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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]
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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
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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
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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
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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
A. General Information
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.
Project Name: _________________________ Date: ____________________________
Controlling Dept: _______________________ Modification Date: __________________
Prepared by: __________________________ Authorized by: _____________________
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.
Name/Title Signature Date
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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
A. General Information
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.
Project Name: _________________________ Date: ____________________________
Controlling Dept: _______________________ Modification Date: __________________
Prepared by: __________________________ Authorized by: _____________________
WBS Element Activity/Task Name
Effort / Duration Resource names Cost
1.0 Initiation
2.0 Planning
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WBS Element Activity/Task Name
Effort / Duration Resource names Cost
3.0 Execution
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WBS Element Activity/Task Name
Effort / Duration Resource names Cost
4.0 Control
5.0 Closeout
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5.13_B: Quality Plan
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 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
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. 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.
Project Manager Roles and Responsibilities
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
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. 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.
Project Manager Roles and Responsibilities
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.
Project Manager Roles and Responsibilities
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
A. General Information
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 Name: _________________________ Date: ____________________________
Controlling Dept: _______________________ Modification Date: __________________
Prepared by: __________________________ Authorized by: _____________________
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.
Name/Title Signature Date
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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
A. General Information
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 Name: _________________________ Date: ____________________________
Controlling Dept: _______________________ Modification Date: __________________
Prepared by: __________________________ Authorized by: _____________________
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
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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 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.
Project Manager Roles and Responsibilities
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
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: _____________________
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
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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5.4_D: Project Plan
A. General Information
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.
Project Name: _________________________ Date: ____________________________
Controlling Dept: _______________________ Modification Date: __________________
Prepared by: __________________________ Authorized by: _____________________
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
Budget Amount: Fiscal Year: Funded? Yes No
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.
Position Name Phone E-mail
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:
Position Name Phone E-mail
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.
Name/Title Signature Date
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
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 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
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. 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
A. General Information
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.
Project Name: _________________________ Date: ____________________________
Controlling Dept: _______________________ Modification Date: __________________
Prepared by: __________________________ Authorized by: _____________________
WBS Element Activity/Task Name
Effort / Duration Resource names Cost
1.0 Initiation
2.0 Planning
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WBS Element Activity/Task Name
Effort / Duration Resource names Cost
3.0 Execution
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WBS Element Activity/Task Name
Effort / Duration Resource names Cost
4.0 Control
5.0 Closeout
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5.9_B: Cost Benefit Analysis
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 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
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. 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
A. General Information
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.
Project Name: _________________________ Date: ____________________________
Controlling Dept: _______________________ Modification Date: __________________
Prepared by: __________________________ Authorized by: _____________________
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
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. 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
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 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.
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