PROJECT CHARTER: TOOL GUIDANCE SHEET

TOOL TYPE: MANDATORY TOOL, NON-STANDARD TEMPLATE

RELATED TOOLS: PROJECT INFORMATION, PROBLEM & OBJECTIVE TREES, BUDGET
LEVEL OF EFFORT: 1-2 DAYS

What is the Project Charter?

Key Characteristics:
A Project Charter is a short summary document that
establishes the project’s scope and objectives at a high
level. The Charter is drafted in Project Design and then
signed by the Project Sponsor/Board in Set Up phase. It
can be signed by additional partners/individuals
depending on project. The Charter is shared with key
stakeholders to align expectations of the project and
provide updates throughout the project lifecycle.
When should I use it?
• Drafted in Design phase
• Signed off in Set Up phase
• Updated throughout Project lifecycle
• Project Charter is a short summary of the
project, establishing project's scope and
objectives at a high level
• Project Charter will be signed off by Project
Board/Sponsor, additional partners or
individuals may also sign the Charter, depending
on type of project
• Project Charter is a living document, therefore
it will be subject to several amendments
throughout the lifecycle of project. Any changes
should be communicated with the Project
Board/Sponsor.
• Project Charter can serve the purpose of a
stakeholder engagement tool
• Project Charter can serve the purpose of an
accountability tool

Who is involved?
Responsible Accountable Consulted Informed
Project Manager Project Board PDQ, Ops, Partners,
Finance, Advocacy and
Campaigns
How do I use it?
• Fill out the sections within the Project Charter by referring to the ‘Guidance Notes’ table
below
o Remember: The Project Charter is a summary document and it can be filled out by using the
tools in previous phases
o Try to complete as much of the Project Charter as you can. There may be areas that are
unknown when drafting in Project Design
• If there is a change in scope/objectives/budget during the project, it is important to update the Project
Charter. Be sure to save a new version of the Charter and fill out versioning control tab in the template.
• During End of Project Transition Phase, the Project Charter can be a useful tool to evaluate project
achievements.
 Guidance Notes
Section 1: Problem Statement:
Project • When writing your Problem Statement, refer to your Problem & Objective Tree analysis.
Overview Prompting questions to think about: What is wrong or not working? Where is it
occurring? What is the extent or magnitude of the problem?

Project Impact, Outcome, Outputs:

• Refer to your LogFrame

What’s out of scope?

• Refer to the Problem & Objective Trees analysis

Key Risks, Assumptions & Constraints:

• List the key factors that could hinder the project’s success;
o Refer to your Risk Management Tool
• Constraint: A restriction or limitation, either internal or external to the project, which
will affect the performance of the project or a process. There are three principle
elements that constrain a project: Scope, Time and Budget.

Section 2: What do we mean high-level project estimates?

High- Please provide a high-level summary of the following:
level • Project Activities (Refer to Logframe)
Project • Project Schedule (Refer to DIP)
Estimates • Project Budget (Refer to Budget)
• Project Staff (Refer to HR Plan)

Section 3: List the project team members who potential stakeholders should get in touch with to learn
Key more about the project.
Project
Team
Contacts

USEFUL LINKS & RELEVANT HOW -TO-GUIDES:

PMD Pro Starter

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PROJECT CHARTER:
Project Name / Title: EDUCATION IN EMERGENCY FOR REFUGEE AND MIGRANT
CHILDREN

Donor:
Partners:
Total Budget:
Project Start Date:
Project End Date:

Version Date Author Reviewed by Changes made

1.0

Section 1: Project Overview

Guidance Project Details

Refer to:
Problem Problem & Objective Trees (Project
Statement Design)
LogFrame (Project Design)

Project
Refer to:
Impact
LogFrame (Project Design)

Common Please state if Common Approach

Approaches used

Refer to:
Project
Outcomes Project Information (Project
Design) LogFrame (Project Design)

Project
Outputs Refer to: Logframe (Project Design)

What is out of scope of your project? •

Out of
•
Scope:
List key factors that could hinder success. Project Risks
Key Risks,
•
Assumptions, Related tools: Risk Management •
Constraints Plan (Project Design)

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 Project Assumptions
•
•
Project Constraints
•
•

Section 2: High-level Project Estimates

High-level Project Estimates

Project Activities
Refer to: Logframe
Use Standard Activities
Project Schedule
A high level timeline of the
project milestones
Refer to: Detailed
Implementation Plan
(DIP)
Project Budget

Refer to: Project

Budget
Project Team

Refer to: HR Plan

Section 3: Key Project Team Contacts

Project Role Responsibilities Project Team

Project Lead* The individual who is responsible for the delivery of the project.

The individual who is main point of contact for external

Project Contact* communications relating to the project.

The individuals and/or organization that collaborate to achieve

Partners* mutually agreed upon objectives.

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PROJECT CHARTER: WRITTEN EXAMPLE

Project Name / Title: Secondary School Accessibility for Girls in Northern Solefo
Donor:
Total Budget:
Project Start Date:
Project End Date:

Version Control
Version Date Author Reviewed by Changes made
1.0

Section 1: Project Overview

Guidance Project Details

Describe the problem/opportunity in Dubali girls in Northern Solefo are not accessing
1-2 sentences. secondary education resulting in low education
rates, poor health quality, and high poverty levels
Problem in Dubali communities.
Statement
Refer to:
Problem & Objective Trees
(Project Design)
Dubali girls complete their secondary education and
Project have improved learning outcomes.
Impact
Refer to:
LogFrame (Project Design)
N/A
Common
Approaches:
1. School attendance of Dubali girls (aged 11-15
years old) has increased by 20% through access to
Refer to: safer schools in 5 communities in Northern
Project Project Information (Project Solefo.
Outcome Design) LogFrame (Project
Design) 2. Literacy and numeracy rates of Dubali girls (aged
11-15 years old) have increased.

1.1. More safe toilets for Dubali girls

Project
Outputs

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 Refer to: Logframe (Project
Design)
1.2. Three advocacy campaigns (one per year per
school) are run.
1.3. 80 female teachers trained and placed in
secondary schools.
1.4. Child Protection boards and focal points installed
in 100 schools.
1.5 Child Protection policies drafted and implemented
in 100 schools.

2.1 Training programme for existing teachers in the

target communities focusing on literacy and
numeracy.
2.2 After school clubs in target communities focusing
on literacy and numeracy.

Out of Scope:
• Providing alternative forms of education
(distant and home learning)
• Changing behaviours & social norms relating
Out of Scope
to girls being allowed to go to school (e.g.
early marriage, FGM)
Refer to: Problem & Objective • Construction of new local schools
Trees (Project Design)
Key Risks
• Return to armed conflict
• Difficulties in procurement and delivery of
materials due to remote areas
• Lack of Government support
Key Assumptions
• The teachers we train will be employed by the
Key Risks, schools
Assumptions, • There are available and committed females who
Constraints can become teachers
• Schools are suitable for female toilet construction
Refer to: Risk Management Plan Key Constraints
(Project Design) • Time constraint on the budget, must spend within
3 year period or lose funding
• Limited availability of local project staff

Section 2: High-level Project Estimates

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 High-level Project Estimates
Project Activities • Construction of Facilities
• Repair/Maintenance of Facilities
• Advocacy/Campaign Event
Refer to: Logframe • Civil Societies Capacity Strengthening
• Cash Transfer
• Community Services
• Policy Development
Project Schedule • Year 1: Identification of schools and beneficiaries. Identification of female
teacher training candidates. Procurement of materials for construction.
Hire project team.
Refer to: Detailed • Year 2: Construction of toilets in schools. Teacher training. Child
Implementation Plan protection boards set up
(DIP) • Year 3: Construction of toilets in schools. End of project

Project Budget • £2million award

o £800,000 – training
o £800,000 – construction
Refer to: Project o £400,000 – overheads and MEAL
Budget
Project Team • Project Manager
• Education TA
• Construction TA (50%)
Refer to: HR Plan • 5 Drivers
• 2 MEAL Officers
• 1 Finance Manager

Section 3: Key Project Team Contacts

Project Role Responsibilities Project Team

Project Lead* The individual who is responsible for the delivery of the project. Mark Toews
The individual who is main point of contact for external Maggie Korde
Project Contact* communications relating to the project.

The individuals and/or organization that collaborate to achieve MercyCorp, CRS

Partners* mutually agreed upon objectives.

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