Project Management Plan Template

Project Management Plan Project Name:

Project Number:

Project Sponsor:

Project Manager:

Signature:

Signature:

E-mail:

E-mail:

Start Date:

Estimated End Date:

Project Management Plan Draft .01 Date: By:

1

1.

PROJECT PROJECT OVERVIE OVERVIEW W............ .................. ............. .............. ............. ............. .............. .............. ............. ............. .............. ............. ........................ ......................... .......5

1.1 1.2 1.3 1.4 1.5 1.6 1.

PURPOSE:......................................................................................................................................5 KEY STAKEHOLDERS /DEPARTMENTS :........................................................................................5 KEY DELIVERABLES :...................................................................................................................5 MAIN OBJECTIVES :.....................................................................................................................6 ASSUMPTIONS :.............................................................................................................................6 CONSTRAINTS :.............................................................................................................................6 PROJECT MANA!EMENT PLAN VERSION CONTROL.................................................................6

2.

INTE!RA INTE!RATI TION ON MANA!EMENT MANA!EMENT.......... ................. ............. ............. .............. .............. ............. ............. .............. ............. ............. .............. .............. ......... .. 

2.1 INTE!RATED CHAN!E CONTROL............................................................................................... 2.1.1 CHANGE R EQUEST EQUEST FORM...........................................................................................................7 2.1.2 CHANGE CONTROL BOARD (CCB)............................................................................................8 2.2 PROJECT CHECKLIST.................................................................................................................." 3.

SCOPE MANA!EMENT MANA!EMENT PLAN............. .................... .............. .............. ............. ............. .............. ............. ............. ................. ........................... .................11

3.1 SCOPE STATEMENT....................................................................................................................11 3.2 OVERALL SCOPE MANA!EMENT PLAN STRATE!Y.................................................................11 3.2.1 GATHERING R EQUIREMENTS EQUIREMENTS ....................................................................................................12 3.2.2 WBS EXAMPLE ........................................................................................................................15 3.3 SCOPE MANA!EMENT CHECKLIST...........................................................................................15 4.

SCHEDULE SCHEDULE MANA!EMENT MANA!EMENT PLAN............. .................... ............. ............. .............. .............. ............. ............. ............................ ......................... .... 1

4.1 4.2

MILESTONE PLANNIN! # TRACKIN! TEMPLATES .................................................................1 SCHEDULE MANA!EMENT CHECKLIST....................................................................................2

5.

COST MANA!EMENT MANA!EMENT PLAN ............. .................... .............. ............. ............. .............. ............. ............. ................. ................................ .......................... .... 2"

5.1 RESOURCE PLANNIN!...............................................................................................................2" 5.2 COST MANA!EMENT WORKSHEET..........................................................................................2" 5.3 PROJECT COST/SCHEDULE SUMMARY R EPORT EPORT TEMPLATE ...................................................31 5.4 COST AND SCHEDULE PER$ORMANCE TEMPLATE %EARNED VALUE ANALYSIS&.................32 5.5 BUD!ET WORKSHEET...............................................................................................................35 5.5.1 COST CONTROL (CHANGES TO THE BUDGET ).........................................................................3 5.6 COST MANA!EMENT CHECKLIST.............................................................................................36 Project Management Plan Draft .01 Date: By:

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6.

'UALITY MANA!EMENT PLAN.................................................... .................................................................................... ..................................... ..... 3

6.1 'UALITY POLICIES....................................................................................................................3 .1.1 PROFESSIONAL POLIC!............................................................................................................37 .1.2 PRO"ECT POLIC!......................................................................................................................37 .1.3 REGULATOR! POLIC!...............................................................................................................37 6.2 'UALITY OBJECTIVES...............................................................................................................3 6.3 'UALITY R OLES OLES AND R ESPONSIBILITIES ESPONSIBILITIES .................................................................................3 .3.1 THE PRO"ECT SPONSOR (PS)....................................................................................................38 .3.2 THE PRO"ECT MANAGER (PM)................................................................................................38 .3.3 THE QUALIT! MANAGER (QM)...............................................................................................38 .3.3.1 Q#$%&' Q#$%&' M$$*+,+' T+$, T+$, ,+,-+/......... ,+,-+/............... ............. .............. ............. ............. .............. .............. ............. ..................... .....................30 ......30 .3.3.2 T+ Q#$%&' M$$*+,+' M$$*+,+' T+$, T+$, (QM T+$,).. T+$,)......... ............. ............. .............. .............. ............. ............. .............. ............. ................3 ..........30 0 6.4 'UALITY STANDARDS ................................................................................................................3( ..1 QUALIT! PLANNING .................................................................................................................30 ..2 QUALIT! ASSURANCE .............................................................................................................. ..3 QUALIT! CONTROL .................................................................................................................. 6.5 'UALITY CONTROL %TRACKIN! AND ASSI!NMENTS &............................................................41 6.6 'UALITY PLAN APPROVAL $ORM.............................................................................................42 6. ISSUES MANA!EMENT...............................................................................................................43 .7.1 ISSUES MANAGEMENT PROCESS ..............................................................................................3 .7.2 ISSUES TRAC4ING TEMPLATE................................................................................................... 6." 'UALITY MANA!EMENT / ISSUES CHECKLIST........................................................................46 .

HUMAN RESOURCES %STAKEHOLDER& %STAKEHOLDER& MANA!EMENT: MANA!EMENT:........................................... ................................... ........ 4

.1 .2 .3 .4 .5 .6

OR!ANI)ATIONAL PLANNIN! /STA$$ AC'UISITION ................................................................4 RESPONSIBILITY ASSI!NMENT MATRI*...................................................................................4" AC'UIRE STA$$.........................................................................................................................4( TEAM DEVELOPMENT ACTIVITIES...........................................................................................5+ TEAM DEVELOPMENT ACTIVITIES...........................................................................................5+ HUMAN R ESOURCE ESOURCE MANA!EMENT CHECKLIST .....................................................................5+

".

COMMUNICA COMMUNICATI TIONS ONS MANA!EMEN MANA!EMENT T PLAN:.............. .................... ............. .............. .............. ............... .......................... ..................51

".1 ".2 ".3 ".4 ".5 ".6

HI!H,LEVEL COMMUNICATIONS PLANNIN! TEMPLATE ........................................................51 COMMUNICATIONS MATRI* TEMPLATE...................................................................................52 PROJECT COMMUNICATIONS SUMMARY TEMPLATE...............................................................53 PER$ORMANCE R EPORTIN! EPORTIN! TEMPLATE ...................................................................................54 ARCHIVIN! PROJECT IN$ORMATION .......................................................................................55 COMMUNICATIONS MANA!EMENT CHECKLIST......................................................................55

(.

RISK MANA!EMENT MANA!EMENT PLAN............. .................... .............. ............. ............. .............. .............. ............. ............. .............. .............. ............. ............. ........... .... 56


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(.1 RISK I IDENTI$ICATION WORKSHEETS :.....................................................................................5 0.1.1 CAUSES R IS4S IS4S  EFFECTS WOR4SHEET ............................. ERROR - BOOKMARK NOT OOKMARK NOT DE$INED . 0.1.2 RIS4 I IDENTIFICATION AND A NAL!SI NAL!SIS S WOR4SHEET .................................................................58 (.2 'UALITATIVE R ISK R ESPONSE R E!ISTER &................................................5( ISK R ESPONSE PLANNIN! %R ISK ISK R E!ISTER &................................................5( (.3 RISK C CONTIN!ENCY PLANNIN! TEMPLATE............................................................................6+ (.4 RISK R R ESPONSE ESPONSE LO! TEMPLATE..............................................................................................61 (.5 RISK M MANA!EMENT CHECKLIST.............................................................................................61 1+.

PROCUREMEN PROCUREMENT T MANA!EMENT MANA!EMENT PLAN.............. .................... ............. .............. .............. ............. ............. .............. ............. ............. ....... 62

1 + .1 1 + .2 1 + .3 1 + .4 1 + .5 1 + .6 1 + .

PLAN PURCHASES AND AC'UISITIONS ...................................................................................62 PLAN CONTRACTIN!...............................................................................................................63 RE'UEST SELLER R R ESPONSES ESPONSES................................................................................................63 SELECT SELLERS.....................................................................................................................64 CONTRACT ADMINISTRATION.................................................................................................64 CONTRACT CLOSURE..............................................................................................................65 PROCUREMENT MANA!EMENT CHECKLIST..........................................................................65


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1. PROJE! O"ER"#E$ This project will  Tip: !efer to the "igh#le$el Plan% &easi'ility (t)*y% (t)*y% Project +harter% B)siness +ase% etc. +)t an* paste information% as it refers to what the main goal of this project is.,

1.1P%RPOSE: This p)rpose of this project is-. Tip: Pro$i*e a concise statement that that j)stifies why yo) yo) are *oing this project. project. Pro$i*e any applica'le 'acgro)n*/history information.

1.&'E( S!)'E*O+DERS ,DEP)R!MEN!S: ey staehol*er an* *epartment information is as follows: 'E( S!)'E*O+DERS , DEP)R!MEN!S Name

Department

Pone

E-mail

1. 'E( DE+#"ER)/+ES : The ey *eli$era'les for this project incl)*e the following: 'E( DE+#"ER)/+ES , M#+ES!ONES Deli0erable , Milestone


Person , Department Responsible

Estimated Start Date

Estimated End Date



'E( DE+#"ER)/+ES , M#+ES!ONES Deli0erable , Milestone

Person , Department Responsible

Estimated Start Date

Estimated End Date

1. M)#N O/JE!#"ES : The main o'jecti$es of this project will 'e to: •

Pro$i*e a list of the main o'jecti$es to 'e accomplishe* as a res)lt of completing this project. Tip: Disc)ss o'jecti$es with the Project (ponsor. !efer to the high le$el plans% charters% etc

•

1.2)SS%MP!#ONS : •

Pro$i*e a list of things yo) ass)me to 'e tr)e% acc)rate% or certain as they relate to s)ccessf)lly completing this project. Tip: Disc)ss ass)mptions with the Project (ponsor. !e$isit these when *oing ris i*entification.

•

rganiational process assets an* enterprise en$ironmental factors may also 'e liste* here% as applica'le.

1.3ONS!R)#N!S : •

!ecor* anything that yo) now will limit the project teams options for s)ccessf)lly completing this project. 5e.g. 67ternally impose* milestone *ates, Tip: Disc)ss constraints with the Project (ponsor. 8f these are iss)es that nee* to 'e a**resse*% mae s)re yo) log an* trac them in the 8ss)es Management section.

•

rganiational process assets an* enterprise en$ironmental factors may also 'e liste* here% as applica'le.

1.4PROJE! M)N)5EMEN! P+)N "ERS#ON ON!RO+ •

6ach $ersion of the Project Management Plan 5incl)*ing all s)'#plans within this *oc)ment, whether electronic or paper% will 'e clearly i*entifie*% time#stampe*% an* pro$i*e the a)thor 5in the footer,. Draft $ersions of the Project Management Plan will start at 9Draft .01. The first $ersion to 'e accepte* an* incorporate* as the Project Management Plan will 'e title* $ersion 91.00. This *oc)ment may 'e $iewe* online at http://--


;

&. #N!E5R)!#ON M)N)5EMEN!
5
•

5
•

5
>ny propose* changes to this Project Management Plan m)st follow the 8ntegrate* +hange +ontrol proce*)re 5see 'elow,. &or information regar*ing staehol*er an* comm)nications management% please refer to the ")man !eso)rce Management an* +omm)nications Management sections respecti$ely.

&.1#N!E5R)!ED *)N5E ON!RO+ >ny potential *e$iation from the Project Management Plan 5or pro*)ct/ser$ice to 'e *eli$ere*, that impacts% scope% sche*)le% cost% ?)ality% or reso)rces% 5or has a significant impact on ris, will re?)ire: • • • •

&.1.1

()'mitting a complete* +hange !e?)est &orm 5see 'elow, to the Project Manager 5This incl)*es a *escription of the potential impact to the project, The project team is responsi'le to *o the final analysis on what impact the change will ha$e on the project The Project Manager will appro$e/*eny the propose* change. 8f the propose* change has 9significant impact to the project% ')t is appro$e* 'y the Project Manager% final appro$al 'y the Project (ponsor/++B an*/or (enior Management is re?)ire* 5see 'elow,

ange Re6uest 7orm

*)N5E RE8%ES! 7ORM +hange Proposal
+hange !e?)est 5Brief Description,


Potential 8mpact 5Brief Description,

+hange r*er >ppro$al Date

+hange r*er >ppro$e* By

(tat)s

@

&.1.&

ange ontrol /oard 9/ *)N5E ON!RO+ /O)RD

Dept,)rea

Name

!itle

Pone

E-mail

&.&PROJE! *E'+#S! The following pro$i*es a high#le$el checlist of acti$ities for completing this project. Tip: A)st 'rainstorm with the team first##p)t them in or*er later. !efer 'ac to the following ta'le to ens)re that all the acti$ities% an* *eli$era'les for yo)r project get complete*. P+)NN#N5 *E'+#S! )cti0it;

Person Responsible

Date )ppro0ed, omplete

Notes

"igh le$el 5feasi'ility, st)*y complete Project (ponsor assigne* Project Manager assigne* )ality Manager assigne* 5if applica'le, Project +harter 5contract, complete/appro$e* !e?)irements gathering complete/appro$e* Preliminary (cope (tatement complete Project Team assigne*


C

P+)NN#N5 *E'+#S! )cti0it;

Person Responsible


Notes

(cope (tatement +omplete B( complete (cope Management Plan complete (che*)le Management Plan complete M, +omm)nications Management Plan complete !is Management Plan complete Proc)rement Management Plan complete Een*ors notifie* 5contracts complete*, !iss 5e.g. contingency, applie* to other plans Project Management Plan appro$e*


F

P+)NN#N5 *E'+#S! )cti0it;

Person Responsible


Notes

or a)thorie* +hecpoints 5go no#go, Performance reporting 5e.g. iss)es, Team *e$elopment 5training, complete )ality re$iews/a)*its complete &inal pro*)ct acceptance 5c)stomer, =essons =earne* meeting complete Project *oc)mentation *oc)mente* complete !eso)rces release* for other projects &inal cele'ration complete


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. SOPE M)N)5EMEN! P+)N This section pro$i*es the strategy an* tools for managing project scope. >ll changes to the (cope Management Plan m)st comply with the 8ntegrate* +hange +ontrol plan.

.1SOPE S!)!EMEN! This project will- Tip: !efer to the Preliminary Scope Statement in the Project +harter. The (cope (tatement 'ecomes yo)r teams 9Eision (tatement for pro*)cing the 9pro*)ct of the project% an* will 'e )se* as the fo)n*ation for *e$eloping yo)r or Brea*own (tr)ct)re 5B(,. The Project Team% other ey staehol*ers% an* the c)stomer sho)l* 'e in$ol$e* in *e$eloping the (cope (tatement. (tart 'y re$iewing yo)r +harter 5P)rpose% 'jecti$e% an* ey Deli$era'les,% ')t 'rainstorm to *e$elop a *eeper% more comprehensi$e *escriptionGencaps)lating the entire scope of *eli$era'les this project will yiel*. Hather re?)irements an* information as re?)ire* for s)pporting the re?)ire* *etail. Io) may also *eci*e to pro$i*e a 'rief statement followe* 'y se$eral ')llets to ens)re yo) capt)re the essence of the entire 'rea*th of yo)r project. >cceptance criteria for the (cope (tatement sho)l* 'e signe* appro$al 'y the c)stomer/sponsor. The (cope (tatement may nee* to 'e mo*ifie* again after *oing the B(., >ppro$e* 'y:JJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJ Date:

.&O"ER)++ SOPE M)N)5EMEN! P+)N S!R)!E5( The following o)tline the steps the project team will follow to *e$elop the (cope Management Plan. 1, This project will follow PM8®#compliant% project management 'est practices/metho*ologies/processes% )sing appro$e* templates to *e$elop an* maintain the Project 5or, Plan% *etermine all *eli$era'les% an* 'etter )n*erstan* the re?)irements/e7pectations of the c)stomer. 2, The first *eli$era'le category in the or Brea*own (tr)ct)re 5B(, is 9Project Management% which will list the *eli$era'les for the process. The will pro$i*e str)ct)re% control% an* acco)nta'ility% for the o$erall process. 3, >s necessary% specific project team mem'ers will 'e assigne* to gather/analye a**itional re?)irement information. ey staehol*ers will 'e i*entifie* for this analysis. 5(ee worsheet 'elow., 4, The project team will *e$elop a (cope (tatement 5see a'o$e, 'ase* on all the information c)rrently a$aila'le. The (cope (tatement m)st 'e appro$e* 'y the Customer/Project Sponsor an* will 'e mo*ifie* as necessary to ens)re the Project Team )n*erstan*s an* agrees )pon the o$erall scope 5$ision, of the project. , >fter the (cope (tatement is appro$e*% ey milestones 5e.g *eli$era'les, will 'e *etermine*.


11

;, nce the ey milestones ha$e 'een *etermine*% the project team will *e$elop a B( 5see 'elow, 'y *etermining what acti$ities are re?)ire* to attain each milestone 5*eli$era'le,. 5(ee following page for more information., @, cti$ity. F, (cope +ontrol will also 'e the responsi'ility of the Project Manager an*/or the Project Team mem'er *esignate* as the 9=ea* for that partic)lar >cti$ity. Propose* changes to the scope m)st follow the 8ntegrate* +hange +ontrol Process. 5(ee 8ntegration Management section a'o$e., .&.1

5atering Re6uirements

The following people are assigne* to gather re?)irements for this project: RE8%#REMEN!S 5)!*ER#N5 PERSONNE+

Dept,)rea

Name

!itle

Pone

E-mail

The following steps will 'e taen to gather re?)irements: 1. 2. 3. 4. . ;. @.


12

The following worsheet may 'e )se* for compiling re?)irements. Tip: +onsi*er (.M.>.!.T. 5(pecific% Meas)ra'le% >chie$a'le% !ealistic% Timely, when yo) gather yo)r re?)irements.

RE8#REMEN!S 5)!*ER#N5 $OR'S*EE! Description: /usiness Need< Purpose< Scope< Objecti0e

Sta=eolders >o a0e in?luence o0er tis project

Sta=eolders impacted b; tis project

Deli0erables 9#s it a Need< $ant< or Nice to *a0e@

)ssumptions< onstraints 9e.g. dates< *ig +e0el Ris=s

=ist the s)ccess factors to $erify that the project has 'een complete* accor*ing to the c)stomers re?)irements/e7pectations: 1. 2. 3. 4. .


13

The following worsheet pro$i*es a prioritie* listing of all project *eli$era'les: Tip: Mae s)re yo) $erify these with yo)r c)stomerK

P!8!8T8L6D =8(T & D6=8E6!>B=6( Needs 9must a0es

$ants 9igl; desirable

Nice !o *a0e 9some>at desirable

1

1

1

2

2

2

3

3

3

4

4

4







;

;

;

@

@

@


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.&.&

$/S EAample

The following or Brea*own (tr)ct)re is a high#le$el% graphic portrayal of the wor re?)ire* to complete ey milestones or pro*)ce ey *eli$era'les for this project. 5Mo*ify as necessary., 5Tip: (tart with yo)r milestones% an* 'rainstorm what yo) nee* to *o the achie$e them. Brea*own the wor associate* with pro*)cing each milestone/ey *eli$era'le, M( Project will 'e )se* to trac the progress towar* achie$ing milestones/*eli$era'les an* pro$i*es an 9o)tline $ersion of the B(. (ee (che*)le Management section.

Project Name

Project Management

Milestone / Deli$era'le  1




Milestone / Deli$era'le  

or Pacage 1.1

'e; Deli0erables arter /usiness ase Project Management Plan

#(cope #(che*)le #+ost #8ualit; #(taehol*er #+omm)n. #Ris= #Proc)re.



+essons +earned

.SOPE M)N)5EMEN! *E'+#S! Di* yo) follow these steps 

(cope Planning: 5Do yo) ha$e a goo* (cope Management Plan,



(cope Definition: 5Do yo) ha$e a goo* (cope (tatement,



+reate B(: 5Do yo) ha$e a goo* B(,





(cope Eerification: 5Do yo) ha$e ')ilt in checpoints "ow will yo) now when yo)re *one, (cope +hange +ontrol: 5Do yo) ha$e a system for controlling changes to the scope


1

. S*ED%+E M)N)5EMEN! P+)N This section pro$i*es the strategy an* tools for recor*ing an* maintaining the project sche*)le% assigning o$ersight responsi'ilities% an* tracing the progress towar*s completing ey milestones% wor pacages% acti$ities% etc. >ll changes to the (che*)le Management Plan m)st comply with the 8ntegrate* +hange +ontrol plan. M( Project 2000 will 'e )se* to manage the networ *iagram% trac sche*)le progress% an* assign r eso)rces to this project.

.1M#+ES!ONE P+)NN#N5 B !R)'#N5 !EMP+)!ES The following templates pro$i*e high#le$el an* *etaile* $iews of the scope% sche*)le% an* assignment information for the acti$ities to achie$e each of the ey milestones. 8nformation from this ta'le will 'e )p*ate* weely. 5Tip: This ta'le 'ecomes a ey so)rce for tracing the progress towar*s ey milestones% as well as a great so)rce for s)pplying information for weely performance reports. 6ach Milestone sho)l* 'e *esignate*% an* liste* within the appropriate Project Management =ife +ycle gro)p,. cti$ities ta'le. Io) may wish to j)st pic one $ariation of the templates an* )se it thro)gho)t the project.,


1;

The following Project Milestone ta'le ill)strates information re?)ire* for tracing milestones. *#5*-+E"E+ M#+ES!ONE,$OR' P)')5ES $OR'S*EE!

)cceptance riteria 9e.g. )nnouncement< appro0al< Project Sponsor appro0al<

#denti?ier

Milestone !itle

#nitiating

Planning

Planning !eam appro0al< Deli0er; to PO< Publication< "alidated measurement

Date Due 9or Duration

Status 9e.g. Not started< On target< )t ris=< Dela;ed< ompleted < )bandone d< Not applicable

Person Responsible

!itle

Department, 7unctional )rea

*#5*-+E"E+ M#+ES!ONE,$OR' P)')5ES $OR'S*EE!


#denti?ier

Milestone !itle




Person Responsible

!itle


EAecuting,ontrolling


1C

*#5*-+E"E+ M#+ES!ONE,$OR' P)')5ES $OR'S*EE!


#denti?ier

Milestone !itle




Person Responsible

!itle


losing


1F

The following template can 'e helpf)l for shorter% simpler projects. 5i.e. hen all yo) nee* is a map of all the milestones% acti$ities% an* 9s)'#acti$ities ept in a single ta'le showing who is *oing what an* when., !ecor* >cti$ity information 5what yo) nee* to *o to complete each Milestone/or Pacage,% as applica'le. Deci*e on >cceptance +riteria for each entry to ens)re that yo) now 5an* agree on, when the or Pacages an* >cti$ities are complete. PROJE! )!#"#!#ES !)/+ES

(tart Date

Deli$era'les/ey >cti$ities 5e.g. hat it is% where/pro*)ce*,

>cceptance +riteria 5eg. 67ec signat)re,

=ea* N thers responsi'le

6st.6n* Date 5or *)ration,

(tat)s notes N Percent complete

Milestone 1: 5!ecor* Milestone title an* applica'le info here, 5!ecor* >cti$ity information here,

O O O O O O

Milestone &: O O O O O O

Milestone : O O O O O O

Milestone : O O O O O O

Milestone 2: O O


20

The following template may 'e )se* 'y mem'ers of the Project Team% an* pro$i*es a lower#le$el $iew of the scope% sche*)le% an* assignment information for the acti$ities to achie$e each of the ey milestones. se one ta'le for each of the milestone/*eli$era'les% as applica'le. The following information is 'ase* on information shown in the Project Milestone Plans 5a'o$e,% which is )p*ate*/reconcile* weely. <T6: 9>cti$ities are referre* to as 9()mmary >cti$itys in M( Project% an* are 'roen *own into >cti$itys/s)'>cti$itys.

)!#"#!#ES $OR'S*EE!



Description of >cti$ities 5&or this Milestone/or Pacage,

Pre*ecessor >cti$ity 5ies,

6st. D)ration

(tart Date

6n* Date

Person5s, !esponsi'le

!is 8D  or owner5s,

>cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity >cti$ity

Tip: +apt)ring the information in the ta'les shown a'o$e is also $ery helpf)l for inp)tting information into M( Project. "a$ing acceptance criteria for acti$ities is necessary for (cope Eerification% an* also helps increase/ens)re ?)ality. Mo*ify an*/or e7pan* the ta'le as necessary. Tip: Projecting these templates onto a screen at project team meetings an* filling them o)t in 9real time is 'oth recommen*e* an* efficient.

.&S*ED%+E M)N)5EMEN! *E'+#S! Di* yo) follow these steps 











>cti$ity Definition: 5"a$e yo) i*entifie* all the acti$ities necessary to achie$e the milestones, >cti$ity (e?)encing: 5"a$e yo) p)t the acti$ities in the proper an* most efficient or*er, >cti$ity !eso)rce 6stimating: 5"a$e yo) estimate* what reso)rces yo) will nee* to get the acti$ities *one, >cti$ity D)ration 6stimating: 5"a$e yo) estimate* how long the acti$ities/>cti$itys will tae to *o as a team, (che*)le De$elopment: 5Di* yo) caref)lly analye the se?)encing% *)rations an* reso)rce re?)irements to *e$elop yo)r project timeline, (che*)le control: 5"ow will yo) control changes to yo)r sche*)le an* who will 'e in$ol$e*,


22

2. OS! M)N)5EMEN! P+)N This section pro$i*es the strategy an* tools for managing project costs. >ll changes to the +ost Management Plan m)st comply with the 8ntegrate* +hange +ontrol plan.

2.1RESO%RE P+)NN#N5 RESO%RE P+)NN#N5 $OR'S*EE!

Milestone / >cti$ity/ >cti$ity

People

6?)ipment

Materials

ther

2.& +(T M ><>H6M6
Project Sponsor:

Description

Project Manager:

Materials

+abor

Date:

Summar; Description C1

/udget

)ctual

"ariance

Sceduled *ours

)ctual *ours

"ariance

Summar; Description C&

/udget

)ctual

"ariance

Sceduled *ours

)ctual *ours

"ariance

Summar;

/udget

)ctual

"ariance

Sceduled

)ctual

"ariance


23

OS! M)N)5EMEN! $OR'S*EE! Project Name:

Project Sponsor:

Description

Project Manager:

Materials

+abor

Description C

*ours

*ours

Date:

Summar; Description C

/udget

)ctual

"ariance

Sceduled *ours

)ctual *ours

"ariance

Summar; Description C2

/udget

)ctual

"ariance

Sceduled *ours

)ctual *ours

"ariance

S%MM)R( Sub !otal /udgeted Materials

Q

Sub !otal )ctual Materials

Q

Sub !otal "ariance Materials

Q

Sub !otal /udgeted +abor

Q

Sub !otal )ctual +abor

Q

Sub !otal +abor "ariance

Q

!otal ?or /udgeted Materials and +abor

Q

!otal ?or )ctual Materials and +abor

Q

!otal "ariance Materials and +abor

Q


24

2.PROJE! OS! ,S*ED%+E S%MM)R( REPOR! !EMP+)!E P!A6+T +(T / (+"6D=6 !6P!T Project
!esponsi'le:

!itle 9)cti0it;

Milestone< $or= Pac=age< )cti0it;

Duration 9da;s, >ee=s@

Prepare* By:

Start Date

End Date

+abor 9ours< da;s< >ee=s@

Result, Deli0erable

ost

Resources Re6uired

Q Q Q Q Q Q Q &inal >cceptance

Milestone

0

&inal !eport /(ign# off

Q0

Q TT>=(

Q

Project (ponsor

2.OS! )ND S*ED%+E PER7ORM)NE !EMP+)!E 9E)RNED ")+%E )N)+(S#S +(T / (+"6D=6 P6!&!M>+6 T6MP=>T6 Person9s Responsible 7or 5atering #n?ormation:

ost Per?ormance #n?ormation

Prepared /;:

)cti0it; or )cti0it;

 omplete

Duration

EApense per

9da;s,>ee=s

9da;s,>ee=s

Planned "alue

Earned "alue

)ctual ost

9P" 9/$S

9E" 9/$P

9) 9)$P

Scedule Per?ormance #n?ormation

ost "ariance

ost "ariance Percentage

ost Per?ormance #ndeA

9"

9"P

9P#

Scedule "ariance

Scedule "ariance Percentage

Scedule Per?ormance #ndeA

9S"

9S"P

9SP#

O O O O O O O O O O O


2;

+(T / (+"6D=6 P6!&!M>+6 T6MP=>T6 Person9s Responsible 7or 5atering #n?ormation:

ost Per?ormance #n?ormation

Prepared /;:

)cti0it; or )cti0it;

 omplete

Duration

EApense per

9da;s,>ee=s

9da;s,>ee=s

Planned "alue

Earned "alue

)ctual ost

9P" 9/$S

9E" 9/$P

9) 9)$P

Q

Q

Scedule Per?ormance #n?ormation

ost "ariance

ost "ariance Percentage

ost Per?ormance #ndeA

9"

9"P

9P#

Scedule "ariance

Scedule "ariance Percentage

Scedule Per?ormance #ndeA

9S"

9S"P

9SP#

O O O O O O Q

TT>=(:

Q

Q

O

O

Estimate )t ompletion 9E)

Q

/udget )t ompletion 9/)

Q

Tip: +E R B+P S >+P% (E R B+P S B+( R (E% +P8 R B+P / >+P% (P8 R B+P / B+(% 6>+ R B>+ / +P8% B>+ R 6>+  +P8 U6T+% 6stimate to complete, R 6>+ S>+PV

"ariance )t ompletion 9")

Q


2@

2.2/%D5E! $OR'S*EE! /%D5E! $OR'S*EE!

Project: Date: Prepare* By: $/S C 9ode o? )ccounts C

$os Responsible@


Start Date

End Date

E6uipment

Materials

+abor

!otal 9Planned

!otal 9)ctual

2C

2.2.1

ost ontrol 9anges to te budget

Meas)res that will 'e taen to control cost on this project are as follows: • • • • •

2.3OS! M)N)5EMEN! *E'+#S! Di* yo) follow these steps 





+ost 6stimating: 5"a$e appro7imate* the costs for yo)r reso)rces, +ost B)*geting: 5"a$e yo) allocate* the o$erall cost estimates to in*i$i*)al acti$ities/>cti$itys, +ost +ontrol: 5Do yo) now how yo) will control changes to the project ')*get,


2F

3. 8%)+#!( M)N)5EMEN! P+)N This section pro$i*es the strategy an* tools for managing ?)ality an* iss)es. )ality policies% o'jecti$es% roles/responsi'ilities% ?)ality stan*ar*s% iss)es management templates% an* 5'asically, the processes re?)ire* to meet the c)stomers nee*s for the  Project are presente*. 6$ery mem'er of the project team ass)mes the o$erall responsi'ility for ?)ality. 5Tip: &or information on specific *eli$era'les/milestones% refer to the Project +harter an*/or (che*)le Management section.,

3.18%)+#!( PO+##ES The ?)ality policy for this project is centere* on contin)o)s impro$ement% Total )ality Management% PM8� Project Management stan*ar*s/principles/'est practices% % etc. 3.1.1 •

Pro?essional Polic;

Doc)ment the o$erall intent/*irection of yo)r organiations e7ec)ti$e management with regar* to ?)ality. Tip: >s e7ec)ti$e management for the organiations )ality Policy 5?)ality $ision, statement. Tip: ften this incl)*es consi*erations for )ality Planning% )ality >ss)rance% an* )ality +ontrol.

3.1.&

Project Polic;

This project shall comply with all organiational% professional% an* reg)latory ?)ality policy statements. To ens)re the project policy is integrate* thro)gho)t the project:

•

The Project Team is committe* to a*opting an* implementing Project Management 8nstit)te an* Total )ality Management stan*ar*s The )ality Manager/Project Manager is responsi'le for ?)ality o$ersight practices

•

The Project ffice will 'e )se* in an a*$isory capacity% as nee*e*

•

3.1. •

Regulator; Polic;

Doc)ment any reg)latory policies here% if applica'le 5i.e. en$ironmental% etc.,

3.&8%)+#!( O/JE!#"ES The o$erall ?)ality o'jecti$es for this project are: •

To meet c)stomer re?)irements/e7pectations 5with regar* to the projects pro*)ct/ser$ice,

•

To integrate ?)ality 'est practices into all project processes

•

To pro$i*e a ?)ality woring en$ironment for the project team that increases efficiency an* enco)rages i*eas for contin)o)s process impro$ement

3.8%)+#!( RO+ES )ND RESPONS#/#+#!#ES This section o)tlines the roles an* responsi'ilities 5as they relate to o$erall project/pro*)ct ?)ality, for the Project (ponsor% The Project Manager% the )ality Manager% an* the )ality Team. 5Tip: Mo*ify as appropriate% ')t mae s)re e$eryone )n*erstan*s his/her specific roles., 3..1 •

!e Project Sponsor 9PS

>ssigns the o$erall ?)ality responsi'ilities to the Project Manager/)ality Manager

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! Pro$i*es o$erall *irection an* o$ersight to ens)re the organiations mission an* ?)ality policies/stan*ar*s are followe* • >)thories ey *ecisionsGespecially when sche*)le an* cost are impacte* •

•

Pro$i*es signat)re appro$al for 9go/no go *ecisions 5at ey milestone points,

>cts as the e7ec)ti$e liaison with other *epartments% organiations% ey staehol*ers% other project sponsors% other e7ec)ti$es% etc • Pro$i*es *irection an* has o$erall responsi'ility for the projects finances •

•

"elps 'rea *own *epartmental 'arriers

Protects the project team from e7ternal infl)ences that ma y ha$e an a*$erse impact on the project • >tten*s ?)ality relate* meetings% as necessary •

•

Pro$i*es recognition at the en* of the project

3..&

!e Project Manager 9PM

•

"as )ltimate responsi'ility for o$erall project ?)ality

•

8*entifies pro*)ct an* process criteria for re$iewing ?)ality planning% ass)rance% an* control

•

>ppro$es acceptance criteria for acti$ities% >cti$itys% etc.

•

>ppro$es project ?)ality process impro$ements

•

>tten*s/lea*s ?)ality relate* meetings 5e.g. pro'lem sol$ing,% as necessary

8ntegrates ?)ality management into other project management acti$ities relate* to sche*)le% cost% comm)nication% etc. • >ppro$es 9go/no go *ecisions •

•

+olla'orates with the )ality Manager/)ality Management Team% as necessary

•

6*)cates other project staff on ?)ality practices an* processes

3..

!e 8ualit; Manager 98M

5
ors with the Project Manager to help ens)re all of the projects ?)ality o'jecti$es are met

•

"elps *e$elop an* monitor acceptance criteria for milestones% acti$ities% >cti$itys

•

"elps ens)re that all res)lts are pro*)ce* )sing 9?)ality#*ri$en processes an* meet consistent ?)ality policies/stan*ar*s $ersees *ay#to#*ay compliance with ?)ality processes

• • • •

+olla'orates with the Project Manager/Project Team to ens)re there is a*e?)ate reso)rces for ens)ring ?)ality rganies ?)ality teams >tten*s/facilitates ?)ality team meetings 5e.g. pro'lem sol$ing meetings,

•

8s responsi'le for *e$eloping an* maintaining the MP

•

Pro$i*es o$erall ?)ality#relate* lea*ership for the project

•

6*)cates other project staff on ?)ality practices an* processes

D$6' .1 D$'+

B

32

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 6.3.3.1 Quality Management Team members •

Name: Project )ality Manager

•

Name: Project Manager

•

Name: 67ec)ti$e (ponsor

•

Name9s ,: 8n*epen*ent $ali*ation an* $erification f)nctions performe* 'y 8nternal >)*it% or

•

contractor5s,.or other (M6s. Name9s : 5M Team mem'ers, Testers% + >nalysts% (M6s% an* other *eli$era'le e7perts

6.3.3.2 The Quality Management Team (QM Team) •

6ns)res that ?)ality an* project management 'est practices are followe*

•

"elps *e$elop acceptance criteria for milestones% acti$ities% an* >cti$itys

•

"elps *e$elop an* maintain the MP% as necessary

•

>tten*s ?)ality team meetings 5e.g. pro'lem sol$ing meetings,

•

Performs ?)ality re$iew5s,/a)*its% as re?)ire*

•

!eports ?)ality relate* pro'lems 5iss)es, to the appropriate person5s,

•

Pro$i*es collecti$e an* in*i$i*)al g)i*ance to the project team 5as nee*e*, to ens)re ?)ality res)lts an* to e7pe*ite the re$iew process to reach sign#off in a timely mannerGhelps ens)re acceptance criteria for milestone% acti$ities% >cti$itys are met 6*)cates other project staff on ?)ality practices an* processes

•

PROJE! 8%)+#!( !E)M MEM/ERS )rea

Name

+ead Responsibilit;

Pone

E-mail

3.8%)+#!( S!)ND)RDS The following ?)ality stan*ar*s ha$e 'een a*opte* to meet c)stomer e7pectations regar*ing ?)ality#relate* processes an* criteria for *eli$era'les. 3..1

8ualit; Planning

5Definition: +onsists of i*entifying which ?)ality stan*ar*s are rele$ant to this project an* *etermine how yo) plan to satisfy them., The ?)ality stan*ar*s applica'le for planning ?)ality into this project are:

D$6' .1 D$'+

B

33

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! • •

This project shall comply with all applica'le reg)lations% policies% stan*ar*s% g)i*elines% r)les% an* re?)irements This pro*)ct shall meet all the c)stomers re?)irements

>ll milestones% acti$ities% >cti$itys% an* s)'>cti$itys shall ha$e acceptance criteria which will 'e $erifie* an* appro$e* • Project team an* ?)ality team meetings will )se ?)ality agen*as 5*istri')te* 24 ho)rs in a*$ance of the meeting $ia email,. >ll agen*a topics shall ha$e *esire* o)tcomes • Meeting min)tes will 'e *istri')te* within 4C ho)rs of project team or ?)ality team meetings •

The c)stomer an* the project sponsor will appro$e the Project Management Plan 5incl)*ing the )ality Management Plan, • >n e7tensi$e !is Management Plan will 'e *e$elope* to increase opport)nities% an* *ecrease threats to this project • The M Team will re$iew the MP no less than monthly to $erify it contin)es to represent the projects ?)ality processes •

3..&

8ualit; )ssurance

5Definition: +onsists of e$al)ating the o$erall project performance reg)larly to ens)re that the project will satisfy the applica'le ?)ality stan*ar*s., The following stan*ar*s will 'e applie* to ass)re ?)ality on this project: )ality ass)rance meetings concerning the project scope% sche*)le% cost% ris% etc. will 'e sche*)le* no less than monthly with appropriate iss)es a**resse* with the Project (ponsor/67ec)ti$e Management% Project Manager% an*/or )ality Manager/)ality Management Team • 9Ho/no go *ecisions will 'e formally analye* with all 9no go *eterminations of the Project Manager/)ality Manager s)'mitte* to the Project Manager/Project (ponsor no less than one *ay prior to the sche*)les *ecision timeframe • )ality impro$ement recommen*ations will 'e s)'mitte* to the Project Manager an*/or the )ality Manager • >ll changes to this plan m)st comply with the 8ntegrate* +hange +ontrol (ystem 5(ee 8ntegration section of the Project Management Plan., •

3..

8ualit; ontrol

5Definition: +onsists of tracing/monitoring specific project res)lts to *etermine if they comply with the rele$ant ?)ality stan*ar*s% as well as i*entifying ways to eliminate ca)ses of )nsatisfactory performance., The following stan*ar*s will 'e applie* to ens)re ?)ality control: The project shall pro*)ce a pro*)ct )sing + processes agree* )pon 'y the entire Project Team. • !e$iew an* e*it the projects planne* sche*)le an* ')*get prior to the esta'lishment of the projects 'aseline • Monitor% mo*ify% recommen* sign#off 5'ase* on acceptance criteria for milestones% acti$ities% >cti$itys% etc. 5e.g. 8s it 9fit for )se, • &ollow formal scope $erification proce*)re 5checpoints sho)l* 'e *etermine* at ey milestones% etc., •

D$6' .1 D$'+

B

3

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! • •

8*entify iss)es to 'e a**resse* 5see 'elow, an* correlate with the projects !is Management Plan% )ality Management Plan% etc 67pert analysts for + will--.

The M Team will re$iew the MP no less than monthly to ens)re it contin)es to reflect the ?)ality processes an* meets the appropriate re?)irements. • >ll MP )p*ates% corrections% an* recommen*ations will 'e the responsi'ility of the Project Manager/)ality Manager. •

3.28%)+#!( ON!RO+ 9!R)'#N5 )ND )SS#5NMEN!S  This section *escri'es the proce*)res the project will follow to ens)re the *esire* ?)ality res)lts. Document who will be responsible for what, and when they will do it for each of the sections below. Deli0erable

>cceptance +riteria 5or from B(,

Person9s responsible ?or de0elopment< o0ersigt< B maintenance

Person9s responsible ?or appro0al

Start Date: ompletion Date:

(tart:

Status B Percent omplete

O

+omplete: MP 5*e$elopment% maintenance% etc.,

(tart:

O

+omplete )ality Management Meetings

(tart:

O

+omplete !e$iews% inspections% a)*its% etc

(tart:

O

+omplete Training/6*)cation

(tart:

O

+omplete &inal >cceptance

(tart:

O

+omplete

D$6' .1 D$'+

B

35

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 3.38%)+#!( P+)N )PPRO")+ 7ORM (ignat)res re?)ire* to appro$e the )ality Management Plan are as follows. The MP for project  has 'een appro$e*.

F JJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJ

Project (ponsor%
F JJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJJ

Project Manager%
X_________________________________

)ality Manager%
<T6: >ny changes to the MP will 'e analye*/presente* to the Project Manager an* will re?)ire a**itional sign#off.

D$6' .1 D$'+

B

3

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 3.4#SS%ES M)N)5EMEN! Definition: An issue is a generic term for any current item or matter !nown" that needs to be resol#ed or facilitated to allow progress to continue successfully. 8ss)es Management *escri'es

the process for managing an* monitoring nown pro'lems that will liely ha$e impact on the s)ccess of the project if not a**resse* in a timely manner. This section *escri'es the process for managing an* tracing iss)es. 3.4.1

#ssues Management Process

(teps for managing iss)es are as follows: 1. #denti?;: a. >ny project staehol*er can i*entify an*/or ele$ate an iss)e. '. The Project Manager/)ality Manager may pro$i*e *irection. 2. )nal;Ge : a. >ny project staehol*er can analye an iss)e '. nce an iss)e has 'een i*entifie* as ha$ing a significant impact to the project% the Project Manager/Project Team 5an* ()'ject Matter 67pert% if applica'le,% sho)l* help with the analysis 3. )ssign: a. The Project Manager assigns an 98ss)e wner5s,% '. The Project Manager priorities 5rates, each iss)e as to their impact se$erity. 5(ee 9Priority in following template,. 4. Resol0e : a. The 8ss)e wner 5s, is/are responsi'le for researching% *oc)menting% recommen*ing% an* o$erseeing the implementation of the sol)tion for their o)tstan*ing iss)e within a specifie* timeframe . lose: a. The 8ss)es wner5s, will close o)t an iss)e once they ha$e $erifie* that it has 'een resol$e*. ;. Monitor : a. The 8ss)e wner5s, will contin)e to monitor the stat)s of all iss)es on a weely 'asis an* also $ali*ate the resol)tion of iss)es mare* as close*. '. The 8ss)e wner5s, will monitor the completion stat)s of all iss)es% howe$er in*i$i*)al project teams are responsi'le for $ali*ation to ens)re that their iss)es are a**resse* an* completely resol$e*.

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PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 3.4.&

#ssues !rac=ing !emplate

Tip: 8ss)es sho)l* 'e rane* as to their priority le$el 'ase* on whether they can 'e resol$e* at the project le$el% or whether they re?)ire imme*iate action 'y (r. Management. The following template sho)l* 'e complete* for each iss)e that is i*entifie*. This information will 'e store*/logge* an* monitore* in- #SS%ES !R)'#N5 !EMP+)!E *eading

Description

#ssue No.

Pro$i*e a )ni?)e n)m'er

#ssue O>ner

Pro$i*e the name of person who will o$ersee iss)e resol)tion

Date Submitted

Pro$i*e the *ate the iss)e was i*entifie*/s)'mitte*

Submitter

Pro$i*e the name of person who s)'mitte* the iss)e

#ssue !itle

Pro$i*e a short title/*escription of the iss)e

urrent Status

Pro$i*e the c)rrent stat)s if the iss)e. &or e7ample% pen or +lose*. Pro$i*e *ates an* any a**itional information as necessary Pro$i*e a more *etaile* *escription of the iss)e% as necessary

Detailed Description

Pro$i*e a *escription of the potential impact of this iss)e )pon this% or other projects. 6nter *escription 'elow in the cells across from the applica'le priority raning. Priorit;

"igh

e.g. 8ss)es that ha$e a se$ere impact on ey *eli$era'les an* acti$ities an* m)st 'e a**resse* within 4C ho)rs.

Me*i)m

e.g. 8ss)es that ha$e a significant impact on ey *eli$era'les an* nee* to 'e a**resse* within 1#2 wees.

=ow

e.g. 8ss)es that *o not nee* to 'e resol$e* ?)icly% ')t *o nee* to 'e a**ress within 3#4 wees.

Resolution Steps

=ist the steps yo) will follow to resol$e the iss)e. 8ncl)*e *ates. Date: 1. Description Date: 2. Description Date: 3. Description Date: 4. Description Date: . Description

Notes

Pro$i*e any a**itional notes% as applica'le 5e.g. how the iss)e was resol$e*% etc.,

The eely Performance !eport pro$i*es a compilation of the stat)s of open iss)es that m)st 'e a**resse* 'y (enior Management.

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38

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! The ta'les 'elow may 'e )se* to help monitor/ trac the o$erall stat)s of iss)es 'y their se$erity.

#SS%ES PR#OR#!( !R)'#N5 REPOR! Project: Priorit;

Date: C Open #ssues

Notes,Decisions Name9s

C losed #ssues

Notes,Decisions Name9s

"igh Me*i)m =ow

#SS%ES !R)'#N5 REPOR! Project: #ssue C

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Date: Date Submitted

B

Description,Notes, Decisions,Name9s

Date Resol0ed

Status 9Open< losed< etc

30

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 3.H8%)+#!( M)N)5EMEN! , #SS%ES *E'+#S! Di* yo) follow these steps 







)ality Planning: 5"a$e yo) i*entifie* what ?)ality stan*ar*s are necessary to the project, )ality >ss)rance: 5>re yo) confi*ent yo) can e$al)ate o$erall project performance to see if yo) are meeting yo)r ?)ality stan*ar*s, )ality +ontrol: 5Do yo) now how yo) will monitor an* control project res)lts to see if they comply with yo)r ?)ality stan*ar*s, 8ss)es Management: 5Do yo) ha$e a system in place to han*le iss)es as that arise,

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

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 4. *%M)N RESO%RES 9S!)'E*O+DER M)N)5EMEN!: This section pro$i*es the strategy an* tools for ")man !eso)rce Management an* incl)*es consi*erations for rganiational Planning 5i*entifying% *oc)menting% an* assigning project roles% responsi'ilities an* reporting relationships,% (taff >c?)isition 5getting the right people in the right positions,% an* Team De$elopment 5*e$eloping the team to enhance gro)p performance,.

4.1OR5)N#I)!#ON)+ P+)NN#N5 ,S!)77 )8%#S#!#ON The following ta'les list the ey f)nctional *epartment managers% an* core project team mem'ers. 'E( DEP)R!MEN! 97%N!#ON)+ M)N)5ERS )rea

Name

+ead Responsibilit;

Pone

E-mail

PROJE! !E)M MEM/ERS )rea

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B

+ead Responsibilit;

Pone

E-mail

1

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 4.&RESPONS#/#+#!( )SS#5NMEN! M)!R#F RESPONS#/#+#!( )SS#5NMEN! M)!R#F Person Responsible 'e; Deli0erables

Project (ponsor

Project Manager

Project Team

()'ject Matter 67pert

67ec)ti$e Manager

&)nctional Manager

&)nctional 6mployees

ther

1 2 3 4  ; @ C F 10 11 12 +egend

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•

Heneral Mgt. !esponsi'ility

♦

(pecialie* !esponsi'ility

♣

M)st Be +ons)lte*



May Be +ons)lte*

∇

M)st Be
∗

M)st >ppro$e

2

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 4.)8%#RE S!)77 The steps for ac?)iring staff for this project are as follows: 1. 2. 3. 4. . ;. @. S!)77 )8%#S#!#N5 $OR'S*EE! S=ills Re6uired

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8uali?ied Personnel

)0ailable Personnel

ontacts 9)ppro0al

Date: Notes:

3

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! 4.!E)M DE"E+OPMEN! )!#"#!#ES Team *e$elopment acti$ities for this project are as follows: !E)M DE"E+OPMEN! )!#"#!#ES !eam De0elopment )cti0it;

Date

Person Responsible

Notes

1 5e.g. Training, 2 3 4

4.2!E)M DE"E+OPMEN! )!#"#!#ES Team *e$elopment acti$ities for this project are as follows: !E)M /%#+D#N5 )!#"#!#ES !eam /uilding )cti0it;

Date

Person Responsible

Notes

1 5e.g. Milestone cele'rations, 2 3 4

4.3*%M)N RESO%RE M)N)5EMEN! *E'+#S! Di* yo) follow these steps 



")man !eso)rce Planning: 5"a$e yo) i*entifie* all project roles/responsi'ilities necessary to complete the project, >c?)ire Project Team: 5>re yo) confi*ent yo) ha$e the right people in the right roles,



Team De$elopment: 5Do yo) acti$ities planne* to enhance team performance,



Manage Team: 5Do yo) ha$e a *ay#to#*ay strategy for managing the team,

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PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! H. OMM%N#)!#ONS M)N)5EMEN! P+)N: This section pro$i*es the strategy an* tools for managing project comm)nications. Tip: 6ffecti$e comm)nication planning starts 'y *etermining yo)r o$erall strategy an* then 'rainstorming the steps yo) nee* to tae to get there.

H.1*#5*-+E"E+ OMM%N#)!#ONS P+)NN#N5 !EMP+)!E The following template is )se* to 'egin *e$eloping the o$erall comm)nications strategy. Tip: To *etermine the comm)nication strategy% start 'y *isc)ssing the goals of the project then 'rainstorm the o'jecti$es to achie$e those goals. 'jecti$es sho)l* 'e specific% meas)ra'le o)tcomes aro)n* which the comm)nication plan is *e$elope*. Projects typically ha$e one or more comm)nication o'jecti$es. OMM%N#)!#ONS P+)NN#N5 $OR'S*EE!

5oals 9$at@

ommunication Objecti0es 9$;@

1

1 2

2

1 2

3

1 2

4

1 2

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Steps !o )cie0e Objecti0es 9*o>@

1 2 3 1 2 3 1 2 3 1 2 3

B

Persons9s Responsible 9Department  9$o@ 9$ere@

)udience 9Department 9$o@

!imeline 9$en

(tart: 6n*: (tart: 6n*: (tart: 6n*: (tart: 6n*:

5

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! ommunication Recei0ed /;: #nternal Sta=eolders

ommunication Originating 7rom:

Project Sponsor

Project Sponsor

EAternal Sta=eolders

Project !eam

7unctional Managers

EAecuti0e Management

Oter #nternal Sta=e-olders

EAternal Sta=eolders 9+ist

s nee*e*% Monthly% eely% Daily


























Project Manager

8ualit; Manager


Project Manager


8ualit; Manager



Project !eam




7unctional Managers





EAecuti0e Management






Oter #nternal Sta=eolders







EAternal Sta=eolders







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s nee*e*% Monthly% eely% Daily s nee*e*% Monthly% eely% Daily



PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! H.&OMM%N#)!#ONS M)!R#F !EMP+)!E

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7

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! H.PROJE! OMM%N#)!#ONS S%MM)R( !EMP+)!E The following template lists the projects comm)nication o'jecti$es% owners% timeline% target a)*ience% metho*s% acceptance criteria% fee*'ac% etc. PROJE! OMM%N#)!#ONS S%MM)R( Project Name: Prepared /;: (trategic +omm)nication Hoals

Person5s, !esponsi'le

Timeline

1. 2. 3. 4. . ;. @.

(trategic 'jecti$es (trategic 'jecti$e

Target >)*ience 5list,

Target >)*ience 5*etail,

Tactical (teps Messages

+omm. Eehicle

Target Date

>ct)al Deli$ery Date5s,

6$al)ation +omm. wner

!e$iew 5I/<,

&ee*'ac Metho*

1. 2. 3. 4. . ;. @. C. F. 10. 11.

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8

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! H.PER7ORM)NE REPOR!#N5 !EMP+)!E $EE'+( PER7ORM)NE REPOR! Project
(cope 5Meeting (cope / )ality (pecs,

(che*)le 5Meeting Milestones,

B)*get 5Meeting B)*get,

*#5*

MED#%M

+O$

!e*% Iellow% or Hreen Progress since last report: 8ss)es: >ctions !e?)ire*: Threats: >ctions !e?)ire*: pport)nities: >ctions !e?)ire*:

$EE'+( S*ED%+E S%MM)R(

Total Milestones: Milestones n (che*)le: Milestones >t !is: Milestones +hange*: +hange A)stification:

Milestones +omplete* To Date: Milestones Behin* (che*)le: Milestones 6liminate*: O Milestones n (che*)le: O Milestones Behin* (che*)le: O Milestones >t !is:

Mo*ify the assessment as applica'le for yo)r project. !e* *#5*

Major pro'lems / o'stacles !e?)ires attention with 4C ho)rs rgentK Behin* sche*)le 'y more than  *ays $er ')*get 'y more than 10O

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Iellow

Hreen

MED#%M

+O$

(ignificant pro'lems / o'stacles !e?)ires attention within  woring *ays Potential significant pro'lemsK Behin* sche*)le 'y more than 2 *ays $er ')*get 'y )p to 10O

ll systems goK n sche*)le n ')*get

0

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! H.2)R*#"#N5 PROJE! #N7ORM)!#ON The following steps will 'e taen to close o)t the project after final scope $erification: 1. +ontract closeo)t 5(ee Proc)rement Management section, 2. &inal performance information 3. =essons =earne* 4. 67ec)ti$e sign off . >rchi$e *oc)mentation for organiational process assets

H.3OMM%N#)!#ONS M)N)5EMEN! *E'+#S! Di* yo) follow these steps 







+omm)nications Planning: 5"a$e yo) *etermine* who nee*s what information an* when, 8nformation Distri')tion: 5Do yo) now how yo) will mae the information a$aila'le, Performance !eporting: 5Do yo) now how yo) will collect an* *istri')te information as to how the project is progressing, Manage (taehol*ers: 5Do yo) now what is re?)ire* to manage all the staehol*ers on the project,

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PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! . R#S' M)N)5EMEN! P+)N This section pro$i*es the strategy an* tools for managing ris 5threats, to the project. !iss will 'e i*entifie*/analye* 'y the project team% an* recor*e* into the appropriate format 5see 'elow,. !is owners 5as applica'le, will 'e responsi'le for the o$ersight specific riss/>cti$itys. The o$erall strategy for managing ris on this project is as follows: 1. !is Planning: 5hats yo)r o$erall approach, a. '. 2. !is 8*entification: 5"ow will yo)r *etermine what the ris areJ a. '. 3. !is >nalysis: 5"ow will yo) prioritie each ris, a. '. 4. !is !esponse Planning: 5"ow will yo) respon* to the most serio)s riss, a. '. . !is Monitoring an* +ontrol: 5"ow will yo) monitor an* control riss, a. '.

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PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! .1R#S' #DEN!#7#)!#ON $OR'S*EE!S: The following project team mem'ers are responsi'le for !is 8*entification for this project: R#S' #DEN!#7#)!#ON PERSONNE+ Name

D$6' .1 D$'+

Department

B

E-mail

Pone

)rea o? EApertise

52

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! .1.1

Ris= #denti?ication and )nal;sis $or=seet

The following worsheet may 'e )se* to 'rainstorm an* recor* information applica'le to each in*i$i*)al ris. $ip: %a#e a special ris! identification meeting with the project team&&start with the Project Charter, the Scope Statement, and the '(S. R#S' #DEN!#7#)!#ON , )N)+(S#S $OR'S*EE! Project name: !is title/n)m'er: 5Threat or pport)nity, 8*entifie* 'y: Date i*entifie*: !is wner: P Pro'a'ility of occ)rrence 51#FFO, 8 (e$erity of 8mpact 51#,: !is 67pos)re !ating: 5P  8, !is *escription: +)rrent (tat)s: 5e.g. !e*% Iellow% Hreen,

5By consens)s% *etermine the lielihoo* that the ris will occ)r., 5Thin of the potential impact to sche*)le% costs% ?)ality% etc. 8ncl)*e impact to other projects  'eing the highest impact rating.,

"igh

Me*i)m

=ow

Trigger5s,: 5hat is liely to ca)se it to occ)r, Time/&re?)ency: 5hen an* how often, >ction5s, !e?)ire*: !is response 5control,: 5e.g. +an yo) a$oi*% transfer% or mitigateW or *o yo) j)st ha$e to accept it, • • • •

Tip: Prioritie the time spent for managing riss 5i.e. assessment% contingency planning% etc, 'ase* on the !is 67pos)re !ating. 6ns)re that 9!is wners are assigne* to o$ersee the riss with the highest ratings. Determine whether changes nee* to 'e ma*e to other areas of the Project Management Plan% an* in t)rn% what impact those changes will ha$e on the other areas of the project an* project management plans.

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.&8%)+#!)!#"E R#S' RESPONSE P+)NN#N5 9R#S' RE5#S!ER  The following template pro$i*es a s)mmary of all riss i*entifie* for this project% Description% Pro'a'ility% 8mpact% Triggers% !is wners an* !esponse (trategy.

R#S' RE5#S!ER Project
Project (ponsor:

Date:

Project Manager:

!is (core 5P 7 8, 54.F 'eing the !is 6$ent Description highest 5Descri'e the ris. se !is >cti$ity !is Xmight%X Xpossi'ly%X an* XmayX 8D  8D (core, in the sentence,

(e$erity 51#, 5 !is wner represents 5=ist the the Trigger name of the !esponse (trategy highest 5Descri'e the person5s, 5>$oi*ance% Transference% impact early warning responsi'le Mitigation % >cceptance, >lso note se$erity sign5s, for each for managing impact to sche*)le% cost% ?)ality% rating, ris, the ris, reso)rces% etc.,

0 0 0 0 0 0 0 0 0 0 0

Pro'a'ility 51#FFO, 5FFO represents the highest pro'a'ility that the ris might occ)r.,

0 0 0 0 0 0 0 0 0 0 0

8mpact Description 5Descri'e the impact of the ris occ)rring,

0 0 0 0 0 0 0 0 0 0 0

PROJE! M)N)5EMEN! P+)N 7OR @@@@ PROJE! .R#S' ON!#N5EN( P+)NN#N5 !EMP+)!E The following pro$i*es a worsheet for contingency planning for each ris. R#S' ON!#5EN( P+)NN#N5 !EMP+)!E Ris= Number:

Project Name:

Project Sponsor: Project Manager:

Se0erit; to Project: "* * M + "+

Probabilit; o? Occurrence:

KKKK Project !eam Member Responsible ?or !rac=ing:

Description of !is: Description of 8mpact (e$erity to Project: +)rrent (tat)s: Date: / / Date: / / Date: / / Date: / / Date: / / ther +omments 5e.g. secon*ary an* resi*)al riss that may occ)r as a res)lt of e7ec)ting the contingency plan,:

"ow co)l* this ris materialie 5i.e. hat is the trigger, ). *. +. . -. . .

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hat steps can 'e taen to a$oi* the threat altogether ). *. +. . -. . .

hat steps can 'e taen to minimie the impact or pro'a'ility of the ris occ)rring ). *. +. . -. . .

hat steps can 'e taen to transfer the pro'a'ility or impact of the ris occ)rring to someone else ). *. +. . -. . .

5

8%)+#!( M)N)5EMEN! P+)N .R#S' RESPONSE +O5 !EMP+)!E This template pro$i*es a log for tracing responses to riss that ha$e occ)rre*: R#S' RESPONSE +O5 No.

Description o? Response to Ris=

Ris= O>ner

Date

Done@

1 2 3 4  ; @ C F 10

         

.2R#S' M)N)5EMEN! *E'+#S! Di* yo) follow these steps 

!is Planning 5o$erall strategy for the project,



!is 8*entification 5for each in*i$i*)al risG'ase* on B(,



!is >nalysis/>ssessment 56stimates relate* to Pro'a'ility an* 8mpact ##cost% sche*)le% ?)ality% etc,



!esponse Planning 5what will yo) *o if the ris is triggere*,



!is monitoring an* control 5who will *o what "ow will yo) $erify% etc,

Quality Management Plan Version:

Date:

Page 57 of 61 By:

8%)+#!( M)N)5EMEN! P+)N

1L.

PRO%REMEN! M)N)5EMEN! P+)N

This following pro$i*es the strategy an* tools for managing project proc)rement. Tip: (ince many organiations ha$e specific policies% stan*ar*s% an* proce*)res% Project Managers are enco)rage* to wor with their respecti$e p)rchasing *epartment to streamline the p)rchasing process an* a*here to organiational policies. 8t is highly liely that yo)r p)rchasing *epartment alrea*y has the templates yo) nee*. The templates shown 'elow may 'e )sef)l for *isc)ssion p)rposes only. +hange titles as nee*e*. !emem'er% choosing the right contract type is especially important in managing riss on the projectG &i7e* Price contracts typically pro$i*e the least ris. >lso see the +ost Management Plan.

1L.1

P+)N P%R*)SES )ND )8%#S#!#ONS

This section pro$i*es information applica'le to the o$erall strategy for proc)rement. 58ncl)*es *etermining what yo) nee* to ')y an* when% contract type% estimates% who is in$ol$e* with e$ery aspect of the proc)rement process% when they will *o what% etc., P=>< P!+">(6( >+8(8T8<( !("66T !eso)rce% 6?)ipment% Materials !e?)ire*

Date !e?)ire*


Date:

+ontract Type Desire*

+ost 6stimate

Person !esponsi'le

ther

ther

Page 58 of 61 By:

8%)+#!( M)N)5EMEN! P+)N 1L.&

P+)N ON!R)!#N5

This section pro$i*es information applica'le *oc)menting pro*)ct/ser$ice re?)irements an* i*entifying potential so)rces. P=>< ++T8
Potential Een*ors

!eso)rce% 6?)ipment% Materials !e?)ire*

Man*atory !e?)irements

ther !e?)irements

Date +ontacte*

Een*or 1 Een*or 2 Een*or 3

1L.

RE8%ES! SE++ER RESPONSES

'taining ?)otes% 'i*s% offers% proposals as appropriate !66(T (6==6! !6(P<(6( !("66T

Potential Een*ors

!eso)rce% 6?)ipment% Materials !e?)ire*

Date Bi* / )ote !ecei$e*

Bi* / )ote 5+ontract Type,

Meets all criteria 5I/<,



Date:

Page 59 of 61 By:

8%)+#!( M)N)5EMEN! P+)N 1L.

SE+E! SE++ERS

This section pro$i*es information applica'le to the process of selecting the $en*or5s,. (6==6! (6=6+T8< !("66T !eso)rce% 6?)ipment% Materials !e?)ire*

Potential Een*ors

(election 6$al)ation +riteria

!ating 51#4, 5here 4 meets all criteria,

+ontract Type

Een*or (electe* 5I/<,


1L.2

ON!R)! )DM#N#S!R)!#ON

This section pro$i*es information applica'le to managing the relationship with the seller/$en*or: ++T >DM8<8(T!>T8< !=6( / !6(P<(8B8=8T86( !("66T

Een*or

Project Manager

+ontract Manager

)ality Manager

ther



Date:

Page 6 of 61 By:

Project Management Plan Template

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