Project charter template - Space project with fit-up

Table of contents

1.0 Introduction

This project charter sets out the framework for the delivery of this project and establishes the relationship between [Client Department] and Public Services and Procurement Canada (PSPC), and the terms that will be followed in the delivery of this project. The project charter is used in support of the Investment Analysis Report and the investment decision.

This project charter will be amended should changes to the scope, schedule, or funding cause the intent of the charter to be changed.

2.0 Project objective

The project objective is to [should be a summary statement exactly as stated in the original Statement of Requirements e.g. - The objective of this project is to provide 3500m² of office space and 200m² of SPS (special purpose space) at (insert site address if known or geographic boundaries as appropriate) with an in-service date of (insert appropriate date), while meeting and considering all applicable government priorities (see guidelines)].

3.0 Project scope, cost and funding

Office accommodation is to be designed and implemented in accordance with the The Government of Canada Workplace 2.0 Fit-up Standards. Refer to A3.2 in these standards for detailed Funding Accountabilities. Approved special purpose space is funded by PSPC to the fit-up cost limit and client departments are responsible for the cost of all items that exceed the approved space envelope and fit-up standards, including rent, fit-up and ongoing maintenance.

Funding responsibilities are traditionally solution dependant and will be agreed upon once an accommodation solution has been determined. Please note that if the funding arrangements have already been determined in whole or in part by a Service Agreement or Memorandum of Understanding (MOU), then it should be referenced and/or appended to the Project Charter. (If figures for costs/funding have been determined, indicate accordingly using as a cash flow chart or table).

4.0 Project milestones

To be provided as it becomes available as part of the preliminary project planning and project planning exercises.

5.0 Roles and responsibilities

5.1 Client representative

The Client Representative, [Name], is responsible for [to be modified as appropriate]:

  1. Identifying all client-specific requirements including the continuous interpretation of operational needs in the context of internal departmental and wider government objectives. For space based projects this means describing all general purpose office space, special purpose space, and other specific requirements such as the definition of security and Information Management/Information Technology (IM/IT) requirements;
  2. Articulating and providing data on quantity, classification level and role of personnel;
  3. Providing direction, review, and timely approval authorities for the development of preliminary and final fit-up plans and specifications, including security, IM/IT, and other special purpose requirements, procurements, installations, and other required client approvals as needed;
  4. Providing funds for client fit-up, including approved non-standard fit-up, and other client items such as furniture, security and IM/IT systems, and all space identified as reimbursing and/or expansion control space;
  5. Ensuring appropriate resources are assigned to the project thereby adequately addressing the size, scope, complexity, risk, visibility and administrative needs of the project in accordance with developed project schedules;
  6. Vetting and authorizing client amendments (which may arise as a result of changes in internal or external factors) that affect established project parameters; and
  7. Fully participating in the project team throughout all stages of the project including the Planning, Design, Implementation, and Close Out phases of the project Delivery stage.

5.2 Public Services and Procurement Canada representative

The PSPC Representative, [Name], is responsible for [to be modified as appropriate]:

  1. The overall achievement of the approved project objectives;
  2. Working with the client department for providing the basic project requirements for the project and to identify and define the optimum project solution;
  3. Working with the client department to ensure the project requirements are provided to the Project Manager in conformance to the project schedule;
  4. Establishing the overall project scope / budget / schedule / space standards and fit up standards, including preliminary assessment of risk;
  5. Ensuring all project submissions are made and approvals obtained prior to initiating implementation of the work and preparing the PSPC internal funding document (2001L) required to undertake the work;
  6. Ensuring all relevant project submissions are made and approvals obtained for significant changes beyond the original or amended approvals prior to initiating the change;
  7. Signing or coordinating the PSPC signature requirements for project approvals, sub-agreements, changes orders, etc., as necessary to facilitate project delivery;
  8. Calling and chairing project team meetings during the project Inception and project Identification stages, and monitors and reports on progress of the project to senior management, internal stakeholders, and external stakeholders;
  9. Reviewing and providing input to final project scope, space design, working drawings, tender drawings and specifications, estimates, schedules, and related project documents to ensure the intent of the project requirements are met;
  10. Providing review comments and / or approvals within one week of receipt of documents, or as agreed between the parties;
  11. Ensuring the tenant signs the space plan; and
  12. Maintaining internal stakeholder / external stakeholder liaison and resolving internal stakeholder / external stakeholder problems, conflicts, and coordination issues with delivery of project.

For all other roles and responsibilities, refer to Roles and Responsibilities for Project Teams and annex to document as required.

6.0 Financial liabilities

[Note: This section is not to be modified]

PSPC provides services to Other Government Departments under Service Level Agreements as a Common Service Organization (CSO) and as such client department retains financial responsibility for any liabilities arising from their contracting activity or contracting done through a common service agency (TB Policy: Decision Making in Limiting Contractor Liability in Crown Procurement Contracts, September 2003). The presence of PSPC in such a process does not remove the financial responsibilities of the client department, i.e. the client department, and not PSPC, is responsible for the funding of any cost associated with the project. Treasury Board policy states that liabilities arising from contracting activities are the financial responsibility of the originating client department.

7.0 Issues resolution

Issues arising between PSPC and the Client will be resolved between PSPC Project Leader and the Client Representative where possible. Issues that cannot be resolved at this level within a maximum of 15 days will be elevated to the next management level in their respective organizations.

8.0 Endorsement

The undersigned hereby agree to implement this project in accordance with this Project Charter. The signatories represent that they have the authority to act on behalf of their organizations.

CLIENT SIGNATURE(S)

Approved by: (Authorized Client Representative(s) with Financial Signing Authority)
Signature

Please print:
Name, Title (role of Project Leader) and date

PSPC SIGNATURE

Approved by: (PSPC Representative)
Signature

Please print:
Name, Title (role of Project Leader) and date