [Names]
- Risks and mitigation:
- Wrong Target Audience (mitigated with market research)
4. Training Project Charter
Project Name: Employee Skills Development Program
Project Description: This program aims to enhance workforce skills through targeted training.
Objectives:
- Construct the training program for six months.
- Increase employee contentment, engagement, and turnover.
- Scope: Needs assessment, curriculum design, training, and evaluation.
- Deliverables: Needs assessment, training material, session report.
- High-Level Project Plan:
- Needs assessment value for disadvantage – 4 weeks
- Program development – 6 weeks
- Delivery of 12 weeks
- Stakeholders:
- Project Sponsor: [Name]
- HR Department: [Names]
- Risks and Mitigation:
- Low participation (mitigated by communication)
- Resource shortage (mitigation by contingency plan)
5. Event Management Project Charter
The annual conference and exhibition is the project advocacy.
This would bring all professionals in the industry together to network and share knowledge. Objectives:
Successful delivery of the event within a nine-month duration. Attract 50 exhibitors and 500 participants.
- Scope: Venue booking, branding, program, and logistics.
- Deliverables: secured venue, branding materials, and execution of the event.
- High-Level Project Plan:
- Select venue (1 month)
- Event branding (3 months)
- Program and logistics (5 months)
- Stakeholders:
- Project Sponsor: [Name]
- Event Team: [Names]
- Risks and Mitigation:
- Low Registrations (mitigated by targeted marketing)
- Logistic issues (Mitigated by rehearsals and contingency planning)
The charter for each project advocates surely that the objectives of a project are well defined with its scope and an agreement among stakeholders so that it creates alignment for the successful execution.
