PROJECT CHARTER DEVEOPMENT Create each section of a charter for a sample project using given project information provided below Constructing the project charter: The sponsor and

Check residency project charter file for Question.

Other documents are templates and support document-

Landscape tools

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How to Prepare budget justification

PART 1: PROJECT CHARTER DEVEOPMENT

1.) Create each section of a charter for a sample project using given project information provided below.

2.) Constructing the project charter:

The sponsor and project team typically work together. In practice, often the team prepares the first draft and then discusses with sponsor. For this exercise the project charter is being designed by the team to present to the sponsor in order to secure a contract for the project.

a. Provide a project title to your event that provides detail as to what the project entails.

b. Develop a Background section to explain how the project came about, the objectives of the project and what it intends to accomplish.

c. Draft a business case: This is the “elevator speech” – a half minute summary of the project or approximately 100 words.

d. Develop detailed team operating principles (see Kloppenborg textbook for example).

e. Identify Stakeholders. Create a Stakeholder Register with all primary stakeholders. (Use Exhibit 6.4 as template)

f. Create a detailed Communication Plan for stakeholders. (Use Exhibit 6.9 as template)

g. Provide a project scope statement. (Use Exhibit 7.4 as template)

i. Identify Deliverables and Acceptance Criteria. Use SMART criteria in development of these elements.

1. Deliverables are smaller projects that when combined make up the overall project. Project Charter and Project Plan are not Deliverables. Documents and research are not Deliverables.

ii. Identify all assumptions and constraints

h. Create a detailed WBS with Activity List. Use SMART criteria in creating the WBS. (Use Exhibit 7.12 as template)

i. Activities, or tasks, are the smallest work packages identifiable within a Deliverable.

1. Draft your Activities as a state of completion and not as “on- going”.

a. For example, “Secure 300 folding chairs” provides a definitive statement of how many chairs are needed and can also be “check off” the list when 300 chairs are secured. However, “Find folding chairs” is an on-going process with no end and no specific amount assigned.

b. Avoid words that end in “ing” as this represents on- going activity.

c. Activities or tasks are action items and therefore ensure that all Activities utilize a verb and noun structure.

2. The Activity list should read like a check list. A project team member can readily review the situation and identify whether the task has been completed or not and can “check it off” the list.

i. Provide a detailed Risk Register for identified risks. (Use Exhibit 11.9 as template)

i. These should be known unknowns and not potential risks that can be planned for within the planning phase. These are typically low probability/high impact events or high probability/low impact events.

j. Provide a detailed Milestone Schedule

k. Create a RACI chart based on your Stakeholder Register. (Use Exhibit 9.5 as template)

l. Provide a detailed budget. (Example provided in Content folder)

i. Include a detailed budget justification narrative explaining how you compiled the budget estimates and why these costs need to be included in the budget.

m. Create a Glossary that defines the following concepts (or terms) as well as any others that may need to be explained or defined within the Project Charter. Thoroughly define and explain these concepts (or terms) as well as any of the other concepts or terms that may need to be explained that appear in your Project Charter. This is a professional document so citing is not necessary, but you must utilize your own words to define/describe the concepts or terms. As this is a reference tool ensure that this section is alphabetized.

i. title

ii. scope

iii. business case

iv. background

v. project vision,

vi. enterprise environmental factors,

vii. organizational process assets,

viii. objectives,

ix. stakeholder list,

x. team operating principals,

xi. milestones,

xii. communication plan

xiii. project risk planning,

xiv. assumptions,

xv. constraints

xvi. organization and implementation plan.

xvii. Any and all terms that may need to be defined that appear in the Project Charter

n. Create a signature page

ASSIGNMENT DETAILS:

As your team prepares the project charter, please attend to the following additional guidelines:

1) Format of the Project Charter is at the discretion of the project team but must look professional. Completed Project Charter must be submitted as a single document (Word or PDF). All portions must be legible (inserted charts from Excel must be easily read).

2) All sections need to be easily reviewed. And tools created clear and concise. Each tool/ chart should begin on its own page. Templates are provided.

3) Tools should be organized in a logical framework.

4) Use portrait and landscape layouts as necessary.

5) Proofread the document carefully before submission!

6) Project Charter will be submitted only by one member of the group.

Project Charter Details

Hypothetical Scenario: The non-profit organization One World, One Community, a non-profit promoting the introduction of lessor known cultural festivals and holiday celebrations throughout the United States, has selected the University of the Cumberlands to provide project management services to plan some of its events for the years 2022/2023. The University has approached your group to identify and potentially project manage one of these events. Your group, if selected, will be provided an initial seed grant of $25,000 to plan the event. However, you will be expected to raise enough funding to put on the event through donations, sponsorships and other fund-raising methods which must be identified within the project charter. All anticipated cost and revenues must be balanced. Your professional project charter will determine whether your project group is selected to continue with this project or not.

· The purpose of these events is to introduce residents to a cultural event that may not be familiar to them. Identify a unique cultural event that is not well-known among the US population.

· Establish a budget to demonstrate all potential costs have been considered and are included. This should include revenue streams and all potential expenses.

· Source costs from websites or other Internet resources. If no specific costs can be identified then use local tourism or convention bureau websites to get rough estimates. This process needs to be detailed in the budget justification narrative.

· A list of the major deliverables from the project are thoroughly described.

· Specific reviews: The Project Charter will be reviewed by the project team and approved.

· Follow SMART protocol throughout (Specific, Measurable, Achievable, Relevant, Time- bound).

· The final approval will be the Sponsor (Course Instructor).

Project Knowns:

· The cultural event needs to be held in a city where no similar major event is held. For example. You would not hold an Oktoberfest event in Cincinnati, Mardi Gras in New Orleans, or St. Patrick’s Day event in Chicago as these events are already the largest in

the United States for these cultural events, plus these are common celebrations that are held in many cities and are well-known to most of the population.

· However, you should research these to get ideas for what form your event will take.

· The dates of the event must occur sometime in 2022 or 2023 and should be around the traditional dates of the cultural event if there is a traditional date associated.

· Potential constraint: An event early in the year will not provide as much time needed to plan and execute as one later in the year.

· The COVID-19 pandemic has ended and will not be a contributing factor for this project. This will not be a constraint and should not be considered within the scope of the project.

· There is no set budget assigned to the project. The project team will need to create a detailed budget proposal as cost and feasibility of fund generation for the event will be criteria used for officially selecting the project team to proceed.

· Students will utilize detailed Internet research to establish potential costs.

· Constraints: It is important to define any and all constraints on the project or those working on the project.

Location and Festival-

Festival Event- KADOOMENT DAY

Location- Fort Wayne, IN (Population – 268,378)

Kadooment Day

Justification: Fort Wayne is a city filled with a lot of student population and is also surrounded by numerous farming fields. Kadooment day celebrated during harvest time, with its extravagant clothing, vibrant colors, novel music, and drinking will appeal to the younger population in this college town.

Text-

Title: Contemporary Project Management 

ISBN: 9781337406451 

Authors: Timothy Kloppenborg, Vittal S. Anantatmula, Kathryn Wells 

Publisher: Cengage Learning 

Publication Date: 2018-02-08 

Edition: 4th

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PORTRAIT LAYOUT TOOLS

Project Scope Statement

Scope Description:

Key Deliverables with acceptance criteria:

KEY DELIVERABLES

ACCEPTANCE CRITERIA

1.

1.

2.

2.

3.

3.

4.

4.

5.

5.

6.

6.

EXAMPLE:

Incorrect:

1.0

Deliverable 1: Paint the Bedroom

Correct:

1.0

Paint the Bedroom

WBS with Activities List

0.0

Project Title

1.0

Deliverable 1

1.1

1.2

1.3

2.0

Deliverable 2

2.1

2.2

2.3

3.0

Deliverable 3

3.1

3.2

3.3

4.0

Deliverable 4

4.1

4.2

4.3

5.0

Deliverable 5

5.1

5.2

5.3

6.0

Deliverable 6

6.1

6.2

6.3

,

LANDSCAPE LAYOUT TOOLS

STAKEHOLDER REGISTER

 

Stakeholder

Interest in Project

Priority

Support/Mitigation Strategies

1

 

 

 

 

2

 

 

 

 

3

 

 

 

 

4

 

 

 

 

5

 

 

 

 

6

 

 

 

 

7

 

 

 

 

8

 

 

 

 

9

 

 

 

 

10

 

 

 

 

PROJECT COMMUNICATION MATRIX

 

Stakeholder

Project Info Needs

Stakeholder Info Needs

Methods

Timing

1

 

 

 

 

 

2

 

 

 

 

 

3

 

 

 

 

 

4

 

 

 

 

 

5

 

 

 

 

 

6

 

 

 

 

 

7

 

 

 

 

 

8

 

 

 

 

 

9

 

 

 

 

 

10

 

 

 

 

 

RACI Chart

Activities

SH #1

SH #2

SH #3

SH #4

SH #5

SH #6

0.0

Project Name

1.0

Deliverable 1

1.1

1.2

1.3

2.0

Deliverable 2

2.1

2.2

2.3

3.0

Deliverable 3

3.1

3.2

3.3

4.0

Deliverable 4

4.1

4.2

4.3

5.0

Deliverable 5

5.1

5.2

5.3

6.0

Deliverable 6

6.1

6.2

6.3

RISK REGISTER

Risk Description: Identify the Risk associated with the Deliverable. Risks need to be known unknowns and not failure of planning or management.

Impact Statement: This is a narrative of potential overall impact if the risk should occur. This statement should thoroughly justify scores provided in Impact and Probability columns.

Deliverable: This will be the associated Deliverable from your Project Scope/WBS. Identify one risk for each of your six (6) Deliverables.

Probability (Column P): This is a score of 1-5. A score of 1 would be if the probability of the risk occurring is very slight and a score of 5 is that it will almost definitely occur.

Impact (Column I): This is a score of 1-5. A score of 1 would be the impact would have little impact if the risk occurs and a score of 5 would be catastrophic impact if risk event occurs.

Score (Column X): This is the Probability multiplied by the Impact.

Risk Response Strategy: This should be a detailed explanation on how to respond to the risk event. This must include direct correlation to the scores assigned to Probability/Impact. You will identify at least one of the Risk Responses from the textbook to utilize and explain the strategy for using this Response.

Risk Description

Impact Statement

Deliverable

P

I

X

Risk Response Strategy

1

2

3

4

5

6

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UVU Office of Sponsored Programs last updated 4/23/2019

How to Prepare a Budget Narrative / Budget Justification The budget narrative, sometimes called the budget justification, is a companion to the budget (table, spreadsheet, or forms). While the budget table gives the total cost for each category of the budget, the budget narrative gives the item by item breakdown for each category and shows the calculations used to derive the costs. The budget narrative serves two purposes: it explains how the costs were estimated, and it justifies the need for the cost. From a funder’s perspective, the budget narrative explains how you will spend its investment and shows that you did your research to ensure that the project costs are reasonable and well thought out.

Format and Structure:

 Read the solicitation for the required format. The funder may request that you attach the budget narrative as a supplemental document or that you include it as part of the body of the proposal. The solicitation may also list the budget categories to be used.

 Present the budget justification in a format that allows a reader to easily assess the costs in relation to the budget. For instance, if the required budget uses headers such as salaries, fringe benefits, and travel, be certain to use the same headers in the budget justification. This will allow readers to quickly skim the budget and the budget narrative to find specific items of cost.

 Choose a presentation format that fits the needs of the proposal. The format of the budget narrative may be entirely narrative text, a combination of narrative text and accompanying tables, or one-line item table with text explanations in the table (see examples on subsequent pages). For simple projects, typical of proposals to foundations and private corporations, an option is to fold the budget narrative into the budget, inserting a brief explanation under each item.

General Requirements:

 The budget narrative must conform to the funder’s specifications. Read the solicitation for budget constraints and any unacceptable costs.

 The budget narrative should breakdown costs for each of the major cost categories (ie., salaries, fringe benefits, equipment, travel, supplies, other direct costs and indirect costs), as well as any additional categories required by the sponsor.

 Describe each line item in the budget and show the calculations used to derive the costs. The information should be sufficiently detailed to address all sponsor concerns with respect to cost and need. If you don’t know, talk with others who have done similar projects. Make a plan of how many hours of work will be needed to accomplish a task. Research the cost of equipment, supplies, and other expenses.

 Expenses should be justified in the context of the proposal. Take care to explain any costs that may be unclear or that may raise questions with the reviewer. For staff positions, explain what the person in that position will do for the project. For equipment, explain why it is needed and why your choice is better than other, perhaps less expensive, options. For activities to be funded, explain why they will benefit participants and contribute to the project objectives. Explain and justify any unusual items.

 Justify the use of consultants and subcontractors. Explain what these individuals or organizations will do and why their work is necessary. They may need a separate budget.

 Explain how indirect costs were calculated. UVU’s indirect cost rate calculation (currently 38% of salaries, wages and fringe benefits).

 Each item must correlate to specific activities described in the body of the proposal. No costs should be included in the budget narrative that were not described in the proposal, and vice versa.

2

UVU Office of Sponsored Programs last updated 4/23/2019

Tips:

 Show your work. Reviewers and sponsor administrators should be able to determine how you arrived at your budget figures.

 The budget justification serves as the rationale for your costs. Be certain to tie each cost to the overall project so that readers understand the importance of each cost/item to the overall project.

 If (and only if) matching costs or leveraged resources are required, explain where these funds or resources will come from. Make certain the budget narrative clearly shows which budget items will be covered by matching funds or leveraged resources and which items by the requested budget. Have another person review this for clarity.

 Keep your back-up documentation. Sponsors may request estimates for equipment and other major purchases during a pre-award audit.

 Make sure the cumulative totals for each category must correlate with the budget tables. If you make changes to the budget, be sure to change the budget narrative as well.

 Take time to read the budget, budget justification, and narrative. Do all of the expenses in the budget appear in the budget justification? Do the budget, budget justification, and proposal narrative all align?

Do not:

 Do not list costs that are not being requested for funding, such as costs covered by the university or a partner. For example, some proposers mention in the budget narrative that additional effort not listed in the budget will be provided. In other cases, they indicate that the funds requested are insufficient for the proposed activities and will be supplemented from other sources. This is considered a cost-sharing commitment, and is not generally allowed. At UVU, cost share is only allowed if it is required by the sponsor and approved by the University. Cost sharing is also not allowed by some funders, such as NSF. Please consult with OSP Director of Sponsored Research.

 Don’t give broad estimates of cost, such as $3,000 for travel, $1,000 for supplies, $5,000 for student assistants. Break down and itemize the costs. Explain who will be traveling and where, how much for air travel, ground transportation, hotel, and per diem. Give a specific accounting of the kinds and quantities of supplies needed. Detail how many student workers, how many hours per week, how many weeks, how much wage per hour.

 Don’t pad the budget so you will be sure to have enough money. Reviewers know a padded budget when they see one and often use this as a reason to decline a proposal.

 Don’t assume the reader will understand why a cost is necessary or important. Anticipate the reviewer’s questions and provide detailed answers.

 Do not wait until the last minute to complete the budget narrative. This section takes time and effort. It is best to complete it hand-in-hand with the budget.

Remember:

The budget narrative is a vital part of the proposal and is critical in the proposal review process. Often the reviewers and program officers are not the only ones reading the budget justification. If a proposal is recommended for funding, many sponsors send the proposal to pre-award auditors who scrutinize the budget carefully and do not allow vague, unjustified budget items. Providing as much detail as possible in the budget justification during the submission phase will facilitate a faster pre-award audit and may avoid having the proposal declined.

Full budget narrative for the first year of a four-year grant. Only the first year is required for this budget narrative. The budget narrative appears on two pages within the proposal narrative. Explanations are given for each line item within the table. Budget forms are also required separately.

Partial budget justification for a three-year NSF scholarship project. Here tables present costs for budget categories and explanatory text follows. The base salary for faculty is given here as requested, but is not expected or allowed for some proposals. Additional tables are used to present information as well. Travel is broken down by costs and potential locations of conferences are given.

Partial budget justification from an NSF grant for research instrumentation. Notice that the equipment pieces are described as well as their need in the research that was set forth in the proposal. The qualifications and responsibilities of the student equipment manager are also described.

Full budget and budget narrative, provided within the proposal Partial budget justification submitted as a separate document for an NIH narrative of a small state proposal. research proposal. In this example, all text is narrative.

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