Project Charter (Project Definition Document)

How to write a project charter step by step? or Who creates the project charter? If you are preparing for the PMP certification exam, most probably you have encountered these questions several times. Project Charter is one of the most important project documents which authorizes the existence of the project. It involves basic information such as project start date, project objectives, end date, etc. A Project Charter and a Project Definition Document have the same meanings. In this article, we will discuss this important project document and its key components in detail. Before showing how to write a project charter with the help of a sample, let’s start with the definition.

Table of Contents

What is a Project Charter?

Typically a project comes from an idea or a dream. Then a feasibility study is performed to understand if it is really profitable or feasible for the organizational objectives. If the project is feasible, the organization assigns a project manager to lead the project. At that moment the project charter is created and given to the project manager to manage and complete the project successfully.

The charter typically outlines:

Reasons why the project is undertaken
Project Objectives
Constraints
Key Stakeholders
Major Risks
Outcomes of the Project
Budget Overview

The project sponsor signs this important document and the project starts after signing.

A project charter is a formal and short document that describes the project, project vision, project objectives, and who the stakeholders and participants are.

This important project document formally authorizes a project and documents initial requirements that satisfy stakeholders’ needs and expectations.

Simply put, it is a key document that explains why the project is needed, what are its benefits to the organization, how long will it take to complete, which resources are needed and how much will it cost. It also describes the output of the project.

Since the project charter contains highly important information such as project title, project manager, project budget, project scope, milestones, etc. it should be created as soon as possible to avoid time loss.

How to Write a Project Charter Step by Step?

Now we will discuss how to write a project charter step by step. Making a project charter (project definition document) is an interactive process. Below steps can be followed for preparing it.

Step 1: Determine the Project Vision

The vision of the project should be determined at this step. It is not possible to go to the next step without clearly identify the vision. Also in this step, project scope, objectives, and major project deliverables should be clearly identified.

Step 2: Describe the Project Organization

In this step, customers, stakeholders, roles, responsibilities, and reporting lines should be described clearly. In order to avoid conflicts and problems, a project organization chart should be prepared at this step.

Describing the reporting lines within the organization is important.

Step 3: Plan the Approach to Implementation

After determining the project vision and organization structure, a project implementation plan should be prepared. Activities, timeframes of the project’s lifecycle, and phases are listed in this process.
Project milestones, activity dependencies, mobilization plans, and resource allocations should be effectively planned at this step.

Step 4: List the Risks and Issues

The final step is to identify risks and issues. The identification process of project dangers, issues, premises, and constraints are critical for effective project risk management.

What Does the Project Charter Include?

Typically a project charter contains the below information.

Project’s Name, Title, and Description
Project’s Purpose
Project’s Scope
Project’s Output
Project’s manager authority level
Targets
Project’s Objectives
Project’s Budget
Constraints, Assumptions, Risks, and Dependencies
Key Milestones
Key Stakeholders
Project’s Approval Criteria
Expectations

Key Aspects & Benefits of Project Charter (Project Definition Document)

Below are the key aspects of the project charter;

Authorizes the existence of the project
Authorizes the project manager and describes the authority level
Determines the project’s vision and objectives
Includes the list of key stakeholders
It is a short document one or two pages long.
It is signed by someone external to the project (from top management)
Describes the outcome of the project.
Creates a foundation for the project’s success.

The project charter may be created by the project manager or the project manager may provide inputs to create this important document. However, he does not have the authority to approve or sign it.

Creating a project charter builds a framework for your project and provides a common understanding of the project goals. It includes basic project information and demonstrates management support for the project. It helps to create a clear reporting system and improves communication within the project team. Also, it helps to avoid conflicts, disputes, scope creep and gold plating.

Who Approves the Project Charter?

The PMBOK® Guide emphasizes that projects are authorized by someone external to the project such as a sponsor, PMO, or portfolio steering committee.

Therefore, The Project Sponsors, Program Managers, Portfolio Managers, Senior Managers, Directors can sign the Project Charter. Generally speaking, anyone above the level of the project manager can sign it. The project manager can not sign this document.

A Sample Project Charter

The below project charter sample will help you understand what is included in to help you write your own.

A SAMPLE PROJECT CHARTER
Project Name	ABC Project
Project Description	Developing a new software tool
Project Start Date	13.11.2000
Project End Date	23.11.2003
Project Manager	George Brown
Project Sponsor	Charlie Man
Project Objectives	Create a new project management software tool
Project Scope	Key Project Deliverables
This project is for the creation of a Gantt Chart software tool for construction. It will have both standalone and cloud versions.	User interface Backend development Set up of Test system
Risks & Issues	Assumptions & Dependencies
Technical Difficulties Tight Schedule	Project costs will stay the same The project scope will not change
Budget Overview
Budget to complete this project is $ 1,000,000
Key Milestones
Milestone	Target Completion Date
Project Start
Complete Testing
Project Team
Project Manager	George Brown
Project Coordinator	Andrew Good
Project Expeditor	Judit Red
Team Members	Samuel Patel, Nail Houston, Kedah Jun
Approval
Approved Date	01.12.1999
Approved By	Charlie Man

Summary

A project charter (also known as a project definition document) is a communication tool that helps to establish a good communication channel among the project’s stakeholders. It is one of the most important documents for project management. Many professionals become confused about who signs this document. The project team and project manager may be involved to create it because they have expertise and knowledge about the project. However signing authority must be someone out of the organization such as a Project Sponsor, a Program Manager, a Portfolio Manager, or someone from the client.

Without this document, you can not set the direction for the project effectively. It also creates a guideline to control the scope of your project by defining exactly what is included in the scope.