Template: Project Charters

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Organization X

Name of Effort

Project Team Charter

Draft History

Draft	Date	Reason for Change
Draft 1.0		First draft of this document.

 

Approved By

Signature	Name	Role	Date
		IT Evolution Manager
		Program Manager
		HS IT CIO

 

Contents

MISSION.. 1
Purpose  1
Responsibilities/Authorities  1
Objectives  1
Relationship to Other Groups  2
AnticiPated Activities  2
Work Products  2
Success Criteria  3
RESOURCE AND SCHEDULE. 4
GROUP OPERATING PROCEDURES.. 5
Meeting Dates and Times  5
Meeting Location(s)5
Meeting Minutes  5
Development of Project Team Work Products  5
Review of Project Team Work Products  5
STANDARDS.. 7
GROUP CONTRACT.. 8
Constraints  8
Decision Making  8
Consensus  8
Guidelines  8
MEMBERSHIP and ROLES.. 10
PROJECT TEAM Members  10
PROJECT TEAM Leader10
PROJECT TEAM Members  10

MISSION

Purpose

The purpose of the ( Name of Effort) Project Team is to (enter the purpose statement, e.g., define, develop, train, and deploy . the update to the existing State TANF system to meet the new requirements as specified in HHS updated policy statement XXX.

Note: All following examples are based on the assumption that the development will be done by a team of State HS IT employees.

Responsibilities/Authorities

The PROJECT TEAM is responsible for the following: ( List the responsibilities of this PROJECT TEAM. Some possible responsibilities are included below.)

• Developing, documenting, and deploying specific enhancements to the State TANF system in compliance with the HHS updated policy statement XXX
• Developing the training materials that will be necessary to update the skills of the users to use the updated system
• Reporting status and progress to the IT Evolution Team on a weekly basis and to the CIO on a monthly basis

Objectives

The objectives of this PROJECT TEAM are to:

• Develop and implement a plan for the development and rollout of the enhancements to the State TANF system.
• Identify the following:
• The software changes that are required to the TANF system to make it compliant with ( HHS updated policy statement XX)
• The software changes that are required to the TANF system to make it compliant with ( A-TARS version YY).
• All affected groups that will use the updated system
• The training needs of each affected group
• Modify the TANF system as defined in the plan.
• Develop the training materials that are required by the affected groups:

Relationship to Other Groups

Relationship to Management Committees

The PROJECT TEAM will update the TANF system as directed by the Program Office. The PROJECT TEAM Leader will report the progress of the PROJECT TEAM to the IT Evolution Team and the CIO at their scheduled meetings.

Relationship to Architecture Team

The RM PROJECT TEAM will work with the Architecture Team and ensure successful migration to the A-TARS.

Relationship to Other PROJECT TEAMs

The PROJECT TEAM will work closely with other Project Teams that are involved in this plateau to make certain that all dependencies between teams are successfully negotiated and adhered to.

AnticiPated Teamed Activities

The following list defines the anticipated activities the RM PROJECT TEAM will perform to carry out its mission:

• Receive required training
• Verify PROJECT TEAM process
• Verify PROJECT TEAM tasking
• Develop PROJECT TEAM project plan
• Review and sign off on PROJECT TEAM project plan
• Develop/update TANF system
• Develop/update TANF training materials
• Review and sign off on training materials
• Participate in team status reviews

Work Products

The RM PROJECT TEAM will develop the work products as defined in sections XXXX of the WBS. All work products will be finalized and agreed upon to ensure they are kept consistent with (or derived from) one another.

Representatives of each of the other projects will be identified to review and/or approve the work products.

Success Criteria

The following list defines the success criteria used to evaluate progress and completion of the RM PROJECT TEAM:

• Satisfaction of all the defined objectives
• Generation of all defined work products
• Successful review and approval of all the above by PROJECT TEAM, CIO, Project Manager, and IT Evolution Team
• Successful deployment of the updated TANF system

RESOURCE AND SCHEDULE

The following list defines the effort and schedule to be implemented in satisfying the PROJECT TEAM objectives, activities, and work-product generation.

•  Effort:

• PROJECT TEAM Leader. Minimum of xx hrs. per week.
• PROJECT TEAM Members. Minimum of xx hrs. per week.
• Staffing Profile. Shows staffing by time period.

•  Resources:

• Training required
• Tools required

•  Time Reporting:

• Define how each member will charge their time for doing this work.

•  Duration:

• State the duration of the effort.

•  Minimum Milestones: The delivery of finalized and agreed upon:

• RM PROJECT TEAM Charter
• RM PROJECT TEAM Project Plan

GROUP OPERATING PROCEDURES

Meeting Dates and Times

To be determined by PROJECT TEAM

Meeting Location(s)

To be determined by PROJECT TEAM

Meeting Minutes

Recording:         To be determined by PROJECT TEAM

Distributing:       To be determined by PROJECT TEAM

Filing                To be determined by PROJECT TEAM

Development of Project Team Work Products

PROJECT TEAM members will use existing materials and resources provided within the organization, OPG, etc. whenever possible and/or practical. For topics outside the scope of the PROJECT TEAM, external assistance may be obtained to aid the PROJECT TEAM in developing the required work products.

Review of Project Team Work Products

The PROJECT TEAM work products will be developed using the following tools:

• Word-for text documents (Note: Specify the appropriate version of the tools)
• PowerPoint-for diagrams, presentations
• Excel-for spreadsheets such as staffing plans
• Project-for schedules
• Software tool ( xxx) for design
• Software tool ( yyy) for development

Work products for review will be mailed to each reviewer, minimally, ( X) days prior to review of the product.

There will be an inspection of each of the work products using the organization's defined inspection process.

Reviewed work products may be annotated and sent back to the author prior to formal review.

STANDARDS

The Architecture Team will provide necessary standards and other artifacts to be used by the PROJECT TEAM in developing of work products.

GROUP CONTRACT

Constraints

The PROJECT TEAM may modify the PROJECT TEAM Charter with the consensus of the PROJECT TEAM members, the PROJECT TEAM Leader, the PROJECT TEAM Facilitator, IT Evolution Team, and CIO.

The PROJECT TEAM will conduct itself in a manner consistent with the organization's vision and mission.

The PROJECT TEAM's approach to the work defined by this charter will be consistent with the organization's process definition/improvement process.

Decision Making

All decisions reached by the PROJECT TEAM will be based on reaching a consensus. In cases where the PROJECT TEAM cannot reach consensus, the issue will be escalated to the CIO for resolution.

Consensus

Consensus is a decision in which each PROJECT TEAM member, including the team leader, understands the decision, has a chance to express individual concerns, and states that he/she is willing to actively support the decision.

Guidelines

Use the following guidelines:

• Listen carefully to other PROJECT TEAM members and try to understand what is being said.
• Be open to divergent views and ideas.
• Focus on issues, not on personalities, and keep dissent in the open.
• Agree only if it makes sense to agree.
• Ensure that everyone can support the recommendations/decisions.

MEMBERSHIP and ROLES

PROJECT TEAM Members

The following table gives information on the PROJECT TEAM members.

Name	Job Responsibility	PROJECT TEAM Role	Location	Phone	E-mail
Person 1	TANF Update	Leader	Bldg. 1
Person 2	Development of module nn of the TANF Update	Member	Bldg. 1
Person 3	Training development	Process Owner	Bldg. 3

PROJECT TEAM Leader

The PROJECT TEAM Leader:

• Leads the PROJECT TEAM to achieve its chartered purpose and desired outcomes
• Ensures that the PROJECT TEAM is trained
• Encourages participation, ensures that all concerned are appropriately involved, and creates a stable working environment
• Clarifies the decision-making process
• Tracks action items to closure
• Provides vision, enthusiasm, and knowledge to the effort
• Plans and tracks the PROJECT TEAM effort
• Provides status reports to management.

PROJECT TEAM Members

List PROJECT TEAM members:

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