PROJECT MANAGEMENT PLAN
INSERT PROJECT NAME
Insert Date– DRAFT
Project Management Plan for <Project>
Part I ..................................................................................................................................................... 3
1.
Project Scope Statement..................................................................................................................................................... 3
2.
Background and Business Need........................................................................................................................................ 3
3.
Project Objectives ............................................................................................................................................................... 3
4.
Project Management Approach ........................................................................................................................................ 3
5.
Boundaries ............................................................................................................................................................................ 3
6.
Assumptions ......................................................................................................................................................................... 3
7.
Dependencies ....................................................................................................................................................................... 3
8.
Deliverables & High-level Requirements ........................................................................................................................ 4
9.
Vendor Management Plan ................................................................................................................................................. 4
10.
Issue Management Plan ...................................................................................................................................................... 5
11.
Risk Management Plan ....................................................................................................................................................... 6
12.
Key Milestones & Timeline ............................................................................................................................................... 7
13.
Project Roles Matrix............................................................................................................................................................ 7
14.
Project Team Directory ...................................................................................................................................................... 7
15.
Project Roles & Responsibilities ....................................................................................................................................... 7
16.
Project Meeting Management ............................................................................................................................................ 8
17.
Acceptance & Approval of Project Management Plan Part I ...................................................................................... 8
Part II .................................................................................................................................................... 9
18.
Schedule Management Plan/Project Schedule ............................................................................................................... 9
19.
Project Scope Change Management Process .................................................................................................................. 9
20.
Project Communications Plan & Management Strategy .............................................................................................10
21.
Ongoing Project Communications .................................................................................................................................11
22.
Project Training Plan ........................................................................................................................................................11
23.
Project Budget....................................................................................................................................................................11
24.
Budget Management Plan ................................................................................................................................................11
25.
Acceptance & Approval of Project Management Plan Part II ..................................................................................12
Appendices ........................................................................................................................................ 13
Appendix A: Project Charter ..........................................................................................................................................................13
Appendix B: Project Roles Matrix .................................................................................................................................................14
Appendix C: Standard Project Roles and Responsibilities ........................................................................................................15
Appendix D: Scope Change Management Request Form .........................................................................................................19
Appendix E: Document Change Log ...........................................................................................................................................20
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Part I
The Project Management Plan is a formal, approved document that defines how a project is executed,
monitored and controlled. The objective of this Project Management Plan is to define the approach to be
used by the project manager and the project team to deliver the intended scope of this project.
1.
PROJECT SCOPE STATEMENT
A concise vision or scope statement that summarizes the purpose and intent of the project and describes what the
customer is envisioning that will be delivered. It describes the thing or service that will exist.
2.
BACKGROUND AND BUSINESS NEED
Include the background and business need from the approved project charter document.
3.
PROJECT OBJECTIVES
Outlines the high-level business and customer focused objectives for the project...not the deliverables.
4.
PROJECT MANAGEMENT APPROACH
The Project Manager, insert project manager name is responsible for managing and executing this project according to
this Project Plan and will be supported by the project roles matrix outlined in section insert roles matrix section #.
5.
BOUNDARIES
Include information from the project scope/charter, and add information gathered from the Kick-off meeting or
other resources/opportunities.
a.
b.
c.
d.
6.
Insert boundary
Insert boundary
Insert boundary
Insert boundary
ASSUMPTIONS
Include information from the project scope/charter, and add information gathered from the Kick-off meeting or
other resources/opportunities.
a.
b.
c.
d.
7.
Insert assumption
Insert assumption
Insert assumption
Insert assumption
DEPENDENCIES
Include information from the project scope/charter, and add information gathered from the Kick-off meeting or
other resources/opportunities.
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a.
b.
c.
d.
8.
Insert dependency
Insert dependency
Insert dependency
Insert dependency
DELIVERABLES & HIGH-LEVEL REQUIREMENTS
Include information from the project scope/charter, and add information gathered through the Kick-off meeting and
through other opportunities. Cut/paste DBS.
Deliverables
1. Deliverable
1.1. Deliverable
1.2. Deliverable
2. Deliverable
2.1. Deliverable
2.1.1. Deliverable
2.1.2. Deliverable
2.2. Deliverable
3. Deliverable
4. Deliverable
4.1. Deliverable
4.2. Deliverable
4.2.1. Deliverable
4.2.2. Deliverable
4.2.3. Deliverable
4.2.3.1.
4.2.3.2.
9.
Requirements
Deliverable
Deliverable
VENDOR MANAGEMENT PLAN
Vendors will be held to their contracts with GRU for specified deliverables. The following process will be used to
manage list name(s) of project vendors during this project.
When GRU contracts with vendors, we expect the vendor to operate as a partner and work in good faith to provide
professional services based on best practices and industry standards.
Use the following questions in your discussions with the sponsor(s) and project directors to outline the vendor management plan.
 Outline the roles for the overall vendor management. Consider negotiations, signing contracts, approval of
invoices.
 Define how the vendor will be tracked – deliverable, hours, bucket of $s
 Include the high-level milestones for each vendor deliverable
 Define format and timeframe for status reports from the vendor.
 Include any pertinent information from the vendor contract or link to vendor contract.
 Indicate who will be responsible and how deliverables will be approved.
Link to vendor contract(s).
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Link to Project Acceptance Criteria.
10.
ISSUE MANAGEMENT PLAN
The following is a summary of the issue management process:
a. Identify the Outstanding Issue for Resolution
Any member of the project may identify a potential issue. Once an issue is identified, the Project Manager will
make sure that it has not been addressed before and then decide the path to take for resolution. Some issues
can be addressed and resolved without formal documentation, but many require a more formal approach for
resolution.
b. Document & Log the Issue for Tracking
After an issue has been identified, it becomes necessary to document it. The project manager adds the issue
is to Link to Issues/Risk & Decisions Log.
c. Resolve the Issue
The project Core Team will review and prioritize outstanding issues and assign them resource to resolve it.
That resource will determine the measures necessary to reach a solution and provide a target resolution date.
It may be necessary to involve other resources to implement the identified measures to resolve the issue. If
the issue cannot be resolved, or if the impact is greater than originally determined, it may be necessary to
bring it before the project Core Team for review before continuing. Resource provides update to Project
Manager.
d. Record the Resolution of the Issue
Once the issue has been resolved, it is then necessary to record the resolution and close it - this is the last step
of the tracking process. The Project Manager will verify that the solution was approved, and if everything is
satisfactory, will change the status to “completed.” (At this time the issue may be removed from the
Outstanding Issue Log and placed in a similar log for completed issues. This would be helpful to the project
manager in the first step of the process when checking to make sure an issue has not been addressed before.)
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Project Core Team
ID
Issue
Assigned Project
Team
Issues Management Process
ID
Issue
No
Issue
Resolved?
Yes
Assigned Team
Member
Project Manager
Resolve the
Issue
ID
Issue
ID
Issue
11.
Review
Outstanding
Issues & Assign
Resource(s)
Project
Manager
Notified
Document
Issue in
Issues Log
Project
Manager
Updates
Status
Project
Manager
Documents
Resolution
Issue Closed
RISK MANAGEMENT PLAN
The approach we have taken to manage risks for this project included a methodical process by which the project team
identified, scored, and ranked the various risks. The most likely and highest impact risks will be added to the project
schedule to ensure that the assigned key resources take the necessary steps to implement the mitigation response at
the appropriate time during the schedule. Resources will provide status updates on their assigned risks.
High Probably/High Impact Risks
Following are the risks identified by the project team members to have the highest probability and highest impact
should they occur and their related preventive and mitigation strategies.
Risk Statement #1: Include risk statement.
Preventive Measures: To ensure risk does not occur.
a. Insert preventive measure.
b. Insert preventive measure.
Mitigation Strategies: If preventive measures do not work.
a. Insert mitigation strategy.
b. Insert mitigation strategy.
Risk Statement #2: Include risk statement.
Preventive Measures: To ensure risk does not occur.
a. Insert preventive measure.
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b. Insert preventive measure.
Mitigation Strategies: If preventive measures do not work.
a. Insert mitigation strategy.
b. Insert mitigation strategy.
All other risks and strategies are included in the Risk Plan tab of the Project Management Plan.
12.
KEY MILESTONES & TIMELINE
Date
Milestone
Project Charter Approved
Project Kick Off Meeting Held
Initial Risk Assessment Completed
Project Management Plan Part I Approval
Project Management Plan Part II Approval/Final Schedule Approval
Final Schedule Approval
Go Live(s)
Lessons Learned Completed
13.
PROJECT ROLES MATRIX
The project roles matrix for this project has been developed and appears in Appendix #.
14.
PROJECT TEAM DIRECTORY
The following section includes contact information for key project team members.
Name
Project Role
Phone Number
Name
Project Sponsor
Phone Number
Name
Project Leader
Phone Number
Name
Project Manager
Phone Number
Name
Key Resource Manager(s) Phone Number
Name
Key Resource Manager(s) Phone Number
Name
Key Resource Manager(s) Phone Number
Name
Project Team Lead
Phone Number
Name
Project Team Lead
Phone Number
Name
Project Team Lead
Phone Number
Name
Project Team Lead
Phone Number
Name
Project Team Lead
Phone Number
Name
Project Team Lead
Phone Number
Name
Vendor
Phone Number
15.
Email
Email Address
Email Address
Email Address
Email Address
Email Address
Email Address
Email Address
Email Address
Email Address
Email Address
Email Address
Email Address
Email Address
PROJECT ROLES & RESPONSIBILITIES
See Appendix # for detailed project roles and responsibilities for this project.
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16.
PROJECT MEETING MANAGEMENT
Best practice meeting management tools and techniques will be used during all project-related meetings including
sponsors updates, core team meetings, and team meetings. These tools and techniques include the following:
 Meeting roles including meeting leader, scribe, timekeeper, and gatekeeper
 Agenda and Action Minutes – to be sent to all project team members
 Following are the agreed-upon ground rules to be used during project meetings:
1) Start on time, end on time, return from breaks on time.
2) Focus on the meeting and the agenda – avoid multi-tasking.
3) Put mobile devices on silent mode.
4) Leave the meeting if you must take a call.
5) Demonstrate respect by being prepared, avoiding side conversations, and being open to and listening
to others’ opinions.
6) Actively participate by sharing your insights and expertise to increase the productivity of the meeting.
7) Use effective meeting tools including agendas for all meetings, action minutes, parking lot for offtopic items, and meeting roles.
8) If you are unable to attend, please notify the meeting leader.
17.
ACCEPTANCE & APPROVAL OF PROJECT MANAGEMENT PLAN PART I
Approvals
Customer Project Director
Date
IT Project Director
Date
IT Project Manager
Date
Key Resource Provider/Vendor
Date
Sponsor(s)
Date
CIO(s)
Date
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Part II
18.
SCHEDULE MANAGEMENT PLAN/PROJECT SCHEDULE
The project schedule for this project is created using MS Project 2007 by the Project Manager with input from the
project team and key stakeholders. The schedule will be managed through the Project Web Access (PWA) system and
team members are responsible for logging their time in the PWA system for their tasks.
Link to project schedule or provide a milestone report graphic here or as an appendix.
19.
PROJECT SCOPE CHANGE MANAGEMENT PROCESS
Following is an overview of the Project Scope Change Process:
a. Initiator of the proposed change fills out scope change request form with initial scope change request
information including description and justification. Initiator submits the request to the project manager.
b. Core Team evaluates scope change request to approve for gathering impact on project scope, cost, schedule
and resources.
c. Initiator fills out Impact Areas portion of the scope change request form with information from evaluation.
d. Submit project scope change request to Core Team for approval.
e. If change request is approved, submit to the Project Lead and Sponsor.
f. Project Manager notifies appropriate stakeholders, issues project change order, and updates project
documentation (Change Request Log, project schedule, Project Roles Matrix and budget forecast).
g. If change request is rejected, close request.
h. Approvals may be by written signatures or via email.
Project Scope
Change Approved?
Yes
Initiate or
Provide
Input for
Initial
Scope
Change
Request
Project Manager
Review Initial
Scope
Change
Request
Estimate or
Gather Further
Information?
Scope Change
Request
Approved?
Yes
No
Yes
Project Team
Core Team
CIO & Sponsor
Customer
Project Scope Change Request Process
Update Scope
Change
Request Form
Review Project
Scope Change
Request Form
No
Update Initiator &
Core Team of Project
Change Request
Approved?
No
No
Yes
Replan As
Needed
Close
Request
See Appendix Appendix # for Change Request Form.
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20.
PROJECT COMMUNICATIONS PLAN & MANAGEMENT STRATEGY
The purpose of the Project Communications Plan is to support communications and public relations planning and
outline the communications management strategy for the project. The plan includes two primary components to keep
project stakeholders informed:
a) Ongoing project communications focused on the project organization which includes all stakeholders
directly involved in the project from the sponsor to the team members.
b) Event-driven communications built around key milestones and general publicity and information needs
of end users and other stakeholders directly affected by the project.
Stakeholders include those people, groups of people, or organizations directly affected by the project or the results
of the project and/or deliverables.
Following is a process map that outlines the communications plan development process.
Communications Plan Development & Implementation Process
Sponsor/Customer
Review & Input
Project Kick-off Meeting
Includes Project Charter,
Critical Issues Results, Etc.
No Changes
Include communication
plan tasks in the Project
Schedule
Gather Planning
Inputs
Core Team
Project Manager
Project
Sponsor &
Customer
Director
No Changes
Using Communication Plan
Template,
Identify Stakeholders
Communications Team
Changes
Review & Provide Input
Changes
Interview Stakeholders, if
needed
Conduct Stakeholder Analysis
Determine Stakeholder
Needs/Desired Outcomes
Implement
Communications Plan
Prepare First Draft
Communications Plan
Incorporate
Changes &
Finalize Project
Communications
Plan
Identify Communication
Methods and Responsibilities
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21.
ONGOING PROJECT COMMUNICATIONS
Project implementation offers regular opportunities for communications to key stakeholders. These communications
include the status of the project, identification of critical issues, resource needs, etc.
The ongoing regular communications plan guides the regular communications needed throughout the life of the
project to ensure that those members of the project organization and key stakeholders are kept informed. This plan
identifies specific communications methods and assigns the person(s) responsible for each.
The Project Manager will take a proactive role in ensuring effective project communications on this project.
Following are the specific ongoing and regular communications methods to be used for this project.
Ongoing Regular
Communications
Frequency
Purpose
Participants
Responsible
Placeholder for Ongoing Regular Communications Plan from
Communications Planning Document.
Link to Communication Plan.
Link to Project PowerPoint Presentation.
22.
PROJECT TRAINING PLAN
The purpose of the training plan is to outline the strategy for training provide a high-level description the training to
be provided. Include the target audiences for the training. Outline the team/person responsible for the project
training plan.
Link to Project Training Plan
23.
PROJECT BUDGET
Include a high-level overview of the project budget and any key points to be highlighted.
Link to detailed budget or attach as appendix.
24.
BUDGET MANAGEMENT PLAN
Following is the Budget Management Plan that clearly defines how the budget on this project will be managed.
Use the following questions to help you work with the sponsor(s) and Project Directors to outline the plan for managing the budget. If
an outside vendor is a part of the project, please refer to the vendor management section.
 Identify who is responsible for managing the budget
 Identify who has the authority to approve purchase orders and payment of invoices
 Indicate how budget performance is quantitatively measured and reported upon
 Identify report formats, frequency and to whom they are presented
 Indicate guidelines for when the budget should be considered for a scope change request
 Indicate who has the authority to make changes to the project to bring it back within budget
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25.
ACCEPTANCE & APPROVAL OF PROJECT MANAGEMENT PLAN PART II
Approvals
Customer Project Director
Date
IT Project Director
Date
IT Project Manager
Date
Key Resource Provider
Date
Sponsor
Date
CIO
Date
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Appendices
APPENDIX A: PROJECT CHARTER
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APPENDIX B: PROJECT ORGANIZATION AND ROLES MATRIX
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APPENDIX C: STANDARD PROJECT ROLES AND RESPONSIBILITIES
Following are the typical roles and responsibilities for projects. Roles may be assigned to one or more individuals.
Conversely, individuals may play one or more roles.
1.
Sponsor: Insert Name(s)
1)
2)
3)
4)
5)
6)
7)
Has ultimate authority and responsibility for the project
Provides funding for the project (initial funding, additional funds)
Approves changes to scope, as required
Removes obstacles that prevent the project from moving forward
Approves Project Charter and the Project Management Plan including the project schedule
If project is a strategic initiative, provides updates to executive management
Resolves issues escalated by the Project Leader
2. Advisory Team: Insert Name(s)
1) Provides information and expert advice about enterprise plans for other projects that impact project
timelines, deliverables, or resources
2) Advises on strategic partnerships
3) Promotes enterprise-wide support for the project
3. Steering Team: Insert Name(s)
1) Supports the Sponsor in supporting, promoting, providing resources for, and making decisions for the
project
2) Provides information and expert advice about enterprise plans for other projects that impact project
timelines, deliverables, or resources
3) Provides enterprise-wide leadership in support of the project
4) Advises on issue resolution escalated by the Project Leader or core team for decision making
5) Resolves or forwards policy issues to appropriate decision-making bodies
4. Core Team: Insert Name(s)
1)
2)
3)
4)
5)
6)
7)
8)
Meets regularly to review issues and monitor project progress
Provides status updates on open action items
Reviews and makes recommendations on vendor change orders
Manages project issues and risks
Approves investigation of proposed project change requests
Reviews and approves/rejects project change requests
Keeps respective departments and functional areas aware of the status of the project
Serves as conduit from respective departments and functional areas for input into the project
5. Project Leader: Insert Name(s)
1) Participates in the development of the Project Charter and Project Management Plan in collaboration with
the Project Manager and other key stakeholders
2) Coordinates and ensures the availability of functional resources to participate in the project
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3) Participates in project budget development
4) With support from the Project Manager, presents Project Charter and the Project Management Plan to
Project Sponsor for approval
5) Works with Project Sponsor to acquire project funding and additional funding, as needed
6) Works with Project Manager in vendor/contract negotiations
7) Works with Purchasing Dept for procurement of product and services that are not on state contract
8) Collaborates with Project Manager and others, as needed, regarding issues and unplanned expenditures that
may impact the budget
9) Attends and actively participates in core team and sponsor update meetings
10) Makes decisions in a timely manner, outside of regularly scheduled meetings, as project-related decisions are
needed
11) Keeps senior management informed of project status
12) Works with Project Manager and Team Leaders as needed, to resolve issues and remove obstacles to project
progress
13) Approves vendor change orders; and presents those vendor change orders which impact the project scope,
for the Sponsor’s approval
14) Reviews the proposed schedule and assist in its validation
15) Provide significant updates (i.e. changing dates, risks, significant issues) in between meetings and status
reports to Sponsor and other leadership
6. Project Manager: Insert Name(s)
The Project Manager roles and responsibilities are built around the Project Management Institute® nine
knowledge areas.
1) Facilitates the development of the Project Charter and the Project Management Plan in collaboration with the
project team and resource managers
2) Maintains the Project Management Plan
3) Ensures all given objectives and responsibilities of the team are properly documented and approved on the
Roles Matrix
4) Leads Lessons Learned session
5) Conducts regular core team meetings to review issues, project risks, and monitor project progress
6) Creates regular status reports and distributes to project team
7) Supports the Project Leader in communication to senior management including reports such as milestone
reports, project cost analysis reports, etc.
8) Supports the project communications advisory team in developing the project communications plans
9) Works with core team and Project Leader to remove obstacles to project progress
10) Facilitates ongoing project risk management and analysis
11) Documents issues and tracks and monitors issues through resolution
12) Escalates issues to Project Leader and/or core team for referral to appropriate management and/or policy
making bodies
13) Facilitates development of high-level deliverable structure, WBS sessions, work package definition,
sequencing, and estimating effort and resources with the project teams
14) Creates the project schedule and validates the schedule with the core team and sub teams
15) Obtains schedule approval from the Project Sponsor and Project Leader
16) Monitors time submission for project tasks to ensure work is being completed as scheduled
17) Levels and monitors schedule weekly and updates as necessary
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18) Monitors critical path in the project schedule and proactively works with resources and resource managers to
ensure those agreed-upon dates are met
19) Monitors vendor/consultant hours and verifies invoices against deliverables/milestones
20) Monitors vendor contract compliance
21) Presents vendor change orders to Project Leader and follows scope change management processes, if
required
22) Reports to and receives direction from the Sponsor, Project Leader, and core team
23) Facilitates the identification of project resource requirements and works with resource managers and
customers to construct project teams
24) Manages assigned staff, vendors, contractors, and other resources
25) Provides an orientation to the assigned project resources on the Project Roles Matrix including their roles and
responsibilities
26) Works with resource managers when necessary to either increase resource availability or negotiate for other
resources
27) Motivates and coaches team leads and team members
28) Ensures the project scope management change process is followed
29) Analyzes project change request impacts to schedule, budget, and resources
30) Documents and communicates project change requests
31) Participates in budget development, as needed
32) Tracks project budget and provides regular reports
33) Ensures deliverable acceptance criteria are developed and receive the required sign-offs before the project is
closed
7. Team Leader: Insert Name(s)
1) Serves on the Core Team
2) Manages the assigned sub team and vigorously pursues the team’s given objectives (i.e. project tasks)
3) Provides regular status updates to the Project Manager, estimated time to completion, cause of variances, etc.,
as defined by the project
4) Coordinates, attends, and actively participates in project team meetings
5) Obtains estimates for project change requests and vendor change orders and provides to Project Manager
6) Contributes to overall project objectives and specific team deliverables
7) Contributes to the Project Management Plan development in collaboration with the Project Manager and the
Core Team
8) Ensures tasks for team are completed on time
9) Schedules and conducts routine team meetings with project team and provides them status updates and
project documentation, when necessary
10) Coordinates team activities related to project schedule
11) Provides forecast estimates of work to complete to Project Manager
12) Notifies Project Manager of any issues and project risks
13) Works to identify and resolve issues and project risks
14) Makes and communicates decisions in a timely manner
15) Advises Project Manager of potential schedule task delays
16) Escalates issues to Project Manager for referral to appropriate policy making bodies
17) Participates in WBS session, work package definition, sequencing, and duration and resource estimating.
18) Reviews and validates the proposed schedule.
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19) Performs assigned activities once the schedule is approved.
8.
Team Member: Insert Name(s)
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
Contributes to project schedule development in collaboration with Project Manager
Responsible for contributing to overall project objectives and specific team deliverables
Communicates project risks and escalates issues to team lead
Attends and actively participates in team meetings
Provides estimate to complete for assigned activities and updates remaining work
Maintains appropriate records of work in progress which includes any necessary documentation
Notifies the team lead of any expected difficulties or issues arising
Responsible for making and communicating decisions in a timely manner
Participates in WBS session, work package definition, sequencing, and duration and resource estimating
Reviews and validates the proposed schedule
Performs assigned activities once the schedule is approved
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APPENDIX D: SCOPE CHANGE MANAGEMENT REQUEST FORM
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APPENDIX E: DOCUMENT CHANGE LOG
Document Change Log
Document
Version
Date
Author
Input
Provided By
Changes Made
Document Change Log Instructions:
1. Enter appropriate information into each column.
2. Note DRAFT version in the Document Change Log and Document Version in the footer until the document is
approved as a final document. Various drafts of this document may be distinguished using the date in the
document file name.
3. Note the final document as Version 1.0 in the Document Change Log as well as the Document Version in the
footer.
4. Minor changes made to the document in the future (i.e., change in Business Unit Lead) should be noted as an
additional document within the same version. For example, a minor change after the final document has been
approved would be Version 1.1.
5. Major changes, such as those outlined within an approved Project Change Request, should be noted as the next
version of the document. For example, a major change allowing additional deliverables to be added through a
Project Change Request would lead to Version 2.0 of the document.
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