1. University of Notre Dame Office of Information Technologies March 26, 20031 Maintaining the Right Balance Using the Project Charter to Set IT Project Prioritization Copyright R. Guthrie, D. Padgett, University of Notre Dame du Lac, 2003. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author

2. University of Notre Dame Office of Information Technologies March 26, 20032 Our Objectives for Today  Share some early warning signs of “priority paralysis”  Discuss a solution that is working for us  Offer a template that has been field tested  Promote discussion of lessons learned  Have some fun during our time together

3. University of Notre Dame Office of Information Technologies March 26, 20033 Early Warning Signs at N. D.  Lots of projects, not so many resources  Squeaky Wheel Syndrome  Tradition!  Scope, Scope Creep & How To Tell When We’re Done  User Sponsorship / Ownership

4. University of Notre Dame Office of Information Technologies March 26, 20034 Hypothesis: By using a project charter the OIT would get vital information about the project scope, priority for project initiation, as well as encourage the involvement of the customer in the project

5. University of Notre Dame Office of Information Technologies March 26, 20035 The Initial Process  We assigned each project manager a share of the known project requests  The project managers went to the project requestor and helped them fill out a project charter  We held Rank-o-Rama to assign an initial priority to the chartered projects

6. University of Notre Dame Office of Information Technologies March 26, 20036 Elements of a Project Charter 1. Executive Summary 2. Project Overview  Project Purpose  Project Scope  Project Objectives  Assumptions

7. University of Notre Dame Office of Information Technologies March 26, 20037 Charter Elements (continued) 3. Project Approach  Project Deliverables and Quality Objectives  Organization, Responsibilities and Key Stakeholders  Dependencies  Facilities and Resources  Support Activities  Risks  Cost/Benefit Estimates

8. University of Notre Dame Office of Information Technologies March 26, 20038 Charter Elements (continued) 4. Communication Plan  Steering Committee and Tollgate Meeting  Project Core Team Meetings  Information Meetings  Review Meeting 5. Appendix A: Project Plan and Schedule

9. University of Notre Dame Office of Information Technologies March 26, 20039 How Did The Process Work?  Customers welcomed the chance to define their projects, and in some cases the charter clarified problem areas  We have a priority list and are working through it – And it has not changed very much

10. University of Notre Dame Office of Information Technologies March 26, 200310 Lessons Learned:  The N.D. project charter covers more than project charters as defined by the Project Management Institute  Based on experience we are now on the third revision of the charter

11. University of Notre Dame Office of Information Technologies March 26, 200311 Wrap Up  We’ll be happy to provide you with a copy of the N.D. project charter template.  Bob Guthrie ( guthrie.9@nd.edu )  Don Padgett ( padgett.2@nd.edu )  Questions & Discussion