Purpose
Structured document to describe the project, its objectives, why it matters and who’s involved — so everyone’s on the same page
Who this is for
When to use
Introduction
Why is this tool important?
The project charter is crucial because it formalizes the project’s objectives, scope, and resources, ensuring that everyone involved – whether faculty, administration, or students – has a shared understanding of the project’s direction. Clearly defining the project’s goals and boundaries aligns expectations and prevents misunderstandings from the outset.
The charter also acts as a foundational document that helps secure necessary commitment and funding by outlining the project’s value and feasibility. Throughout the project’s lifecycle, it serves as a reliable reference point, helping to manage changes, reduce the risk of scope creep, and minimize miscommunication. In essence, the project charter is the backbone of a well-organized and successful project, ensuring that all stakeholders are on the same page and that the project stays on track from start to finish.
Key actions
How to use this tool
This template serves as a useful guide for building a project charter document tailored to your student success initiatives. While users are not required to complete every component, reviewing all of them is essential to provide a strong foundation for your planning process. Necessary components and the order in which you approach them will vary depending on the specific project. Still, there are a few key elements that should always be considered (highlighted in green below).
The format of a project charter can range from a straightforward document to a more complex Excel sheet or even an integrated software tool. However, the content is what truly matters regarding the charter. A well-crafted charter should be short, clear, and simple to ensure you gain the buy-in from your leadership and stakeholders, which is critical for the success of your initiative.
Project Charter Template Overview
Since every student success project and institution is unique, the importance of each component will vary. Core components, essential for any project charter regardless of size, scope, or complexity, are highlighted in green. The level of detail required will depend on the specific project. See the Project Charter Template page for more information.
Purpose Statement
Intended Outcomes
The specific, desired results or changes a project aims to achieve once completed.
Project Approach & Methodology
Provides a structured framework to plan, execute, and complete a project or initiative.
Deliverables
Identifies the tangible or intangible outcomes produced from a project’s activities.
Project Scope
Provides a framework for what will and will not be included in the project to protect against project expansion.
Needs Assessment
Identifies and evaluates gaps between current conditions and desired outcomes.
Equity Considerations
Considerations for creating an equitable environment regardless of race, background, or circumstances.
Research Overview
A review and synthesis of existing research or institutional knowledge on a particular topic.
Funding
The financial resources required to complete a project or initiative, including the budget and funding.
Dependencies, Constraints, & Risks
Helps manage the dependencies, constraints, and risks to maintain strategic control and avoid setbacks.
Project Timeline
A visual representation of a project’s chronological sequence of tasks, milestones, and deliverables.
Key Stakeholders
Identifies those with vested interest in an initiative/project and are influenced or impacted by it.
Project Team Members & Roles
Helps determine team roles and provide clarity of responsibilities for team members.
Project Resources
The various assets (e.g., human, technical, physical) required to complete a project successfully.
Sustainability Plan
A framework for maintaining a project’s benefits after completion and supporting continuous improvement.
Project Charter Template
Project Charter Components Example
Each of the following components contains an example. However, if you would like to see a fully completed project charter based on a real example purpose statement, you can view and download it in its entirety by clicking on the “Download complete example” button.
Project Charter Template Overview
Click on each component below to learn more. As a reminder, core components, essential for any project charter regardless of size, scope, or complexity, are highlighted in green. Select as many as you’d like at a time.
Disclaimer: The purpose statement is a real example from Portland State University. However, the content for other components in this document is based on the details of this example and is not representative of actual project documentation.
Purpose Statement
Outlines the primary goals and objectives the project intends to achieve.
Intended Outcomes
The specific, desired results or changes a project aims to achieve once completed.
Project Approach & Methodology
Provides a structured framework to plan, execute, and complete a project or initiative.
Deliverables
Identifies the tangible or intangible outcomes produced from a project’s activities.
Project Scope
Provides a framework for what will and will not be included in the project to protect against project expansion.
Needs Assessment
Identifies and evaluates gaps between current conditions and desired outcomes.
Equity Considerations
Considerations for creating an equitable environment regardless of race, background, or circumstances.
Research Overview
A review and synthesis of existing research or institutional knowledge on a particular topic.
Funding
The financial resources required to complete a project or initiative, including the budget and funding.
Dependencies, Constraints, & Risks
Helps manage the dependencies, constraints, and risks to maintain strategic control and avoid setbacks.
Project Timeline
A visual representation of a project’s chronological sequence of tasks, milestones, and deliverables.
Key Stakeholders
Identifies those with vested interest in an initiative/project and are influenced or impacted by it.
Project Team Members & Roles
Helps determine team roles and provide clarity of responsibilities for team members.
Project Resources
The various assets (e.g., human, technical, physical) required to complete a project successfully.
Sustainability Plan
A framework for maintaining a project’s benefits after completion and supporting continuous improvement.
Purpose Statement
A purpose statement for an initiative outlines the primary goals and objectives the project intends to achieve, providing a clear and concise roadmap for the project’s trajectory and alignment with an institution’s strategic goals. Your purpose statement should be brief but comprehensive. Review the questions below to explore what to put into your purpose statement.
A simple way to write your purpose statement is to use the SMART-goal principle: specific, measurable, achievable, relevant, and time-bound.
Review the example below and consider what information might be missing to make it a SMART statement.
The purpose of the myNextSteps project is to create a mobile-friendly online resource for students where they can see a personalized list of important business deadlines and next steps in one place and that notifies them of critical steps related to the business of being a student (especially for enrollment, billing, and financial aid). This project responds to students’ repeated requests for accessible and student-friendly online information. It is an effort to minimize potential barriers to successful retention and graduation, as outlined in our strategic goals. (from Portland State University)
Intended Outcomes
Intended outcomes refer to the specific results or changes a project aims to achieve once completed. These outcomes are typically aligned with an institution’s strategic plan and goals and are used to measure the project’s success.
Start with outlining in 1-3 bullet points what you hope to achieve in this initiative.
Try connecting each intended outcome to your institution’s strategic plan and goals.
Sometimes, planning starts with pre-defined outcomes (set by states, funders, or leadership); other times, it begins with exploring possible outcomes. Keep both pathways in mind as you plan.
Let’s explore the intended outcomes of PSU’s myNextSteps project.
What do you hope to achieve through this initiative in the short and long term?
Short Term: Launch a mobile-friendly online resource that consolidates personalized business deadlines and critical steps for students.
Long Term: Boost student retention and graduation rates by reducing barriers related to enrollment, billing, and financial aid.
What are the expected benefits for the institution, and when will they manifest?
Benefits: Aims to boost student engagement and satisfaction with a streamlined resource, leading to better accessibility, retention and graduation rates.
Timeline: Benefits should appear shortly after launch, with impacts on student success becoming evident within the first academic year.
What key metrics/KPIs are you focusing on?
User Engagement: Number of students accessing and using the resource.
Student Satisfaction: Feedback on the usability and usefulness of the resource.
Retention Rates: Changes in student retention and graduation rates.
Response Time: Time taken to notify students of critical deadlines and steps as well as time taken by students to respond to these requirements.
Project Approach & Methodology
A project approach and methodology provide a structured framework to plan, execute, and complete a project. The project approach outlines the overall strategy and direction for your project. At the same time, the methodology is a specific set of practices, techniques, and tools you will use to manage your project.
Let’s explore a possible approach and methodology for PSU’s myNextSteps project.
What will you do, and how will you do it?
Approach: Develop a mobile-friendly and accessible online resource with user-centered design principles. Focus on creating software that meets students’ needs through intuitive navigation and functionality, ensuring a seamless experience across various devices.
Methodology: We will use Agile methodology led by our development partner to iteratively develop the resource, allowing for continuous feedback and improvements. This includes requirement scoping, user interface design, development, testing, and final adjustments before the full launch.
Processes: Key processes include stakeholder consultations, requirement gathering, development sprints, user testing, feedback incorporation and alignment with institutional goals and compliance with reporting requirements.
If your project ultimately impacts students or involves them directly or indirectly, how will you incorporate student voice and/or experience?
Incorporation of Student Voice: Engage students through surveys and focus groups to gather input on their needs and preferences. Their feedback will be integrated into the design and functionality of the resource to ensure it effectively addresses their concerns and enhances their experience.
Resources:
Deliverables
Deliverables identify the tangible or intangible outcomes (see the Identifying Impact and Value Tool) produced from a project’s activities. They are specific, measurable outputs or results that must be completed and delivered to fulfill project objectives. Deliverables are typically defined at a project’s beginning and used to measure progress and success.
Remember to allocate time in your project timeline for receiving and incorporating stakeholder feedback on deliverables.
Let’s explore possible deliverables for PSU’s myNextSteps project (see Purpose Statement and Timeline for milestones).
#
Deliverable
Purpose
Share with
Owner / Other roles
1
Project Charter Document
Outline project goals, scope, and key components
Project team, stakeholders, and leadership
Project Lead
2
Procurement and Buy-in Documentation
Includes development partner offers, budget approvals, and contracts
Procurement team, finance department, and institutional administration
Project Lead, Procurement Specialist
3
Software Development
–
–
–
3.1
Requirements Document
Define resource needs and functionalities
Development team and stakeholders
Project Lead, Development Lead
3.2
Design Specifications
Detailed design for user interface and experience
Development team and stakeholders
UX/UI Designer, Development Lead
3.3
Functional Software
The completed and tested mobile-friendly online resource
Students, project team, and stakeholders
Project Lead, Training Coordinator
4
Training Manual / Training Plan for Staff
Provide guidance and training for staff/support on using and supporting the resource
Staff/support teams
Development Team
5
Communication Plan
Inform and train students about the new resource
Students
Project Lead, Communication Lead
6
Initial Feedback Report
Collect and analyze user feedback from initial launch
Project team and stakeholders
UX Researcher, Project Lead
7
Adjustment and Improvement Plan
Document changes and enhancements based on feedback
Development team and stakeholders
Project Lead, Development Lead
8
Monitoring and Evaluation Report
Assess the impact on student engagement, retention, and graduation rates
Project team, institutional leadership
Evaluation Specialist, Project Lead
9
Final Project Report
Summarize project outcomes, lessons learned, and final metrics
Stakeholders, institutional leadership
Project Lead
Project Scope
Make reviewing the initiative scope a routine part of your periodic oversight practice to ensure it stays on track and does not drift.
Getting buy-in and a sign-off on your scope from your leadership is an effective tool for managing expectations and workload.
What will be explicitly excluded from the boundaries of the project and considered ‘out of scope’?
Non-Mobile Platforms: Development or support for non-mobile versions of the resource.
External System Integrations: Integration with systems not directly related to the project’s primary goals.
Non-Educational Content: Any content or features unrelated to the business deadlines or next steps for students.
Extended Feature Requests: Requests for additional features or functionalities not included in the initial project requirements.
Continued Ticket/Tech Support After Launch: Ongoing technical support beyond the initial post-launch phase.
Continued Content Updates After Launch: Regular updates or additions to content beyond the initial project scope.
Needs Assessment
A needs assessment identifies and evaluates gaps between current conditions and desired outcomes. It helps institutions understand the specific needs of their target population, ensuring that resources are directed effectively to address the most critical areas. It aids in informed decision-making, efficient resource allocation, and achieving impactful results.
You can use the Data Exploration Guide to support this process.
Equity Considerations can be addressed here in your process for DEI/Equity-hostile institutions or states.
See the Equity Considerations component for details.
What do you already know about the problem you’re targeting in this initiative?
Students currently lack a centralized resource for managing critical deadlines and next steps, particularly for enrollment, billing, and financial aid. This gap leads to missed deadlines, adversely affecting the institution’s retention rates.
How do you know there is a need?
Surveys and feedback from student focus groups consistently highlight difficulties in managing business-related tasks due to fragmented information sources.
What data or analysis already exists? Where are the gaps?
Previous surveys provide insights into student frustrations, but detailed usage data on current resources is lacking. Further research is needed to understand specific user needs and behavior patterns.
Equity Considerations
See the Resource—Data Types in the Data Use Toolkit for ideas on disaggregating data.
Let’s identify what equity considerations might have come up for PSU’s myNextSteps project.
How will this initiative promote diversity, equity, and inclusion within the student body and campus community?
Accessibility: The mobile-friendly resource will be accessible to all students, including those with disabilities.
Equitable Access: Mobile access ensures that students without a personal computer can still use the resource.
Support for All Students: Students may come from backgrounds where assertiveness in institutional settings is not encouraged. This tool provides personalized, clear information, empowering students to manage their own deadlines and stay on track.
Are you framing this from a strengths-based vs. deficit-based perspective?
The initiative adopts a strengths-based perspective by leveraging students’ need for streamlined information to enhance their overall academic experience.
How are you disaggregating your data and tracking different groups and equity gaps?
Data will be disaggregated by demographic groups to analyze usage patterns and identify any disparities in access or engagement, ensuring equitable support for all students.
What data is needed to ensure you aren’t exacerbating attainment gaps?
Collecting baseline data on student engagement and retention rates to measure if the initiative addresses existing gaps or creates new ones.
How do we account for intersectionality and intersectional experiences?
The project will incorporate diverse student voices in the design process to address varying needs and barriers effectively. Focus groups and feedback sessions will include representatives from historically excluded groups to ensure their needs are specifically addressed.
Research Overview
Duplication of effort often occurs at institutions and wastes time and resources. It is always worthwhile to take some time to investigate what institutional knowledge you may not be aware of.
Here are potential resources PSU’s project team might have considered before starting the myNextSteps project:
Previous Projects
Insights from past initiatives aimed at improving student communication tools, highlighting challenges and successful strategies.
Case Studies
Best practices and lessons learned from other universities that implemented similar mobile resources.
Institutional Reports
Analysis of internal reports on previous student support tools and their effectiveness.
Benchmarking Studies
Research on industry standards and successful models for mobile-friendly student resources.
User Feedback
Data and feedback from students regarding existing communication tools and their needs.
Funding
List the funding sources & types. (E.g., soft funding vs. categorical; recurring vs. non-recurring).
This can help you identify gaps and better form a strategy for funding management.
Let’s consider what the Funding section for PSU’s myNextSteps project might have looked like:
How is your project or initiative being funded?
Funding is secured through a combination of institutional grants and external sponsorships. PSU allocated $50,000 for this project, with an additional $30,000 secured from an external sponsor.
Are there other funding sources you have not considered?
Explore additional grant opportunities, such as federal education grants, and seek partnerships with tech companies experienced in education software. These collaborators can reduce costs by leveraging their existing knowledge of educational requirements, state laws, and restrictions. Some may also offer discounted rates or in-kind contributions due to the value of partnering with a university on a student success initiative.
Have you incorporated reporting requirements linked to funding into your practice and timeline?
The project plan includes milestones for financial reporting and compliance checks. For instance, quarterly financial reports are scheduled, and a comprehensive audit is planned six months after project launch to ensure alignment with funder requirements.
Dependencies, Constraints, & Risks
Dependencies are the relationships between tasks or activities within the project or with external elements that affect the project’s progress. They outline what needs to happen before a task can start or finish.
Constraints are limitations or restrictions that can affect the project’s performance and delivery. They define the boundaries within which the project must operate.
Risks are potential events or conditions that could negatively impact the project. Identifying risks in advance helps to assess and plan for these uncertainties.
Review the Project Scope and Timeline components to see how these dependencies, constraints, and risks may affect the overall project.
Focus on the most likely or impactful risks and constraints, and include mitigation strategies, like adding buffer time for potential delays.
Let’s explore some of the dependencies, risks and constraints PSU’s myNextSteps project might have faced.
Dependencies
Constraints
Risks
Risks of Not Doing the Project
Success Conditions
Project Timeline
A project timeline is a visual representation of a project’s chronological sequence of tasks, milestones, and deliverables, typically displayed as a calendar, Gantt chart, or other time-based charts. It outlines when each activity should start and finish, providing a clear schedule for the entire project.
1. Procurement and Buy-in
Time needed to find a development partner, receive an offer, secure budget approval, and finalize the contract through the institution’s administration.
2. Software Development
Time allocated for defining the resource’s requirements and for creating and building the software.
3. Testing and Refinement
Period for testing the software and making necessary adjustments.
4. Internal Training
Training staff on how to use and support the new resource.
5. Student Training
Educating students on how to access and use the resource effectively.
6. Piloting
Running a pilot program to gather initial feedback and make improvements.
7. Full Rollout
Launching the resource to the entire student body.
8. Monitoring
Ongoing observation of the resource’s performance and user engagement.
9. Reporting
Regular updates on progress, usage metrics, and impact on student success.
Key Stakeholders
You can use the Stakeholder Identification Guide section for guidance on who to include as key stakeholders for your project.
Let’s examine a possible overview of stakeholders that PSU’s myNextSteps project might have utilized. The table provides an internal view of stakeholders, while the project charter may include a simplified list with only names and roles.
Stakeholder
Status
Functional & Individual Needs
Key Themes
Level of Information
Students
Impact Group
Easy-to-use tool, clear information, and personalized updates
Tool functionality, updates on deadlines
Detailed, User experience updates
Academic Advisors
Consulted/Informed
Information on how the tool supports student success and integrates with advising
Tool benefits for advising, usage insights
High-level, usage impact, feedback
Student Support Services
Necessary for Success
Alignment with student support strategies, integration with current support systems
Tool’s role in student support, feedback
Detailed, implementation, and feedback
IT Department
Necessary for Success
Technical requirements for integration, support for troubleshooting
Integration process, technical issues
Detailed, technical and integration info
University Leadership
Informed
Project progress, budget, and impact on institutional goals
Budget, strategic impact, project status
High-level, budget updates, decisions
Funders/Sponsors
Consulted/Informed
Compliance with reporting requirements, project milestones
Financial reports, project progress
Detailed, budget, and compliance updates
Development Team
Necessary for Success
Clear project requirements, timeline, and feedback on progress
Development milestones, feedback
Detailed, technical requirements, and progress
Legal/Compliance Team
Consulted/Informed
Ensure the project adheres to legal and regulatory requirements.
Compliance issues, legal implications
Detailed, compliance and regulatory info
External Consultants
Consulted/Informed
Expertise on best practices, feedback on implementation
Best practices, tool effectiveness
High-level, expert recommendations
Project Team Members & Roles
Briefly describe their roles. You can use the Team Management Toolkit for more guidance.
Team members can come from disparate places, spanning departments and functional areas. Don’t be afraid to reach across administrative boundaries.
Data and institutional research people can often enhance an initiative when brought in as full team members rather than kept as arms-length advisors.
Here is an outline of potential team roles and responsibilities for PSU’s myNextSteps project, along with the estimated capacity required for a 6-month timeline (an assumption made for the example). Keep in mind that some individuals may fulfill multiple roles and tasks.
Role
Description
Responsibilities
Link to Communication, Deliverables, & Timeline
Capacity Needed
(6 Months)
Project Lead
Oversees the project, ensuring it stays on track and within scope
UX/UI Designer
Designs the user interface and experience for the mobile resource
Development Lead
Manages software development and integration of the mobile resource
IT Support
Assists with technical integration and ensures compatibility with existing systems
Student Support Services Coordinator
Ensures the tool addresses student needs and gathers feedback for improvements
Content Specialist
Develops and maintains content to ensure it is relevant and accurate
Communications Lead
Manages internal and external communication related to the project
Project Resources
Is the need human, physical, or technological?
What kinds of resources will this project need?
What resources do you already have access to?
What are potential gaps?
Sustainability Plan
Mitigating Impact on Institutional Processes
The integration of the myNextSteps tool with existing student information systems is designed to streamline student support while avoiding disruptions to current operations. This will be achieved by following the comprehensive implementation plan outlined in this charter (see Deliverables and Project Timeline components) agreed upon by all relevant stakeholders, ensuring alignment with IT department protocols and consultation with student support services to minimize process disruptions.
Potential Negative Outcomes
While one risk is the potential exclusion of students with limited digital access or those unfamiliar with the tool, we anticipate minimal impact due to the myNextSteps tool’s mobile-friendly design. Furthermore, the university’s provision of devices ensures broader access. Additional support channels and targeted outreach programs will be implemented to further address any remaining concerns and ensure that all students benefit from the initiative.
Criteria for Extension or Discontinuance
The tool’s continuation will be evaluated based on specific performance metrics and alignment with institutional goals. The project may be discontinued if these goals are unmet and cannot be effectively addressed in the short term.
Evaluation Criteria:
Evaluation Process:
Post-Initiative Evaluation and Continuous Improvement
The project team will establish an initial evaluation framework and baseline metrics. Following the launch, the Admissions team will take over, making necessary adjustments and managing ongoing assessments. This includes quarterly reviews and feedback collection from diverse student groups to ensure the tool’s functionality meets all students’ needs (to include sign-off from Head of Admissions).
Ongoing Operations
The Admissions department will assume responsibility for maintaining and improving the myNextSteps tool post-completion. This team will oversee updates, ensure the tool’s alignment with evolving student needs, and manage the budget for ongoing support (to include sign-off from Head of Admissions).
Ensuring Benefits for Historically Excluded Students
Monitoring tools will be used to track engagement and outcomes for historically excluded student groups. Specific strategies, such as targeted outreach and tailored support, will be employed to ensure these students benefit from the initiative.
Ensuring Accountability
Human Resources & Implementation:
Capacity and Roles:
Additional Considerations:
