Executive Summary - Home - Province of British Columbia



STYLEREF "<Insert name of the project>" \* MERGEFORMAT <Insert project name>Project Charter Checklist and Sample TemplateDocument GuideThe following table presents the answer to some of the key initial questions regarding the Project icGuidanceWhy is this document important?The Project Charter is the source for documenting and maintaining the project’s end-product scope that is aligned with the Business Case.Why should I use this document?The Project Charter documents the vision, goals and expected benefits of the project, as well as the project approach, end-product scope, project schedule, constraints and dependencies, and other important information. The Project Charter identifies project leadership and initial stakeholders and authorizes the project to proceed.Is this a mandatory document?The Project Charter is required for all projects regardless of their size or complexity profile.Who should complete this document?Project Manager in collaboration with Operational Sponsor or Executive Sponsor is best suited to complete this document.Is this document required for OCIO reporting?NoWhere can I get additional help from?Executive Sponsor: IM/IT Capital Investment Branch: External consultants may be available through existing procurement vehicles (Contact IM/IT Capital Investment Branch.)Once you have reviewed and completed this document, please answer the question below:In reviewing and completing this document, have you identified any new risks or issues that are not fully addressed by the Project Charter document? Yes NoIf yes, have you recorded and escalated the risk/issue in the appropriate log?Project Charter ChecklistNot all sections in the Project Charter are required for all projects. Depending on the project's complexity (Low Complexity, Moderate Complexity or High Complexity), each section in the Project Charter has been identified as one of the following: Mandatory (M): The section is mandatory.Advised (A): The section is advised.Optional (O): The section is optional. #Section MAO RatingLow ComplexityModerate ComplexityHigh Complexity1Executive SummaryAAM2Project OverviewMMM3Project ApproachAMM4Project ScopeMMM5Project Schedule and DependenciesMMM6Project Assumption, Constraints and RisksMMM7Project Leadership and StakeholdersMMM8Stakeholder Communication and EngagementAMM9Project ResponsibilitiesMMM10 Project ResourcesMMM11Project BudgetMMMDocument Control InformationDocument InformationDocument Identification<Insert document ID, if applicable>Document NameProject CharterProject Name<Insert project name>Document Author<Insert author name>Document Version<Insert version number>Document Status<Insert document status>Date Released<Insert release date dd-mmm-yyyy>Document Edit HistoryVersionDateAdditions/ModificationsPrepared/Revised by<Version #>< dd-mmm-yyyy ><Provide additional details about this document version.> <Name>Document Review/Approval HistoryDateNameOrganization/TitleComments< dd-mmm-yyyy ><Name><Organization/Title><Comments>Distribution of Final DocumentThe following people are designated recipients of the final version of this document:NameOrganization/Title<Name><Organization/Title>Table of Contents TOC \o "1-4" \h \z \u 1Executive Summary PAGEREF _Toc413245737 \h 62Project Overview PAGEREF _Toc413245738 \h 72.1Project Background PAGEREF _Toc413245739 \h 72.2Project Vision PAGEREF _Toc413245740 \h 72.3Project Goals and Expected Benefits PAGEREF _Toc413245741 \h 72.4Critical Success Factors PAGEREF _Toc413245742 \h 73Project Approach PAGEREF _Toc413245743 \h 83.1Method Definition PAGEREF _Toc413245744 \h 83.2Method Scope PAGEREF _Toc413245745 \h 84Project Scope PAGEREF _Toc413245746 \h 94.1Overall Scope PAGEREF _Toc413245747 \h 94.2Process Scope PAGEREF _Toc413245748 \h 94.3Functional and Application Scope PAGEREF _Toc413245749 \h 94.4Technical and Systems Scope PAGEREF _Toc413245750 \h 94.5Deliverable Scope PAGEREF _Toc413245751 \h 94.6Ministry Unit, User and Citizen Group PAGEREF _Toc413245752 \h 94.7Release and Deployment Scope PAGEREF _Toc413245753 \h 94.8Out of Scope Items PAGEREF _Toc413245754 \h 94.9Other Scope PAGEREF _Toc413245755 \h 95Project Schedule and Dependencies PAGEREF _Toc413245756 \h 105.1Project Schedule and Key Milestones PAGEREF _Toc413245757 \h 105.2Project Phases PAGEREF _Toc413245758 \h 105.3Release Strategy PAGEREF _Toc413245759 \h 105.4External Dependencies PAGEREF _Toc413245760 \h 106Project Assumptions, Constraints and Risks PAGEREF _Toc413245761 \h 116.1Project Assumptions PAGEREF _Toc413245762 \h 116.2Project Constraints PAGEREF _Toc413245763 \h 116.3Project Risks and Initial Risk Response Plans PAGEREF _Toc413245764 \h 117Project Leadership and Stakeholders PAGEREF _Toc413245765 \h 127.1Project Leadership PAGEREF _Toc413245766 \h 127.2Project Stakeholders PAGEREF _Toc413245767 \h 128Stakeholder Communication and Engagement PAGEREF _Toc413245768 \h 138.1Stakeholder Communication Plan PAGEREF _Toc413245769 \h 138.2Stakeholder Engagement Plan PAGEREF _Toc413245770 \h 139Project Responsibilities PAGEREF _Toc413245771 \h 149.1Responsibility Matrix PAGEREF _Toc413245772 \h 1410Project Resources PAGEREF _Toc413245773 \h 1511Project Budget PAGEREF _Toc413245774 \h 16Executive SummaryPrepare a summary of the key points presented in this document.Project OverviewProvide a summary of the project’s goals, objectives, and expectations for this project.Project BackgroundProvide a summary of the problem statement or the situation that led to this project. This information can be drawn from previous strategic work, including internal and external assessments, or details from a completed Business Case. Project VisionProvide an overview of the To Be solution and how it will change (or transform) the ministry’s business once implemented.Project Goals and Expected BenefitsProvide a summary of the goals and expected benefits of the project. If a Business Case exists for the project, that information can be used as input to help complete this section, once it is re-confirmed and validated. Goals and benefits should be clear, concise and measurable. Include existing high-level business requirements as part of Project Goals.Critical Success FactorsDocument any outcomes that must be achieved in order to meet the project’s goals and objectives, as well as any immediate requirements that must be met in order to stay on track for project success.Project ApproachThis section defines how the project will be delivered.Method DefinitionSpecify the method and lifecycle phases the project will use to deliver the proposed solution.The <project name> will use the <enter method name> to develop and deliver the project solution. The method will be the source for project processes, templates, and guidelines. Method ScopeDefine the project’s method scope by discipline. For example: Table SEQ Table \* ARABIC 1 - Method ScopeDisciplineIn Scope (Y/N)Discipline DescriptionMethod Scope AssumptionsProject Management (PM)YProvides approaches and assets for effective project management and planning.Project will follow PMIs PMBOK model to direct project and work plan management standards. Organizational Change Management (OCM)Addresses adoption and sustainability of the change initiatives. It encompasses an integrated approach to communications, stakeholder engagement and preparation, capability transfer, training, and organizational alignment and transition.Technology (e.g., Waterfall, Agile, etc.)Defines the approach to design, develop, test, and operate the infrastructure and software components required for the system applications.Project ScopeThis section defines the scope for the project. Manually adjust the scope categories to fit project-specific needs, where applicable.Deliverable scope will be defined and maintained in the project’s Deliverables Log.Overall ScopeDocument a high-level scope statement about the products or services included in and excluded from the current project.Process Scope Process scope describes the scope or number of project processes included in and excluded from the current project.Functional and Application Scope Document the high-level scope for the functional and or applications included in and excluded from the current project. Functional scope describes the features and functions that characterize the work (e.g., business processes). This section could be split into two sections, depending on the complexity of the project.Technical and Systems Scope Develop the high-level scope for the technical infrastructure and services that the project will provide. Deliverable Scope Quantify and qualify the high-level deliverable scope, referred to as “end product scope” in PMI standards. Ministry Unit, User and Citizen GroupThis section describes the ministry (ies), divisions, users and citizen groups that will be impacted, either directly or indirectly, by the proposed solution.Release and Deployment Scope This section describes the Go-Live or release strategy (e.g., “big bang” vs. iterative by location).Out of Scope ItemsProvide a list of items that are outside the scope of this project. This will help clarify the scope boundaries of the project.Other Scope This section describes all other scope considerations (e.g., language).Project Schedule and DependenciesProject Schedule and Key MilestonesDefine the high-level project schedule and milestones. It is recommended to use a high-level Gantt chart depicting the overall project schedule, phases, and key milestones (e.g., GoLive and release dates). The information provided in this section can serve as input into the project’s Master Plan, or, if the Master Plan has already been completed, could be an image of the Master Plan Gantt chart or a sub-set thereof.Project PhasesDescribe the project phases that are incorporated into the schedule. For each phase include 2-3 sentences describing the phase, its purpose and approach for implementing. The project’s work plan will be structured based on these phases and aligned to the overall schedule accordingly.Release Strategy (if applicable)Provide a high-level strategy description (in words) about each release. This section describes the content and high-level strategy of each release (e.g., big-bang, release by function, release by geography, etc.), as opposed to the release timing identified in the overall project schedule illustrated above in REF _Ref411339930 \r \h 5.1.External DependenciesIdentify and document the major dependencies of this project with other projects, initiatives or factors that may require interfacing or coordination in order to successfully execute the project and deliver the proposed solution.Project Assumptions, Constraints and RisksProvide an overview of the key project assumptions, constraints and risks at the time the Project Charter is created. This information has been developed during the business case development.Project AssumptionsDocument the key assumptions that went into defining the project’s end product scope by scope category.Project ConstraintsA constraint is a restriction, confinement or limiting factor within the prescribed bounds of the project. Document any known constraints.Project Risks and Initial Risk Response PlansDocument the project risks identified while creating the Project Charter, and provide initial risk response plans for each risk documented. All valid project risks eventually need to be logged, tracked, and managed in the project’s Risk Log. The Risk Log will be stored in <enter location or a link>.Project Leadership and StakeholdersProject LeadershipKey project leadership should be defined at this early stage of the project in order to drive the planning and preparations required for a successful project. Document the project role, name and key responsibilities of the Project Leadership team. Include a copy of the project’s Organizational Chart.Table SEQ Table \* ARABIC 2 - Project Roles and ResponsibilitiesProject RoleNameKey ResponsibilitiesProject SponsorJane SponsorFund and sponsor project. Provide resources required for project to be successful.Project ManagerJoe SmithOrganize Steering Committee meetings.Project StakeholdersList important project stakeholders and their associated expectations and responsibilities for the project. Stakeholders are individuals, groups, or organizations that are actively involved in a project, impacted by its results, and/or can influence its outcomes. Common stakeholders include executive sponsor(s), steering committee, project board, business-level customers and significant end-user groups. Any known 3rd-party groups involved or impacted by the project at this early stage can also be defined as well.For each stakeholder, identify the accountable resource, his/her title and organization/ministry, as well as his/her project expectations and associated responsibilities. Table SEQ Table \* ARABIC 3 - Project StakeholdersStakeholderAccountable ResourceTitle, OrganizationProject ExpectationsResponsibilitiesManufacturingPete JonesCOO, OperationsProvide subject matter expertise for project solution.Establish and commit an operations SME team to provide new solution requirements and design inputSpaceX (3rd-party vendor)Pat Blue Project Manager, SpaceXProvide project environments requiredDevelop and deploy infrastructure to support project and deploymentStakeholder Communication and EngagementStakeholder Communication PlanThe Communications Plan includes high-level communications types as well as the audiences, frequency, and party(ies) responsible based on the information in section REF _Ref411340985 \w \h 7 – REF _Ref411340995 \h Project Leadership and Stakeholders. Note that this is an initial high-level communication plan. In general, large projects have standalone communication plan (see Communications Plan Checklist and Project Management Plan for additional information).Stakeholder Engagement PlanIdentify how the team will formally involve stakeholders to participate in different activities.Project Responsibilities Include this section in the Project Charter to clearly delineate responsibilities between the ministry and any other 3rd parties involved in the project. Specify “Primary” and “Secondary” as appropriate. Responsibility MatrixDevelop a table to delineate specific responsibilities among the project stakeholders that are essential for project success. Table SEQ Table \* ARABIC 4 - Responsibility MatrixResponsibilityMinistry(Specify specific org. or team, where applicable)3rd-Party 13rd-Party 2Onboard the initial requirements project team (20 total individuals)SecondaryPrimaryEnsure that the appropriate purchasing department representatives are assigned and committed to providing requirements input and testing the purchasing interfaces of the new solution per the project schedule.PrimaryProject ResourcesProvide an estimate of the resource requirements, including resource roles and the number of FTEs for each role. Project BudgetSummarize the project high-level budget and identify if costs will cross multiple fiscal years.---- END DOCUMENT ---- ................
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