Creating a Project Charter

  Project Charter is one of the important documents that legitimizes the beginning of a project, determines the scope of a project, its goals, stakeholders, and the entire project direction. It serves as the contract and a road map of the project so that every person on any side of the project generates an idea of the purpose, goals, and responsibilities of the project. 

                                                                     

Important concerns of a Project Charter

An effective set of parameters organized in a Project Charter would generally consist of the following two sections:

1. Title of the Project and Description of the Project

• Project Title: A title of the project clearly and briefly.

• Project Description: Description of the greater project with its purpose and short description of what the project will deliver.

Example:

- Project Name "Website Redesigning of ABC Company"

• Description: This project entails the redesigning of the entire web page of the ABC Company so as to provide a better experience on site, a better use of mobile accessibility, and to increase the online sales made by the company by 20 percent within the period of 12 months.

2. Project Purpose and Justification

• Purpose: The reason as to why the project is being executed. What is the problem that it seeks to solve or opportunity it targets?

• Justification This is the explanation of the reason the project is to be done which is usually associated with organizational aims, business items or customer requirements.

3. Project Objectives

Clear, specific, attainable, realistic and time-based (Smart) objectives that the project aspires to deliver.

The objectives must match the general business strategy and must give the desired results of the project.

Example:

Drive up to 20 percent on the traffic of the website within six months of the launch.

Increase page loading time by a 20% and design by a 20% to reduce bounce rate by a 15%.

Receive a 10 percent growth in conversion rates through redesigning the checkout process and the product pages.

4. Prospective, Scope and deliverables

Scope: Specifies what is and what is not going to be included in the project. It establishes the lines of demarcation so that the project remains within control.

Deliverable: Tangibles that the project aims to bring in.

Example:

The homepage, product pages, and checkout process will be redesigned in the project. It will also entail optimization of the mobile, search engine optimization (SEO) and testing.

Out of Scope: Back end infrastructure changes or introduction of new products on the website.

Deliverables: Design of the new site, mobile version of the site, search-optimized content, user-testing reports.

5. High-Level Requirements

• This section outlines the essential requirements that must be met for the project to succeed.

• It typically includes both technical and non-technical requirements, such as system specifications, compliance with standards, and stakeholder expectations.

Example:

• The website must be responsive and optimized for mobile devices.

• The design must be aligned with the company’s brand guidelines.

• The new website must integrate seamlessly with the existing e-commerce platform.

6. Key Stakeholders

• A list of the major stakeholders involved in the project, including both internal and external parties.

• This includes individuals or groups who have an interest in the project’s outcome or who will be impacted by its results.

Example:

• Project Sponsor: John Smith, CEO of ABC Company

• Project Manager: Jane Doe, Digital Marketing Lead

• Design Team: Led by Sarah Lee, Senior Web Designer

• IT Department: Will provide backend support and integration

• Marketing Team: Will assist with SEO and content creation

• External Vendors: Web development contractors for the front-end design

7. Project Constraints

Constraints refer to all the limitations or restrictions that are likely to affect execution of a project, including time, budget, resources or external factors.

Example:

• Budget: The total budget of redesign project is 50,000.

• Time: The project is to be delivered in a period of 6 months.

• Resources: The design team will be restricted in terms of availability because of other projects that will still be running.

• Compliance: The project should comply with the regulations pertaining to data privacy (e.g., GDPR) on the user in the EU.

8. Assumptions

• Assumptions are those things that are assumed to be true in order to make planning, although it does not necessarily have to be the reality. They may impact the scope of the project, project schedule, or the resources.

Example:

It will be equipped with the required uptime and support by the web hosting service.

The customers will give their feedback about the redesign in surveys and usability tests.

The already existing CMS (content management system) will be supporting the new design and it will not be forced to be upgraded to a major level.

9. High-Level Milestones and Timeline

• Key milestones are significant phases or events in the project, such as planning, design, development, testing, and launch. These should have rough timeframes associated with them.

Example:

• Project Kickoff: January 15, 2024

• Design Phase Completed: March 1, 2024

• Development Phase Begins: March 5, 2024

• User Testing Completed: April 20, 2024

• Website Launch: June 1, 2024

10. Project Budget Overview

• A high-level budget that outlines the key cost categories for the project.

• The budget should also align with the project's constraints and goals.

Example:

• Design Costs: $20,000

• Development Costs: $25,000

• Testing and User Feedback: $5,000

• Contingency Fund: $5,000

11. Risks and Issues

• This section identifies any potential risks or issues that may arise during the project and outlines mitigation strategies.

• Risks could include external factors (like supply chain disruptions) or internal challenges (like team availability).

Example:

• Risk 1: Delays in content creation may push back the development timeline.

• Risk 2: Possible issues with mobile responsiveness on older devices.

• Mitigation: Schedule content deadlines earlier, and perform regular testing on different devices.

12. Approval and Sign-off

• The Project Charter should be formally approved by the project sponsor and key stakeholders. This approval signals the formal initiation of the project.

• This section will include signatures or electronic approvals from authorized individuals.

Example:

• Project Sponsor Approval: John Smith, CEO

• Project Manager Approval: Jane Doe, Digital Marketing Lead

Sample Project Charter Template:

Project Title: Website Redesign for ABC Company

Project Sponsor: John Smith, CEO

Project Manager: Jane Doe, Digital Marketing Lead

Date of Authorization: January 1, 2024

Project Purpose:

To redesign ABC Company’s website to improve user experience, enhance mobile accessibility, and increase online sales.

Objectives:

1. Increase website traffic by 20% within 6 months.

2. Reduce bounce rate by 15%.

3. Increase conversion rates by 10%.

Scope:

• In Scope: Redesign homepage, product pages, checkout process, mobile optimization, SEO improvements.

• Out of Scope: Backend infrastructure changes, adding new products to the website.

High-Level Requirements:

• Mobile optimization.

• Brand-aligned design.

• Integration with the e-commerce platform.

Stakeholders:

• Sponsor: John Smith

• PM: Jane Doe

• Design Team: Sarah Lee

• IT Department: Mark James

• External Vendors: XYZ Web Development

Constraints:

• Budget: $50,000

• Timeline: 6 months

Milestones:

• Design Completion: March 1, 2024

• Development Begins: March 5, 2024

• Launch: June 1, 2024

Budget: $50,000

• Design: $20,000

• Development: $25,000

• Testing: $5,000

Risks:

• Content delays

• Mobile compatibility issues

Approval:

Project Sponsor: _____________________

Project Manager: _____________________

Date: _____________________

Conclusion

The Project Charter serves as the foundation for the project, guiding the team and stakeholders throughout the project's lifecycle. By clearly defining the project’s purpose, scope, objectives, and expectations, a well-crafted Project Charter sets the stage for successful project execution.