Delivery Timing of the Project Charter: A Critical Step in Project Initiation

Where is My Project Charter? Understanding the Critical Timing of Charter Delivery

Have you ever found yourself asking, "Where is my project charter?" You're not alone. The timing of project charter delivery is a critical step in project initiation, yet it's often misunderstood or overlooked. This article explores the importance of timely charter delivery, its impact on project success, and best practices for both project managers and organizations.

The Project Charter: A Brief Overview

Before delving into the timing, it's essential to understand what the project charter is and its significance:

• Definition: The project charter is a document issued by the project initiator or sponsor that formally authorizes the existence of a project and provides the project manager with the authority to apply organizational resources to project activities.
• Purpose: It serves as a reference of authority for the future of the project, outlining the project's objectives, scope, key stakeholders, and high-level requirements.

Practical Tip: When creating a project charter, use a template that includes sections for project purpose, objectives, scope, key stakeholders, high-level risks, and assumptions. This ensures consistency across projects and helps capture all essential information.

Typical Sequence of Events

While organizational practices may vary, the general sequence of events related to the project charter typically follows this pattern:

1. Project Initiation: The need for a project is identified and initial discussions take place.
2. Charter Development: The project sponsor, often with input from key stakeholders, develops the project charter.
3. Charter Approval: The charter is reviewed and approved by the appropriate authority (e.g., senior management, steering committee).
4. Charter Delivery: The approved charter is delivered to the project manager.
5. Project Kickoff: The project formally begins, often marked by a kickoff meeting.

PMP Exam Tip: Remember that the project charter is an output of the "Develop Project Charter" process, which is part of the Initiating Process Group. The PMBOK Guide emphasizes that this process officially authorizes the project or phase.

Timing of Charter Delivery

The project charter is typically delivered to the project manager shortly after it has been formally approved and before the project kickoff meeting. This timing is crucial for several reasons:

1. Authority to Act: The charter empowers the project manager to start assembling the team and allocating resources. Receiving it early ensures they can begin these activities promptly.
2. Preparation for Kickoff: Having the charter before the kickoff meeting allows the project manager to familiarize themselves with the project's objectives and constraints, enabling them to lead the kickoff effectively.
3. Initial Planning: The charter provides the foundation for developing the project management plan. Early delivery allows the project manager to start this process.
4. Stakeholder Engagement: Armed with the charter, the project manager can begin initial conversations with key stakeholders identified in the document.

Practical Tip: As a project manager, if you haven't received the project charter and are being asked to start work, politely request the charter from the sponsor. Explain that having this document is crucial for aligning the project with organizational goals and ensuring proper authority.

Factors Influencing Delivery Timing

Several factors can influence when exactly the project manager receives the charter:

• Organizational Culture: Some organizations may involve the project manager in charter development, while others may assign the project manager only after charter approval.
• Project Complexity: Larger, more complex projects might require a more extended charter development and approval process.
• Urgency of the Project: For urgent projects, the charter might be delivered very quickly after approval to expedite the start.
• Availability of Key Stakeholders: Delays in approvals or availability of key personnel can affect the timing.

PMP Exam Tip: Be prepared for questions that test your understanding of how different organizational factors can impact project processes. The exam may present scenarios where you need to determine the appropriate action based on the presence or absence of a project charter.

Best Practices for Charter Delivery

To ensure smooth project initiation:

1. Prompt Delivery: Organizations should aim to deliver the charter to the project manager as soon as possible after approval.
2. Clear Communication: The delivery of the charter should be accompanied by a clear explanation of its contents and any specific organizational expectations.
3. Accessibility: Ensure the charter is easily accessible to the project manager and key stakeholders throughout the project lifecycle.
4. Review Meeting: Consider scheduling a review meeting between the project sponsor and project manager upon charter delivery to discuss its contents and implications.

Practical Tip: Create a digital repository for project charters that's easily accessible to authorized team members. This ensures that the latest version is always available and can be referenced quickly when needed.

Conclusion

While the exact timing of project charter delivery can vary, its prompt delivery to the project manager after approval is crucial for effective project initiation. This timing ensures the project manager has the necessary authority and information to begin assembling the team, planning project activities, and engaging with stakeholders.

Organizations should strive to streamline their charter approval and delivery process to empower project managers as early as possible, setting the stage for successful project execution. Project managers, in turn, should be prepared to hit the ground running once they receive this critical document, using it as the foundation for all subsequent project planning and execution activities.

PMP Exam Tip: The PMP exam often includes questions about the project charter's role in authorizing the project. Be prepared to identify situations where a project charter is necessary and understand its importance in formalizing the project manager's authority.

Become a Certified Project Management Professional (PMP)®

Find Out More

Share this post: