Project Board Terms of Reference
1. Function
The function of the Project Board is to make executive decisions to ensure that the
project:
 Remains on track.
 Status and current reported progress are reviewed against the project plan and
budget.
 Key risks and issues are reviewed and resolved.
 Budgetary strategy is approved.
 Benefits are defined and realised.
 Quality outputs are monitored.
Day-to-day operations of the project are the Project Manager’s responsibility.
2. Membership
 The Project Sponsor chairs the Project Board, and is the ultimate decision maker
within the project.
 At the Sponsors discretion, a minimum of 2 Board members and the Project
Manager are required to enable a Project Board meeting to be held.
 The Project Manager is an officer of the board and attends all Project Board
meetings.
3. Meeting Protocol
Frequency
 Frequency of the meetings are set by the Project Sponsor with recommendations
by the Project Manager. Often meetings are held on a monthly basis throughout
the life of the project
 A Project Board does not always have to meet face-to-face, e.g. for an urgent
exception it could make decisions via email.
Agenda Items
 The agenda should be sent prior to the meeting to enable it to be run in a structured
manner.
 The Project Manager will distribute a Project Status Report prior to Project Board
meetings so that members can be prepared for the meeting.
Notes
 The notes of Project Board meetings shall record decisions made, and actions
agreed, including who is responsible and date of completion.
 The notes are to be issued promptly after the meeting so they can be used
effectively.
For further information see ‘Roles and Responsibilities’ and the ‘IT Services Project
Management Framework’ documents.
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IT PROJECTS AND PROGRAMMES
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