Project Charter: ICT Governance Framework
| Document Information |
|
| Document Title |
Project Charter |
| Project Name |
ICT Governance Framework |
| Document Version |
1.0 |
| Document Status |
Draft |
| Created Date |
August 7, 2025 |
| Last Updated |
August 7, 2025 |
| Document Owner |
CBA Consult |
| Prepared By |
ADPA Enterprise Framework |
Executive Summary
The ICT Governance Framework Project aims to establish a comprehensive and unified governance structure for information and communication technology resources across the organization. This framework will enable better alignment between IT initiatives and business objectives, enhance security posture, improve regulatory compliance, and optimize IT resource utilization. By implementing standardized governance processes, the organization will gain better visibility, control, and decision-making capabilities over its IT investments and operations.
Project Purpose
The purpose of the ICT Governance Framework project is to create a structured approach to governing IT resources that ensures technology investments support strategic business objectives while managing risks effectively. The framework will provide a clear set of policies, procedures, roles, and responsibilities for IT decision-making and oversight, establishing accountability and transparency in IT management.
Business Case
Business Need
The organization currently faces several challenges related to IT governance:
- Fragmented decision-making processes for IT investments
- Inconsistent application of security and compliance requirements
- Limited visibility into IT resource utilization and effectiveness
- Difficulty in prioritizing IT initiatives aligned with business strategy
- Compliance gaps with industry regulations and standards
- Inefficient management of cloud resources and security controls
Expected Benefits
The implementation of the ICT Governance Framework is expected to deliver the following benefits:
| Benefit Category |
Description |
Measurable Outcome |
| Strategic Alignment |
Better alignment between IT initiatives and business objectives |
25% increase in IT projects directly supporting strategic business goals |
| Risk Management |
Enhanced management of technology risks |
30% reduction in security incidents and compliance violations |
| Resource Optimization |
Improved allocation and utilization of IT resources |
15% reduction in IT operational costs |
| Performance Improvement |
More effective IT service delivery |
20% improvement in IT service quality metrics |
| Compliance |
Strengthened regulatory compliance |
100% compliance with relevant standards and regulations |
| Decision-making |
More informed and structured IT decision processes |
40% reduction in time to make IT investment decisions |
Financial Benefits Analysis
Following the Framework Enhancement Plan, we have conducted a detailed analysis of financial benefits. The benefits are categorized into three main areas:
1. Cost Avoidance ($750,000 annually)
| Component | Annual Value | Calculation Basis |
|———–|————–|——————-|
| Reduced technology redundancy | $275,000 | Analysis of current duplicate systems ($5.5M annual spend × 5% reduction) |
| Lower integration costs | $225,000 | Current integration projects ($3M annual) × 7.5% efficiency improvement |
| Fewer failed projects | $150,000 | Based on 3-year project failure rate of 12% on $15M portfolio × 8% improvement |
| Decreased security incidents | $50,000 | Average cost per incident ($125K) × expected incident reduction (4 fewer/year) |
| Energy efficiency savings | $50,000 | Data center and end-user computing power consumption × 7% reduction from Green ICT policies |
2. Risk Reduction ($550,000 annually)
| Component | Annual Value | Calculation Basis |
|———–|————–|——————-|
| Security incident reduction | $200,000 | Average incident cost ($125K) × prevention of major incidents (1.6 per year) |
| Lower compliance penalties | $150,000 | Historical compliance issues ($2.5M over 5 years) × 30% reduction |
| Reduced operational disruptions | $100,000 | Average cost per hour of downtime ($50K) × expected reduction (2 hours per year) |
| Mitigated AI-related risks | $50,000 | Potential AI failure costs ($2.5M per major event) × risk reduction factor (2%) |
| Improved environmental compliance | $50,000 | Avoidance of potential regulatory penalties under upcoming ESG regulations |
3. Value Enhancement ($1,000,000 annually)
| Component | Annual Value | Calculation Basis |
|———–|————–|——————-|
| Improved business outcomes | $400,000 | Strategic initiative acceleration delivering benefits 15% sooner ($2.67M × 15%) |
| Faster time-to-market | $250,000 | Revenue impact of 30-day faster deployment on 5 key products per year |
| Enhanced decision quality | $200,000 | Improved capital allocation efficiency (0.5% improvement on $40M annual technology spend) |
| Strengthened ESG positioning | $100,000 | Brand value enhancement and customer preference ($5M revenue impact × 2%) |
| Increased stakeholder trust | $50,000 | Productivity gains from improved adoption of technology solutions |
Financial Summary
| Cost Category |
Year 1 |
Year 2 |
Year 3 |
Total |
| Implementation |
$800,000 |
$275,000 |
$200,000 |
$1,275,000 |
| Ongoing Operations |
$475,000 |
$450,000 |
$425,000 |
$1,350,000 |
| Total Costs |
$1,275,000 |
$725,000 |
$625,000 |
$2,625,000 |
| Expected Benefits |
$800,000 |
$2,000,000 |
$2,300,000 |
$5,100,000 |
| Net Benefit |
($475,000) |
$1,275,000 |
$1,675,000 |
$2,475,000 |
| ROI (3-year) |
|
|
|
94% |
| Payback Period |
|
|
|
15 months |
Benefit Realization Timeline
- Year 1: Initial benefits focused on quick wins in cost avoidance (35% of total benefits)
- Year 2: Acceleration of benefits as core framework components become operational (85% of total benefits)
- Year 3: Full benefit realization across all categories (100% of total benefits)
Benefit Calculation Methodology
- Historical data analysis of current technology spend and operational metrics
- Industry benchmarks from similar governance implementations
- Risk-adjusted projections validated by business unit leaders
- Conservative estimates with 85% confidence factor applied
Project Objectives
Note: For detailed SMART objectives with specific success criteria, KPIs, and value realization targets, refer to the comprehensive Project Objectives Document.
| # |
Objective |
Success Criteria |
Priority |
| 1 |
Establish a comprehensive IT governance structure with clear roles and responsibilities |
Approved RACI matrix for all IT governance functions |
High |
| 2 |
Develop and implement IT governance policies and procedures |
100% of required policies documented and approved |
High |
| 3 |
Implement security and compliance monitoring mechanisms |
Automated compliance dashboard with 95% accuracy |
High |
| 4 |
Create standardized IT decision-making frameworks |
IT decision frameworks documented and in use by all departments |
Medium |
| 5 |
Establish metrics and reporting mechanisms for IT governance |
Monthly governance reports delivered to executive team |
Medium |
| 6 |
Integrate the governance framework with existing management systems |
Integration points documented and implemented |
Medium |
| 7 |
Train stakeholders on governance procedures and tools |
90% of stakeholders trained and certified |
Medium |
| 8 |
Deploy automated tools for governance monitoring and reporting |
Governance dashboard implemented and operational |
Low |
Project Scope
Note: For detailed scope boundaries, deliverables, exclusions, and change control procedures, refer to the comprehensive Project Scope Statement.
In Scope
- Development of IT governance policies, procedures, and standards
- Definition of IT governance organizational structure and roles
- Implementation of IT governance decision-making frameworks
- Creation of IT risk management processes within the governance structure
- Development of IT performance measurement and reporting mechanisms
- Integration with existing IT service management processes
- Training and change management for the new governance framework
- Implementation of supporting tools and technologies for governance
- Integration with cloud security and compliance controls
Out of Scope
- Actual execution of IT projects (the framework governs the process but doesn’t execute projects)
- Detailed technical implementation of security controls (governed but not implemented by this project)
- Changes to core business processes outside of IT governance
- Development of business strategy (the framework aligns with strategy but doesn’t create it)
- Implementation of IT infrastructure changes
- Replacement of existing project management methodologies
Assumptions & Constraints
Assumptions
- Executive sponsorship remains active throughout the project.
- Required SMEs (security, architecture, operations) are available for workshops.
- Existing systems provide sufficient data for baseline assessments.
Constraints
- Budget and timeline per Financial Summary and Project Timeline.
- Regulatory deadlines for compliance improvements in Year 2.
- Change-freeze windows during critical business periods.
Dependencies
- Availability of stakeholder register and engagement plan.
- Integration with ITSM, Identity, and Cloud governance systems.
- Delivery of enabling platforms (APIM, AKS, Data Platform) per roadmap.
Assumptions Log
Project Assumptions
| Assumption ID |
Assumption Description |
Impact if False |
Validation Method |
Owner |
Status |
| ASS-001 |
Stakeholders will provide timely input and feedback during requirements gathering |
Project delays, incomplete requirements |
Regular stakeholder check-ins, formal sign-offs |
Project Manager |
Active |
| ASS-002 |
Azure cloud infrastructure will remain stable and available during implementation |
Implementation delays, additional costs |
Azure service health monitoring, SLA reviews |
IT Infrastructure Team |
Active |
| ASS-003 |
Existing IT staff have sufficient technical skills for framework adoption |
Training costs, implementation delays |
Skills assessment, training needs analysis |
HR Manager |
Active |
| ASS-004 |
Regulatory requirements will remain stable during project duration |
Scope changes, compliance gaps |
Regular regulatory monitoring, legal reviews |
Compliance Officer |
Active |
| ASS-005 |
Budget allocation of $1.275M will be approved and available |
Project cannot proceed, scope reduction |
Budget approval process, financial reviews |
Finance Director |
Active |
| ASS-006 |
Third-party integrations (JIRA, Confluence) will remain compatible |
Integration failures, additional development |
Vendor roadmap reviews, compatibility testing |
Technical Lead |
Active |
| ASS-007 |
Business stakeholders will adopt new governance processes |
Low adoption, reduced ROI |
Change management activities, user feedback |
Change Manager |
Active |
| ASS-008 |
Current IT architecture can support the new governance framework |
Performance issues, additional infrastructure costs |
Architecture assessment, capacity planning |
Enterprise Architect |
Active |
| ASS-009 |
Data quality in existing systems is sufficient for migration |
Data cleanup costs, implementation delays |
Data quality assessment, cleansing activities |
Data Manager |
Active |
| ASS-010 |
Security policies will allow implementation of proposed solutions |
Security delays, design changes |
Security review process, policy validation |
Security Officer |
Active |
Assumption Management Process
- Regular Review: Assumptions reviewed bi-weekly during project status meetings
- Validation Activities: Specific validation methods executed as defined above
- Impact Assessment: If assumptions prove false, impact analysis conducted immediately
- Mitigation Planning: Contingency plans developed for high-risk assumptions
- Stakeholder Communication: Assumption changes communicated to all affected parties
Budget Summary
Project Investment Overview
Total Project Investment: $1,275,000 over 15 months
Expected Annual Value: $2,300,000
Net ROI: 94% in Year 1, 180% annually thereafter
Budget Breakdown by Phase
| Phase |
Duration |
Budget Allocation |
Percentage |
Key Activities |
| Phase 1: Initiation |
4 weeks |
$95,000 |
7.5% |
Charter, stakeholder analysis, initial planning |
| Phase 2: Analysis & Design |
12 weeks |
$382,500 |
30% |
Requirements, architecture, detailed design |
| Phase 3: Development |
32 weeks |
$637,500 |
50% |
Platform development, integration, testing |
| Phase 4: Deployment |
8 weeks |
$127,500 |
10% |
Production deployment, training, go-live |
| Phase 5: Closure |
4 weeks |
$32,500 |
2.5% |
Documentation, lessons learned, handover |
Budget Breakdown by Category
| Category |
Amount |
Percentage |
Description |
| Personnel Costs |
$892,500 |
70% |
Project team salaries, contractors, SME time |
| Technology & Licenses |
$191,250 |
15% |
Software licenses, cloud services, tools |
| Training & Development |
$76,500 |
6% |
Staff training, certification, knowledge transfer |
| External Services |
$63,750 |
5% |
Consulting, specialized services, audits |
| Infrastructure |
$38,250 |
3% |
Hardware, network, security infrastructure |
| Contingency |
$12,750 |
1% |
Risk mitigation, unforeseen expenses |
Detailed Personnel Allocation
| Role |
FTE |
Duration |
Rate/Month |
Total Cost |
| Project Manager |
1.0 |
15 months |
$12,000 |
$180,000 |
| Technical Lead |
1.0 |
15 months |
$15,000 |
$225,000 |
| Senior Developers |
2.0 |
12 months |
$10,000 |
$240,000 |
| Business Analysts |
1.5 |
10 months |
$8,000 |
$120,000 |
| Security Specialist |
0.5 |
8 months |
$12,000 |
$48,000 |
| UX/UI Designer |
0.5 |
6 months |
$9,000 |
$27,000 |
| QA Engineers |
1.0 |
8 months |
$7,500 |
$60,000 |
| DevOps Engineer |
0.5 |
10 months |
$11,000 |
$55,000 |
Technology & Infrastructure Costs
| Item |
Cost |
Duration |
Total |
| Azure Cloud Services |
$8,000/month |
15 months |
$120,000 |
| Development Tools & Licenses |
$15,000 |
One-time |
$15,000 |
| Security & Monitoring Tools |
$3,000/month |
15 months |
$45,000 |
| Integration Platform Licenses |
$750/month |
15 months |
$11,250 |
Value Realization Timeline
| Year |
Investment |
Annual Value |
Cumulative ROI |
| Year 0 |
$1,275,000 |
$0 |
-100% |
| Year 1 |
$0 |
$2,300,000 |
80% |
| Year 2 |
$0 |
$2,300,000 |
260% |
| Year 3 |
$0 |
$2,300,000 |
440% |
Budget Control Measures
- Monthly Budget Reviews: Track actual vs. planned expenditure
- Change Control Process: All budget changes require formal approval
- Contingency Management: 1% contingency for unforeseen expenses
- Vendor Management: Competitive bidding for external services
- Cost Optimization: Regular review of cloud and license costs
Project Deliverables
| Deliverable |
Description |
Acceptance Criteria |
| Governance Framework Documentation |
Comprehensive documentation of the governance framework |
Approved by IT steering committee and legal/compliance teams |
| IT Policy Documentation |
Set of policies covering all aspects of IT governance |
Policies meet regulatory requirements and industry standards |
| RACI Matrix |
Matrix defining roles and responsibilities for governance activities |
Approved by executive stakeholders and department heads |
| Decision-Making Frameworks |
Structured approaches for different types of IT decisions |
Successfully used in at least 3 test decision scenarios |
| IT Governance Organization Structure |
Defined committees, roles and reporting relationships |
Approved by executive management |
| Governance Metrics Dashboard |
Reporting system for governance metrics |
Accurate reporting of key governance metrics |
| Implementation Roadmap |
Phased approach for implementing the governance framework |
Clear milestones with measurable success criteria |
| Training Materials |
Materials for training stakeholders on the framework |
Comprehensive coverage of all governance aspects |
| Governance Tools Implementation |
Configured tools to support governance processes |
Tools implemented and operational |
Project Timeline
| Phase |
Start Date |
End Date |
Key Milestones |
| Initiation |
2025-08-15 |
2025-09-15 |
Project charter approval, Stakeholder register complete |
| Assessment & Analysis |
2025-09-16 |
2025-10-31 |
Current state assessment complete, Gap analysis finished |
| Design |
2025-11-01 |
2026-01-15 |
Framework design approved, Policies drafted |
| Implementation (Phase 1) |
2026-01-16 |
2026-03-31 |
Core governance structure implemented, Initial policies deployed |
| Implementation (Phase 2) |
2026-04-01 |
2026-06-30 |
Reporting mechanisms implemented, Tools deployed |
| Training & Transition |
2026-07-01 |
2026-08-31 |
Training completed, Framework operational |
| Closeout |
2026-09-01 |
2026-09-30 |
Project review complete, Transition to operations |
Communication Plan
| Audience |
Purpose |
Channel |
Cadence |
Artifacts |
| Executive Sponsors |
Status, risks, decisions |
Executive report, mtg |
Monthly / ad hoc |
Exec status deck; decision log |
| Steering Committee |
Governance and scope decisions |
Committee meeting |
Monthly |
Decision log; milestone status |
| PMO / Project Team |
Delivery coordination |
ADO boards, standups |
Weekly |
Sprint board; burn-up; RAID log |
| Stakeholders/Business |
Adoption and change readiness |
Town halls, email |
Major milestones |
FAQs; training plan; release notes |
References
- stakeholder-management/stakeholder-register.md
- management-plans/communication-management-plan.md
- planning-artifacts/schedule-development-input.md
- project-charter/project-scope-statement.md
- project-charter/project-objectives-document.md
High-Level Risks
| Risk ID |
Risk Description |
Probability |
Impact |
Risk Score |
Mitigation Strategy |
| R1 |
Resistance to governance processes from stakeholders |
High |
High |
High |
Strong change management and executive sponsorship |
| R2 |
Insufficient resources allocated to implementation |
Medium |
High |
High |
Secure resource commitments upfront with contingency |
| R3 |
Governance framework too complex for adoption |
Medium |
High |
High |
Focus on simplicity and incremental implementation |
| R4 |
Competing organizational initiatives impacting timeline |
Medium |
Medium |
Medium |
Coordinate with PMO and secure executive prioritization |
| R5 |
Changing regulatory requirements during implementation |
Low |
High |
Medium |
Regular compliance reviews and adaptive framework design |
| R6 |
Inadequate tool support for governance processes |
Medium |
Medium |
Medium |
Early evaluation and pilot testing of tools |
| R7 |
Loss of key project personnel |
Low |
Medium |
Low |
Knowledge sharing and documentation throughout project |
Project Organization
Project Governance Structure
| Role |
Responsibility |
Name/Position |
| Executive Sponsor |
Ultimate authority, resolves escalated issues |
CIO |
| Project Steering Committee |
Strategic direction, major decisions |
CIO, CFO, CISO, Business Unit Heads |
| Project Manager |
Day-to-day management, reporting |
TBD |
| Technical Lead |
Technical guidance and oversight |
IT Architecture Director |
| Change Manager |
Manage organizational change aspects |
Organizational Change Director |
| Quality Assurance |
Ensure deliverable quality |
Quality Manager |
RACI Matrix
| Activity |
Executive Sponsor |
Steering Committee |
Project Manager |
Technical Lead |
Change Manager |
Business Stakeholders |
| Charter Approval |
A |
C |
R |
C |
I |
I |
| Requirements Definition |
I |
C |
A |
R |
C |
R |
| Framework Design |
I |
A |
R |
R |
C |
C |
| Policy Development |
I |
A |
R |
C |
C |
C |
| Implementation Planning |
I |
A |
R |
R |
C |
C |
| Tool Selection |
I |
A |
R |
R |
I |
C |
| Change Management |
I |
A |
C |
I |
R |
C |
| Training |
I |
I |
A |
C |
R |
C |
| Progress Reporting |
I |
A |
R |
C |
C |
I |
| Final Acceptance |
A |
R |
R |
C |
C |
C |
R = Responsible, A = Accountable, C = Consulted, I = Informed
This project charter requires formal approval from all designated authorities as outlined in the Formal Approval Process (CHARTER-APPROVAL-001). The charter will not be considered officially approved until all required signatures are obtained.
Executive Level Approvals
| Authority |
Name |
Role |
Signature |
Date |
Status |
| Executive Sponsor |
[CIO Name] |
Chief Information Officer |
______ |
____ |
Pending |
| Business Sponsor |
[CFO Name] |
Chief Financial Officer |
______ |
____ |
Pending |
Governance Body Approvals
| Authority |
Chair/Representative |
Signature |
Date |
Status |
| ICT Governance Council |
[Council Chair] |
______ |
____ |
Pending |
| Risk and Compliance Committee |
[Committee Chair] |
______ |
____ |
Pending |
| Architecture Review Board |
[ARB Chair] |
______ |
____ |
Pending |
Project Management Approval
| Authority |
Name |
Role |
Signature |
Date |
Status |
| Project Manager |
[PM Name] |
Project Manager |
______ |
____ |
Pending |
Approval Certification
By signing below, each authority certifies that:
- They have reviewed the complete project charter and supporting documentation
- The project aligns with organizational strategy and governance requirements
- Required resources and support will be provided as outlined
- The project is authorized to proceed upon completion of all approvals
Final Approval Summary
Charter Status: Pending Formal Approval
Approval Process Reference: CHARTER-APPROVAL-001
Expected Approval Completion: January 26, 2025
Project Commencement: Upon final approval completion
For detailed approval process, criteria, and tracking, refer to:
Generated by ADPA Enterprise Framework Automation on August 7, 2025