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OrOrganizational Project Management Reference

Organizational Project Management ReferenceI

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UPCopyright 2003 by Info-Tech Research Group

All rights reserved.

No part of this book may be produced or transmitted in any form by any means graphic, electronic, or mechanical without permission in writing from the publisher, except by a reviewer who may quote brief passages in a review.

Printed in Canada

First edition: October 2003

Cataloguing in Publication DataInfo-Tech Research Group, 2003-

Effective Project Management: Tools, Templates and Best Practices

ISBN 0-9730108-8-6

To order please contact:

Info-Tech Research [email protected]

Organizational Project Management Reference

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Table of Contents

Small Project Methodology Reference ..............................................................3Project Initiation Phase .............................................................................................4

5.3_B: Project Charter ...........................................................................................5

Project Planning Phase .............................................................................................7

5.4_B: Project Plan ...............................................................................................9

5.8_D: Work Breakdown Structure Template......................................................13

5.13_B: Quality Plan ...........................................................................................16

5.14_B: Communications Plan............................................................................18

5.16_D: Project Budget Estimate ........................................................................20

Project Execution Phase .........................................................................................21

5.17_B: Project Status Report .............................................................................22

Project Control Phase .............................................................................................24

Project Closure Phase ............................................................................................25

5.20_B: Project Closure Report ..........................................................................26

Medium Project Methodology Reference.....................................................................31

Project Initiation Phase ...........................................................................................33

5.1_B: Project Concept Document ......................................................................35

5.3_B: Project Charter .........................................................................................38

Project Planning Phase ...........................................................................................40

5.4_D: Project Definition Statement ....................................................................43

5.4_D: Project Plan..............................................................................................48

5.6_D: Project Scope Statement .........................................................................53

5.7_B: Critical Success Factors...........................................................................55

5.8_D: Work Breakdown Structure Template ......................................................57

5.9_B: Cost Benefit Analysis ...............................................................................60

5.10_B: Resource Plan........................................................................................62

5.11_B: Risk Management Plan ..........................................................................63

5.12_B: Procurement Plan ..................................................................................66

5.13_D: Quality Plan............................................................................................67

5.14_D: Communications Plan ............................................................................69

5.15_B: Configuration Management Plan............................................................72

Table of Contents

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5.16_D: Project Budget Estimate ........................................................................74

Project Execution Phase.........................................................................................75

5.17_D: Project Status Report.............................................................................76

Project Control Phase .............................................................................................79

5.18_B: Change Control Request .......................................................................80

5.19_B: Issue Document.....................................................................................82

Project Closure Phase ............................................................................................84

5.20_D: Project Closure Report...........................................................................85

Large Project Methodology Reference.....................................................91Project Initiation Phase...........................................................................................93

5.1_D: Project Concept Document ......................................................................95

5.2_D: Project Feasibility Document .................................................................100

5.3_B: Project Charter .......................................................................................104

Project Planning Phase.........................................................................................106

5.4_D: Project Definition Statement ..................................................................109

5.4_D: Project Plan............................................................................................ 114

5.6_D: Project Scope Statement .......................................................................120

5.7_D: Critical Success Factors ........................................................................122

5.8_D: Work Breakdown Structure Template ....................................................124

5.9_D: Cost Benefit Analysis .............................................................................127

5.10_D: Resource Plan .....................................................................................130

5.11_D: Risk Management Plan ........................................................................132

5.12_D: Procurement Plan ................................................................................136

5.13_D: Quality Plan..........................................................................................138

5.14_D: Communications Plan ..........................................................................140

5.15_D: Configuration Management Plan .........................................................143

5.16_D: Project Budget Estimate ......................................................................145

Project Execution Phase.......................................................................................146

5.17_D: Project Status Report ..........................................................................147

Project Control Phase ...........................................................................................150

5.18_D: Change Control Request......................................................................151


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5.19_D: Issue Document ...................................................................................155

Project Closure Phase ..........................................................................................158

5.20_D: Project Closure Report.........................................................................160

Table of Contents


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About the Organizational Project Management Reference BookThis book has been created to provide an easy to use reference guide for project managers utilizing Info-Tech Research Groups Effective Project Management: Tools, Templates and Best Practices methodology.

It has been designed to be flexible enough to be used for all types of projects across all departments within your organization.

Please keep in mind that this book should be used as a reference only. For greater detail on any topic found in this reference, please refer to Effective Project Management: Tools, Templates and Best Practices Methodology and Background.

How to use this Reference Book

Included in this book is a section for each of small, medium and large projects. Each section begins with a list of project characteristics, mapping to the following:

Number of full time employees

Duration

Schedule

Complexity

Strategic importance

Political ramifications

Budget

Impact on other business units

Dependencies on other projects.

Each section also has a checklist of deliverables for each of the project management phases: initiation, planning, execution, control and closure.

Every section has been sub-divided into the project management phases. Each subsection contains a brief description of the phase, a list of process expected to be carried out, and a list of phase deliverables. A list of project manager roles and responsibilities are also provided for each phase.

Finally, a template for each deliverable required for that particular project size and phase is enclosed.


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Small Project Methodology ReferenceWe have classified a small project generally as having the following characteristics:

Involves no more than two full time employees

Is less than six months in duration

Schedule is flexible

Complexity of the project is relatively low

Has no significant strategic importance

No political ramifications exist regardless of whether the project proceeds or not

Possesses a relatively small budget

Likely impacts only a singe business unit

Has no significant dependencies or relation to other projects.

Projects with these characteristics obviously require less documentation, with less detail. The steps outlined below will provide you with a methodology for managing projects like this through all five stages project management.

Small Project Checklist

Stage Deliverables Initiation

Project Charter

Planning

Project Plan

Work Breakdown Structure

Quality Plan

Communications Plan

Budget Estimate

Execution

Project Status Report

Control

No Deliverables

Closure

Project Closure Report

Small Project Methodology Reference


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Project Initiation PhaseThe Project Initiation Phase is the conceptual element of project management. The purpose of the Initiation Phase is to specify what the project should accomplish and to gain management support.

Project Initiation Phase Processes

Project Sponsor Identified The sponsor is an executive responsible for the strategic direction of a project. It is generally the sponsors responsibility to prepare the Project Charter document.

Business Need Identified The need/opportunity statement should provide a general discussion, in business terms, of the needs or opportunities that are to be addressed.

Project Scope Identified The scope should provide a concise, measurable statement of what the project will accomplish, and, if appropriate, what it will not try to accomplish.

Stakeholders Identified The Stakeholders are individuals and organizations that have a vested interest in the success of the project. They may exist both within and outside the organization.

Project Risks Identified It is advisable to perform and document an initial risk assessment to identify, quantify and establish mitigation strategies for high-level risk events that could adversely affect the outcome of the project.

Project Initiation Phase Deliverables

Project Charter The Project Charter is created to formally communicate the existence of the project. The Project Charter is issued at the end of the Initiation Phase or the beginning of the Planning Phase of a project and is used as the basis to create the Project Plan.

An example of the project charter can be found on the next page.

Project Manager Roles and Responsibilities (or Project Sponsor if a project manager has yet to be selected)

Develop Project Charter


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5.3_B: Project Charter

A. General Information

Information to be provided in this section gives a specific name to the project as well as pertinent information about the personnel involved.

Project Name: _________________________ Date: ____________________________

Controlling Dept: _______________________ Modification Date: __________________

Prepared by: __________________________ Authorized by: _____________________

B. Project Overview

List the major objectives of the project i.e. the situation anticipated to be in place at the end of the project. This may include business results, which will have been achieved, changes which will have been accomplished, or information which will have been gathered.

C. Business Need or Opportunity

This section defines what business need or opportunity exists, which this project will address. Briefly outline, in the space below what objectives this project is meant to meet.



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D. Major Deliverables

List all items that will be produced during or at the end of the project.

E. Signatures

The signatures of the people below relay an understanding in the purpose and content of this document by those signing it. By signing this document you agree to this as the formal Charter statement to begin work on the project described within, and commitment of the necessary resources.

Name/Title Signature Date


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Project Planning PhaseThe purpose of the Project Planning Phase is to identify and document scope, business requirements, tasks, schedules, costs, risk, quality, and staffing needs. This process should continue until all relevant areas of the chartered project have been addressed.

Project Planning Phase Processes

Project Manager Assigned A project managers skills and actions are a direct reflection of the organizations commitment and competence in project management.

Project Schedule Formalized The project manager will identify activities and activity sequences based on project scope and deliverables.

Resource Requirements Identified All facility, infrastructure, equipment, material and human resource requirements of the project need to be identified and documented.

Project Planning Phase Deliverables

Project Plan A Project Plan is a formal, consolidation of Project Planning documents that is used to manage and control a project. It should be as accurate and complete as possible without being several volumes in length. The Project Plan documents the pertinent information associated with the project.

Work Breakdown Structure The Work Breakdown Structure is a deliverable-oriented document that is used to break down the work to be done within the project to a manageable level.

Quality Plan Quality Planning is the process of identifying which quality standards are relevant to the project and determines how to satisfy them. The result of this process is a document called the Quality Plan.

Communications Plan Communications Planning involves defining the information needs of project stakeholders as well as which people need what information, when it will be needed and how they will get it. A Communications Plan will be drafted as a result of this effort.

Budget Estimate Budget Planning is the determination of costs associated with the defined activities. The steps associated with budgeting are highly dependent upon both the estimated lengths of tasks and the resources assigned to the project. This process results in a documented budget estimate.

Project Manager Roles and Responsibilities

Develop brief Project Plan.

Creation of a Work Breakdown Structure.



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Develop or assist in the development of a Budget Estimate, Communications Plan, and Quality Plan.

Ensure that management, customers, affected departments and contractors agree to project commitments.

Assign resources to project and assign work packages.


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5.4_B: Project Plan


Information in the project summary areas that was drafted during the project concept phase should be included here. Information includes the project name, original estimates, plan revision numbers, points of contact, etc.




Prime Contractor: ______________________ Date Awarded: _____________________

Points of Contact

This should be the list of individuals that will be involved with the project during the Execution Phase.

Position Name Phone E-mail

Project Manager

Senior Management SponsorProject Team MemberProject Team Member

Customers/End Users:

Other Stakeholders:

Other:

B. Executive Summary

Information in the project summary areas was started during the project concept phase and should be included here. Information includes the project name, original estimates, plan revision numbers, points of contact, etc.



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Business Need/Problem

Statement of Work

Project Objectives

Project Approach

C. Additional Project Requirements

Provides a detailed listing of project requirements with references to the Statement of Work, the Work Breakdown Structure, and specifications. This would also include any mechanisms used to assist in the management control over the project. Escalation procedures, cyclical management reporting, and project status reports should also be included.


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No. Requirement SOW ReferenceTask

ReferenceSpecification

ReferenceDate

CompletedComments/ Clarification

1.

2.

3.

4.

5.

D. Technical Project Components

Provide a detailed listing of the requirements definition, specifications, design, and implementation and training plans for inclusion into the project activities.

E. Signatures

The signatures of the people below relay an understanding in the purpose and content of this document by those signing it. By signing this document you agree to this as the formal Project Plan.




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F. Project Plan Documents Summary

Check the box for each document included with the project plan.

Project Scope Statement Provides a documented description of the project output, approach, and content.

Work Breakdown Structure Describes a deliverable-oriented grouping of project elements which organize and define the total scope of the project.

Project Schedule Provides the project schedule using a Gantt chart. The schedule must include milestones, task dependencies, task duration, work product delivery dates, quality milestones, configuration management milestones, and action items.

Quality Plan Provides a plan that defines the person(s) responsible for project quality assurance, procedures used, and resources required to conduct quality assurance.

Communications Plan Defines the information needs of the project stakeholders, and the project team by documenting what, when, and how the information will be distributed.

Project Budget Estimate Describes cost and budget considerations including an overview, additional resource requirements, and estimated cost at completion.


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5.8_D: Work Breakdown Structure Template


Information to be provided in this section is general in nature and provides the necessary information about the organization of the proposed project and project participants.




WBS Element Activity/Task Name

Effort / Duration Resource names Cost

1.0 Initiation

2.0 Planning



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3.0 Execution


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4.0 Control

5.0 Closeout



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5.13_B: Quality Plan






B. Project Scope

Describe the project, either by inserting the Project Scope Statement or by providing a summary description of the overall project, its objectives, its customers or end users, and their business needs.

C. Quality Assurance Activities

Define Quality Assurance activities for the project including test and acceptance processes, documentation and operational support transition, milestone checklist, requirement verification processes, schedule and communication activities, and continuous improvement processes.


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D. Project Team Quality Responsibilities

Describe quality-related responsibilities of the project team including specific tasks such as acceptance test, audit, review and checklist responsibility assignments.



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5.14_B: Communications Plan






B. Timeliness

Describe how quickly and how often the project information will need to be communicated to the following:

Stakeholders

Project Sponsor

Project Manager

Project Team


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C. Information Type

Describe how different types of information will be disseminated. (Voice, electronic mail, spreadsheet, formal presentation.)

D. Length of Involvement

Describe how long individual stakeholders will continue to receive information on the project.

E. Method for Updating the Communications Plan

Describe how and when the Communications Plan will be updated throughout the project.



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5.16_D: Project Budget Estimate

Project Name: __________________________

Controlling Dept: ________________________

Prepared by: ___________________________

Date: ________________________

Project Task Labor HoursLabor Cost

Material Cost

Travel Cost

Other Cost

Total per Task

0.00

0.00

0.00

0.00

0.00

0.00

0.00

0.00

Sub-totals 0.00 0.00 0.00 0.00 0.00

Risk (Contingency)

Comments: (List assumptions for costs as appropriate)


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Project Execution PhaseThe Execution Phase is when the actual work is done to create the product of the project. During Project Execution, the project effort focuses on participating in, observing, and analyzing the work being done.

Project Execution Phase Processes

Project Work Documented A central repository for all project deliverables and work products should be created for tracking purposes.

Project Execution Phase Deliverables

Project Status Report Status Reports are the means by which the project team, the contractors, and executive management stay informed about the progress and key activities required to successfully complete the project.


Manage day-to-day tasks and provide direction to team members performing work on the project.

Regularly review project status (executive status reports do not usually require detail information) comparing budgeted to actual values.

Ensure that Project Plan is updated and signed off as needed.



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5.17_B: Project Status Report






B. Overall Project Assessment:

Category Assessment Previous

Schedule

Milestones/Deliverables

Staffing

Quality

Assessment is rated in terms of a color code, where:Green = no issues or issues are being addressed are under control.

Yellow = there is an issue, current or emerging, which may impact the project if not addressed.

Red = there is an issue, current or emerging, which has or will impact the project unless immediate action is taken.

Reporting Period: From: To:

C. Significant Accomplishments for Current Period


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D. Planned Activities for Next Period

F. Technical Status/Issues

Identify technical issues impacting the project. Attach any relevant issues documents to this status report.

G. Previous Action Items

H. Risk Management Update/Status



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Project Control PhaseProject Control involves managing the processes that compare actual project performance with planned performance and taking corrective action to yield the desired outcome when significant differences exist.

Project Control Phase Processes

Project Deliverables Managed Provide an assessment of existing project deliverables, indicating whether there are no issues, potential issues or existing issues.

Project Schedule Managed Provide an assessment of existing project schedule, indicating whether there are no issues, potential issues or existing issues.

Project Resources Managed Provide an assessment of existing project resources (generally only refers to staffing in a small project), indicating whether there are no issues, potential issues or existing issues.

Project Quality Managed Provide an assessment of existing project quality, indicating whether there are no issues, potential issues or existing issues.

Project Control Phase Deliverables

There are no associated deliverables with small project control.


Make changes and recommendations to budgets and schedules as needed.

Review project risks and establish mitigation procedures.


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Project Closure PhaseThe Project Closure Phase involves the administrative and financial efforts needed to close out a project after the work has been completed. Also during the Closeout Phase, the product is transferred to the customer

Project Control Phase Processes

Project Closure Formalized Upon completion all small projects must be formally closed, and accepted by the sponsor.

Project Control Phase Deliverables

Project Closure Report A Project Closure Report documents the successes and failures of the project. It provides a historical record of the planned and actual budget and schedule. Other selected metrics on the project can also be collected, based upon organizational procedures.


Obtain customer and management sign-off.

Close out any open action items.

Develop Project Closure Report.

Close out any financial accounts or charge codes.

Archive all project data.

Assist as needed with any post-project delivery audits.

Assist Contract Administrator(s) in contract closeout.

Assist in resource transition from the project.

Celebrate success.



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5.20_B: Project Closure Report


Information to be provided in this section is general in nature and provides the necessary information about the organization of the project and project participants.




B. Staffing and Skills

Describe how the staffing and skill needs for this project were determined and managed. Describe the changes to these needs during the project.

C. Schedule Maintenance

Provide the baseline project schedules and final project schedules (add attachments if necessary). Describe the process used for controlling schedules as well as actions taken to correct any problems.

Project Schedule General Discussion


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Schedule Corrective Actions

D. Cost Management

Describe cost and budget results of the project in comparison to the baseline.

Cost Budget Overview

Corrective Actions

E. Risk Management

Provide a description of the major risks identified for the project and how they were handled.

Risk Identification and Mitigation



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Risk Impact

F. Quality Control

Describe how quality assurance was involved in this project.

G. Communications Management

Describe the project communication process, its effectiveness and any changes that had to be made to the communications plan during the project.

H. Customer/End User Expectations Management

Describe how customer or end user expectations were managed. Were expectations clear from the beginning? How were expectations different than expected?


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I. Project Sign-Off

Delineates that the functional areas of the project team have taken all the steps to provide deliverables and that project activities are closed out.




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Medium Project Methodology ReferenceWe have classified a medium project generally as having the following characteristics:

Involves between two and five full-time employees

Is between six months and one year in duration

Schedule can withstand minor variations but deadlines are firm

The problem may be difficult to define OR the solution difficult to achieve

Has some impact on the business and may relate to the organizational strategic plan

Possesses some political ramifications

Possesses a medium-sized budget

Likely impacts multiple business units

Has some significant dependencies or relation to other projects, but likely low-risk.

Projects with these characteristics require more documentation, with more detail than that required of a small project. The steps outlined below will provide you with a methodology for managing projects like this through all five stages project management.



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Medium Project Checklist

Stage Deliverables

Initiation

Project Concept Document

Project Charter

Planning

Project Definition Statement

Project Plan

Project Scope Statement

Critical Success Factors

Work Breakdown Structure

Cost Benefit Analysis

Resource Plan

Risk Management Plan

Procurement Plan

Quality Plan

Communications Plan

Configuration Management Plan

Budget Estimate

Execution

Project Status Report

Control

Change Control Request

Issue Document

Closure

Project Closure Report


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Project Initiation PhaseThe Project Initiation Phase is the conceptual element of project management. The purpose of the Initiation Phase is to specify what the project should accomplish and to gain management support.

Project Initiation Phase Processes

Project Sponsor Identified The sponsor is an executive responsible for the strategic direction of a project. It is generally the sponsors responsibility to prepare the Project Charter document.

Business Need Identified The need/opportunity statement should provide a general discussion, in business terms, of the needs or opportunities that are to be addressed.

Business Objectives Identified Business objectives define the results that must be achieved for a proposed solution to effectively respond to the need/opportunity.

Project Scope Identified The scope should provide a concise, measurable statement of what the project will accomplish, and, if appropriate, what it will not try to accomplish.

Project Objectives Identified Define the objectives of the project as they relate to the goals and objectives of the organization.

Project Constraints & Assumptions Identified All projects have constraints, and these need to be defined from the outset. Projects have resource limits in terms of people, money, time and equipment.

Stakeholders Identified The Stakeholders are individuals and organizations that have a vested interest in the success of the project. They may exist both within and outside the organization.

Project Risks Identified It is advisable to perform and document an initial risk assessment to identify, quantify and establish mitigation strategies for high-level risk events that could adversely affect the outcome of the project.

Project Costs Determined In the initiation stage, any cost determination is expected to be estimated. You need to estimate the one-time development and acquisition costs and the ongoing maintenance and operations costs expected to be associated with the project.

Preliminary Schedule Defined Identify the high-level tasks for the project as well as develop a schedule that includes the duration of critical tasks, major management decision points and milestones.



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Project Initiation Phase Deliverables

Project Charter The Project Charter is created to formally communicate the existence of the project. The Project Charter is issued at the end of the Initiation Phase / beginning of the Planning Phase of a project and is used as the basis to create the Project Plan.

Project Concept Document The Project Concept Document is the foundation for making the decision to initiate a project. It describes the project purpose and high level planning information to determine project viability.

Project Manager Roles and Responsibilities (or Project Sponsor if a project manager has yet to be selected)

Develop Project Concept Document and Project Charter

Define project success criteria

Document project constraints

Document project assumptions


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5.1_B: Project Concept Document


Information to be provided in this section is general in nature and provides the necessary information about the organization of the project and project participants.




Project Size Determination:

Small: Medium: Large:

Points of Contact

Please list the individuals who will be responsible for this project during its concept stages, as appropriate. This will be the group of individuals that meets to review and discuss the project statement and sizing.

Position Name/Organization Phone E-mail

Project Manager

Project Sponsor

DepartmentalManagement

Project Team

ConfigurationManagement

Quality Assurance

Customer



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B. Purpose

Information in this section discusses the reasons the Project Concept Document has been created and what the project is intended to accomplish.

Business Problem: All projects start with a business problem/issue to solve.

Statement of Work: The statement should be short and to the point. It should not contain language or terminology that might be misunderstood.

Project Objectives: Provide a brief, concise list of what the project is to accomplish.

The project objectives are a detailed version of the statement of work. Taken with the statement of work, the objectives define the boundaries (scope) of the project. The objective statement can also be seen as a decomposition of the statement of work into a set of necessary and sufficient objective statements, including:

Outcome - Be specific in targeting an objective

Metrics - Establish a measurable indicator(s) of the progress

Ownership - Make the object assignable to a person for completion

Timeframe - State what can realistically be done with available resources


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Product Description Statement: A high-level description of the characteristics of the product/process to be created.

C. Critical Success Factors

This section is used to list high-level factors that will determine the success of the project. A more detailed description of these factors will be created in the Planning Phase.

This part of the project statement should answer the question, Why do we want this project? It is essential that the criteria be quantifiable and measurable and, if possible, related to business value. Best choices for success criteria are what the bottom-line impact of the project will be.

D. Planning Information (internal department use)

This section reviews the high-level activities of the project with respect to the dates, durations, cost, etc. for future considerations.

Provide a draft list of activities to complete the concept and planning phases list. There should be approximately 2 to 10 tasks.

Attach a schedule for these tasks if available.

Activity # # of Days Estimated CostActivity

Description Milestone

Medium Project Methodology Reference


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5.3_B: Project Charter






B. Project Overview

List the major objectives of the project i.e. the situation anticipated to be in place at the end of the project. This may include business results, which will have been achieved, changes which will have been accomplished, or information which will have been gathered.

C. Business Need or Opportunity

This section defines what business need or opportunity exists, which this project will address. Briefly outline, in the space below what objectives this project is meant to meet.


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D. Major Deliverables

List all items that will be produced during or at the end of the project.

E. Signatures





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Project Planning PhaseThe purpose of the Project Planning Phase is to identify and document scope, business requirements, tasks, schedules, costs, risk, quality, and staffing needs. This process should continue until all relevant areas of the chartered project have been addressed.

Project Planning Phase Processes

Project Manager Assigned A project managers skills and actions are a direct reflection of the organizations commitment and competence in project management.

Project Scope Documented Define all deliverables and milestones, and develop a deliverable acceptance process and a process for acceptance of systems.

Procurement Strategy Defined A procurement strategy answers the questions of what to procure, when to procure, how to procure and how much to procure.

Project Schedule Formalized The project manager will identify activities and activity sequences based on project scope and deliverables.

Resource Requirements Identified All facility, infrastructure, equipment, material and human resource requirements of the project need to be identified and documented.

Project Milestones Documented Project milestone documentation includes the establishment of management checkpoints or milestones with clearly defined dates to measure progress.

Project Budget Identified Identify the applicable cost factors associated with project tasks. The development of costs for each task should be simple and direct and consist of labor, material and other direct costs.

Project Risks Formalized Define the approach, tools and data sources used to perform risk management on this project, identify potential project risks and assess impact and probability of risks occurring

Issue Identification/Resolution Process Defined Determine issue management approach and define issue documentation procedures (e.g., Issue document and Issue Log)

Scope Change Process Defined Define the process for identifying and documenting (e.g., Scope Change Request and Scope Change Request Log) potential changes to scope as well as the process for review and approval of scope change.

Quality Management Process Defined Define the project quality standards as well as how they will be met. A process must be determined to evaluate overall project performance on a regular basis to provide confidence that the project will satisfy the relevant quality standards.

Communication Procedures Defined Communication procedures include who


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needs what information, when the information is needed as well as how to communicate information (memo, e-mail, weekly/monthly meetings, etc.).

Project Plan Formalized The project plan consolidates the outcomes from planning stage activities and incorporates business case components.

Project Planning Phase Deliverables

Project Definition Statement The Project Definition Statement is created to formally communicate the existence of the project. Similar to the Project Charter, the Project Definition Statement is created at the beginning of the Planning Phase of a project and is used as the basis to create the Project Plan

Project Plan A Project Plan is a formal, consolidation of Project Planning documents that is used to manage and control a project. It should be as accurate and complete as possible without being several volumes in length. The Project Plan documents the pertinent information associated with the project.

Project Scope Statement Define the need within the organization to understand the objective of the product/process being created and where this new project fits into the organization objectives. This is also the time when business requirements are formalized.

Critical Success Factors The Critical Success Factors document formalizes the identification of project critical success factors and ensures that all members of the team (including stakeholders) understand, accept, and are committed to.

Work Breakdown Structure The Work Breakdown Structure is a deliverable-oriented document that is used to break down the work to be done within the project to a manageable level.

Cost Benefit Analysis A Cost Benefit Analysis includes information to make a balanced decision about the cost and benefits, or value, of various economic choices about various alternatives within project activities/tasks.

Resource Plan Resource planning involves the ability to plan and manage the resources required to deliver the project. This starts with the assignment of a project manager and includes the management of the resources assigned to that manager.

Risk Management Plan Risk planning involves providing a description of all risks identified for the project, a method for mitigating each risk and a plan to integrate risk management throughout the project.

Procurement Plan Procurement planning is the process in which the project manager identifies those needs of the project which can be met by purchasing products or services from outside their organization. Your organization may have a procurement or contracts department, but it may still be necessary to outline the guidelines for procurement within the project.

Quality Plan Quality Planning is the process of identifying which quality standards are relevant to the project and determines how to satisfy them. The result of this process



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is a document called the Quality Plan.

Communications Plan Communications Planning involves defining the information needs of project stakeholders as well as which people need what information, when it will be needed and how they will get it. A Communications Plan will be drafted as a result of this effort.

Configuration Management Plan Configuration Management Planning is the process of managing changes to the product. Accordingly, it provides the project team with a change management methodology for identifying and controlling the functional and physical design characteristics of a deliverable. A Configuration Management Plan should be drafted as a result of this effort.

Budget Estimate Budget Planning is the determination of costs associated with the defined activities. The steps associated with budgeting are highly dependent upon both the estimated lengths of tasks and the resources assigned to the project. This process results in a documented budget estimate.


Develop detailed Project Plan, tailoring methodology to reflect project needs.

Creation of a Work Breakdown Structure and Organizational Breakdown Structure.

Develop or assist in the development of a Scope Management Plan, Project Schedule, Budget Estimate, Communications Plan, Risk Analysis, Configuration Management Plan Procurement Plan, Quality Plan, and Contingency Plan.

Ensure that management, customers, affected departments and contractors agree to project commitments.

Ensure that Project Plan is approved.

Assign resources to project and assign work packages.

Approve the Project Quality Plan and the Configuration Management Plan.


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5.4_D: Project Definition Statement






Project Size Determination:

Small: Medium: Large:

B. Project Purpose

This section communicates the purpose of the project and the charter that is being established.

C. Project Objective

This section defines the objectives of the project as they relate to the goals and objectives of the organization. Note: Projects are full of uncertainty. As such, it is advisable, as part of this charter, to develop an initial risk assessment to identify, quantify, and establish mitigation responses to high level risk events that could adversely affect the outcome of the project.

The Project will support the following organization strategic goals. For each goal, project objectives are identified. The project plan developed as a result of this project charter will:

Develop a project performance measurement plan to measure performance against these objectives.

Provide a project performance report to document the results.

The external oversight committee must approve the project performance measurement plan.



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Organizational Goals Project Objectives

D. Project Scope

The level of detail in this section must be sufficient to allow for detailed scope development in the Project Plan. A more detailed description of the project scope will be developed in the Planning Phase. The reader is cautioned that scope creep (adding work without corresponding updates to cost, schedule, and quality) may render original plans unachievable. Therefore, initial clarification of scope, and adherence to the plan throughout the project, are of the utmost importance. Describe any applicable assumptions and/or constraints that may affect the project.

E. Project Authority

This section describes the authority of the individual or organization initiating the project, limitations or initial checkpoint of the authorization, management oversight over the project, and the authority of the Project Manager. This project charter defines two management structuresinternal and externalto ensure change and issues affecting project completion are properly controlled.

Authorization: This section ensures that the project initiator has the authority to commit the appropriate resources within the organization.


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Project Manager: This section explicitly names the project manager and may define his or her role and responsibility over the project. This section also lists the project managers skill sets and justifies his or her selection for this project. Depending on the [Project] complexities, this section may describe how the project manager will control matrix organizations and employees.

Oversight (Steering) Committee: This section describes agency management control over the project. Within the project, internal control should be established to control the day-to-day activities of the project. The project manager should manage internal control. External oversight should be established to ensure that the organizations resources are applied to meet the project and organizations objectives.

Controls: This section should describe or reference a process by which internal and external controls interact. Diagrams should be used where appropriate.

F. Roles and Responsibilities

This section discusses the overall structure of the project organization and its roles and responsibilities throughout the project phases. Note: As an addendum to this sub-section, it may be advisable to develop a responsibility matrix. The matrix lays out the major activities in the project and the key stakeholder groups. It also provides a good example of showing cross-functional/organizational interaction.

Project Organization Overview: This section describes key organizations or individuals supporting the project not directly under the authority of the project manager. A responsibility matrix may facilitate the task of organizing and assigning resource responsibility.



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Major Milestones

Functional Roles

Legend:

E = responsible for execution (may be shared)

A = final approval for authority

C = must be consulted

I = must be informed

G. Management Checkpoints

This section describes key management checkpoints established by the initiating agency.

Checkpoint Evaluation Criteria


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H. Signatures





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5.4_D: Project Plan


Information in the project summary areas that was drafted during the project concept phase and should be included here. Information includes the project name, original estimates, plan revision numbers, points of contact, etc.




Please answer the following questions by marking Yes or No and provide a brief response as appropriate.

Is this an updated Project Plan? If so, reason for update: Yes No

Budget for project by fiscal year and is project funded? If so, for what amount(s) and period(s)

Budget Amount: Fiscal Year: Funded? Yes No



Points of Contact

This should be the list of individuals that will be involved with the project during the Execution Phase.


Project ManagerSenior Management SponsorSenior Technical SponsorProcurement ContactProject Team MemberProject Team MemberCustomers/End Users:Other Stakeholders:Other:


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Primary Contractor Information

Company Name:


Project Manager

Senior Technical Sponsor

Contracts Contact

Other

B. Executive Summary

Information in the project summary areas was started during the project concept phase and should be included here. Information includes the project name, original estimates, plan revision numbers, points of contact, etc.

Business Need/Problem

Statement of Work

Project Objectives

Project Approach



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C. Additional Project Requirements

Provides a detailed listing of project requirements with references to the statement of work (SOW), the work breakdown structure, and specifications. This would also include any mechanisms used to assist in the management control over the project. Escalation procedures, cyclical management reporting, and project status reports should also be included.

No. RequirementSOW

ReferenceTask

ReferenceSpecification

ReferenceDate

CompletedComments/ Clarification

1.

2.

3.

4.

5.

D. Technical Project Components

Provide a detailed listing of the requirements definition, specifications, design, and implementation and training plans for inclusion into the project activities.


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E. Signatures

The signatures of the people below relay an understanding in the purpose and content of this document by those signing it. By signing this document you agree to this as the formal Project Plan.


F. Project Plan Documents Summary

Check the box for each document included with the project plan.

Project Scope Statement Provides a documented description of the project output, approach, and content.

Critical Success Factors Provides the project team, and management with project critical success factors (objectives) that all members of the team understand, accept, and are committed to.

Work Breakdown Structure Describes a deliverable-oriented grouping of project elements which organize and define the total scope of the project.

Organizational Breakdown Structure Provides an organization chart that defines the communications channels, responsibilities, and the authority of each participating person/unit.

Cost Benefit Analysis Provides the project team with information to make a balanced decision about the costs and benefits, or value, of various economic choices.

Resource Plan Describes the major resources needed to proceed with the execution of the project.

Project Schedule Provides the project schedule using a Gantt chart. The schedule must include milestones, task dependencies, task duration, work product delivery dates, quality milestones, configuration management milestones, and action items.



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Risk Plan Provides a description of all risks identified for the project and a plan to integrate risk management throughout the project.

Procurement Plan Identifies those needs for the project which can be met by purchasing products or services from outside of the organization.

Quality Plan Provides a plan that defines the person(s) responsible for project quality assurance, procedures used and resources required to conduct quality assurance.

Communications Plan Defines the information needs of the project stakeholders, and the project team by documenting what, when, and how the information will be distributed.

Configuration Management Plan Provides the project team with a methodology for identifying and controlling the functional and physical design characteristics of a deliverable.

Project Budget Estimate Describes cost and budget considerations including an overview, additional resource requirements, and estimated cost at completion.

Project Planning Transition Checklist The Project Planning Transition Checklist ensures that planning activities have been finished, reviewed, and signed off so that the project may move into the Execution Phase.


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5.6_D: Project Scope Statement






B. Project Results/Completion Criteria

State what will be created in terms of deliverables (and their characteristics) and/or what constitutes a successful phase completion.

C. The Approach to be Used

State in sufficient detail, what type of approach will be used to manage scope changes. State whether the project will be done internally or require outside assistance.

D. Content of the Project

Define what work is to be done as part of this project. Include relevant business requirements.



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E. Exclusions

Define what work is not to be done as part of this project. Include relevant business requirements.


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5.7_B: Critical Success Factors






B. Critical Success Factors

Describe what will be the determining factors that are needed to ensure project success.

C. Planned Delivery Date or Phase

Relay when the project product will be delivered by date or phase as accurately as possible.

D. Impact

Describe what impact the success factors will have on the success of the project if they are not achieved.



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E. Comments

Any other comments regarding the critical success factors of this project.


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5.8_D: Work Breakdown Structure Template








1.0 Initiation

2.0 Planning



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3.0 Execution


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4.0 Control

5.0 Closeout



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5.9_B: Cost Benefit Analysis






B. Project Overview and Background

Provide a brief overview, background and definition for the project.

C. Discussion of Alternatives

Status Quo Current Process (As-is Model)

Discussion of Alternative Concepts and Goals

Project Alternatives (To-Be Model)


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Discussion of Alternatives

Schedule

D. Costs and Benefits

Discuss the specific costs and benefits of the product/service over the course of its life cycle.

Life Cycle Cost Summary

Life Cycle Benefit Summary

Risk Analysis

Life Cycle Cost-Benefit Comparison



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5.10_B: Resource Plan






B. Resource Profiles

Determine the major resources that will be needed in order to proceed with the execution of the project. These resources may include the following: people, money, equipment, facilities, materials and supplies, and information technology.

C. Project Resource Information

For each of the resources needed on the project determine the following: 1) Cost estimates for each resource, 2) Availability of each resource, and 3) Estimated quality and output of people and equipment resources.

Resource Cost Estimate Availability Quality Output


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5.11_B: Risk Management Plan






B. Risk Management Strategy

Define the risk management methodology to be used, the risk assumptions, the roles and responsibilities, the timeframes, risk communications, and risk tracking process.

Define the risk management methodology to be used

1. Define the risk assumptions

2. Define the roles and responsibilities

3. Define the timeframes relating to risk management



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5. Define risk communications requirements

6. Define the risk tracking process

C. Risk Identification

Identify types of risk (personnel, equipment, customer, logistics, organization, or other) and describe how they can impact this project.

Risk Type Risk Description

D. Quantitative Analysis

Quantitative Analysis includes assessing the probability of risk events occurring, establishing consequences of impact on project objectives, and determining risk weightings.

Quantitative Analysis (optional)

Assess the probability of the risk event occurring

Establish consequences of impact on project objectives

Determine weighting of each risk factor


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Risk Category /

Event

Probability of Occurrence Consequences of Impact

Risk Weighting (Probability * Impact)

Risk probability scale: 1 = Very Low / 3 = Low / 5 = Moderate / 7 = High / 9 = Very High

E. Risk Response Planning

Determine the options and actions to enhance opportunities and reduce threats to the projects objectives.

Risk Category / Event Mitigation Actions Taken To Be Taken



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5.12_B: Procurement Plan






B. Procurement Definition

Describe, in specific terms, what items will be procured and under what conditions.

C. Decision Criteria

Define what type of contracts will be used and what actions need to be taken to initiate procurement.

D. Contract Type

Document which types of contracts will be used.


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5.13_D: Quality Plan






B. Project Scope

Describe the project, either by inserting the Project Scope Statement or by providing a summary description of the overall project, its objectives, its customers or end users, and their business needs.

C. Deliverable Description

Describe project deliverables, including contract deliverables and milestone checklist.

D. Acceptance Criteria

Describe acceptance criteria for deliverables as they will be used in product acceptance testing. List relevant quality standards.

Plan Till As

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