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Review Project Audit Results

Key Question: How current is the project charter?

"As we mentioned in the previous chapter, every time there is a change to the project, that change should be reflected in the charter. You may find you do have a project charter, but it is the original document probably used to justify the funding of the project. In this case it is extremely important to bring the project charter up-to-date to reflect the most current snapshot of the project's scope and business case. Again, it is time to assemble the project management team to review all documentation that may have affected to project's logical scope, expected deliverables, cost, schedule and affected organizations. Some places to look include:

  • Project change requests
  • Interview notes
  • Facilitated session notes
  • Status meeting minutes
  • General meeting minutes
  • Correspondence
  • E-mail
  • Project notebook
  • Change requests that may have never made it into the change management process"

"Once these project artifacts have been reviewed, the team should begin the process of reconstructing the project charter. Once the charter has been completed, it should again go through the approval process in order to gain consensus among the extended project team. After the new charter receives approval, you should put a policy in place that all scope changes go through the change management process and that process is not final until the project charter is appropriately updated. After the project management team has gone through this tedious reconstruction process, you will not have much opposition to this policy, if any at all."

"Another way to ensure the project charter remains current is to have the entire project team read it once a week. Encourage the project team members to communicate any changes or obsolescence they see in the charter to the project manager so the project charter can then be updated via the change control process. This practice will also produce another beneficial result in that the project team will remain focused on the items within the charter and therefore the tasks they need to accomplish as well."

The above is an excerpt from a book written by Sanjiv Purba and Joseph Zucchero, published by McGraw-Hill/Osborne, 2100 Powell Street, 10th Floor, Emeryville, California 94608 U.S.A. Sanjiv has over 20 years of experience managing large projects and many years engaged in rescuing ailing projects.