Purpose

The project charter is a foundation communications tool in project management. It serves to grant the project manager the authority that she needs to manage resources and to clarify the scope of the project (in general terms). In theory, it is drafted by senior management as their means to clarify roles and responsibilities among their staff, but in practice it is most frequently developed by the project manager, who then directs it to management for their approval.

Application

The charter is used as a reference document to affirm the level of resource commitment and organizational support for a project. After it is created, it is maintained by the project manager, and provided to functional managers on request to confirm intended resource utilization and rationale.

Content

The charter normally incorporates a general scope statement, as well as a list of the resources that will be applied to support the project objective. It may include both internal and external resources, as well as the signature(s) authorizing their use through the life of the project. The charter should also include a specific time frame in which those resources will be applied, indicating when they will be returned to their traditional or functional responsibilities.

Approaches

Charters are constructed to varying levels of depth, based on the needs of the organization.

Considerations

Because the project charter is designed to provide the project manager with the authority necessary to carry out the project, it should be viewed as a politically sensitive document. Some functional managers will balk at requirements that they sign the charter because they may view it as “signing away” their authority over resources. The charter objective should be written to such a level of detail that it becomes clear the resources will only be “on loan” to the project, rather than committed to it for the remainder of their tenure with the organization. If the charter is not accompanied by signatures, it may not have the political weight necessary for the project manager to successfully execute the project.

Sample Project Charter

Project Name

Project objective/scope The project objective should include the specific goals orstatement deliverables the project is expected to produce; it mayincorporate the deadline and anticipated budget at completion. It should be stated as unambiguously as possible and may cross-reference any specific sources for additional information or detail.

Notes on the objective There may be supplemental information appropriate to the objective, specifically including, but not limited to, a list of any activities that are specifically not covered by the objective (e.g., “the project shall not include predevelopment analysis of . . .”).

Resources to be applied

Human resources (internal)—Any functional staff temporarily to the project assigned to the project

Human resources (external)—Any temporary hires or consulting staff assigned to the project

Material resources (temporary)—Any material resources on loan for the duration of the project, including special facilities Material resources (permanent)—Any material resources committed to the project, intended to remain with the new project owner

Delegation of authority A clear statement regarding the level of authority granted to theproject manager for the duration of the project, indicating his or her ability to coordinate, schedule, and support resources during the project’s implementation.

Release date Anticipated completion date of the project and/or release date for internal and temporary resources.

Signatures Signatures of senior management authorizing the project and (in some instances) functional managers releasing resources for project use.