Project handbook
<project name>
<project no.>
Version <no.>
Project manager: <name>
Date: <date>
Version: 2.9
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Content
1 Project plans .................................................................................................................. 5
1.1
Project Assignment ....................................................................................................... 5
1.2
Project Objectives (objectives, non-objectives) ............................................................. 6
1.3
Description of Pre- and Post Project Phase ................................................................... 7
1.4
Project Environment Analysis ........................................................................................ 8
1.5
Relationship to Other Projects and the Organisations´s Strategy ................................. 9
1.6
Project Organisation Chart .......................................................................................... 10
1.7
Plan of Objects of Consideration of the Project ........................................................... 11
1.8
Work Breakdown Structure (WBS) .............................................................................. 12
1.9
Project Work-Package Specification ............................................................................ 13
1.10 Project Responsibility Matrix ....................................................................................... 14
1.11 Milestoneplan .............................................................................................................. 15
1.12 Project Bar Chart ......................................................................................................... 16
1.13 Resource Plan ............................................................................................................. 17
1.14 Project Cost Plan ......................................................................................................... 18
1.15 Project Communication ............................................................................................... 19
1.16 Project „Rules“ ............................................................................................................ 20
1.17 Project Risk Analysis.................................................................................................... 21
1.18 Project Documentation ................................................................................................ 22
2 Project Start ................................................................................................................ 23
2.1
Minutes– Project Start ................................................................................................. 23
3 Project Co-ordination ................................................................................................. 24
3.1
Approval of Work-packages ........................................................................................ 24
3.2
Minutes – Project Co-ordination .................................................................................. 24
4 Project Controlling ..................................................................................................... 25
4.1
Project Status Report .................................................................................................. 25
4.2
Additional Project Status Reports ................................................................................ 26
4.3
Minutes – Project controlling ....................................................................................... 26
5 Project Close Down .................................................................................................... 27
5.1
Project Close Down Report.......................................................................................... 27
5.2
Minutes – Project Close Down ..................................................................................... 28
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Document versions
Versionno.
Version: 2.9
Date
Change
10.5.2011
Author
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Distribution list
Name
Version: 2.9
Organisational
Unit
10.5.2011
Role in project
Telephone
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E-mail
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1 Project plans
1.1
Project Assignment
<Project name>
<Project no.>
PROJECTASSIGNMENT
Project start event:
Project start date:
project close down event in terms of
content:

Formal project close down event:
Project close down dates:





Project objectives:
Non-objectives:
Main tasks (Project phases):
Project resources and costs*:










resource/type of cost
Project owner:
Project manager:


unit
Costs (€)
Project team members:




<Name>, (Project owner)
<Name> (Project manager)
* Possible categories of total Project budget:
Category A: up to 0,3 million Euro
Category B: up to 1 million Euro
Category C: up to 10 million Euro
Category D: mor than 10 million Euro
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1.2
Project Objectives (objectives, non-objectives)
<Project name>
<Project no.>
Type of objective
objectives:

Main
objectives
PROJECT
OBJECTIVES
Project objectives
Adjusted prroject objectives as of...





Additional
objectives



Non-objectives





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1.3
Description of Pre- and Post Project Phase
<Project name>
<Project no.>
DESCRIPTION OF
PRE- AND POSTPROJECT PHASE
1) Pre-project phase
What triggered the project?




Relevant douments for the project („Minutes“, … ONLY documents and no content necessary)




Experience from similar projects




2) Post-project phase
What will happen after the projet has ended? (follow-up activities, further projects, …)?




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1.4
Project Environment Analysis
<Project name>
<Project no.>
<Project name>
<Project no.>
Environment
Relationship
(potential/conflict)
PROJECT ENVIRONMENT
GRAPHIC
PROJECT ENVIRONMENT
TABLE
Measures
Who / when
PSP Code
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1.5
Relationship to Other Projects and
the Organisations´s Strategy
<Project name>
<Project no.>
Programs/
Projects/
RELATIONSHIP TO OTHER PROJECTS
Relationship
(potential/conflict)
Sanctions
Who / when
PSP Code
<Project name>
<Project no.>
Strategy
Version: 2.9
CONNECTION TO THE
ORGANISATION´S STRATEGY
Description of connection/relationship
10.5.2011
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1.6
Project Organisation Chart
<Project name>
<Project no.>
Role in Project
PROJECTORGANISATION
Field of duties/Skills
Name
Project owner
Project manager
Project team members
Project members
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1.7
Plan of Objects of Consideration of the Project
<Project name>
<Project no.>
Version: 2.9
10.5.2011
PLAN OF OBJECTS OF
CONSIDERATION
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1.8
Work Breakdown Structure (WBS)
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1.9
Project Work-Package Specification
<Project name>
<Project no.>
WBS-Code,
WP Title
PROJECT WORK-PACKAGE
SPECIFICATION
WP Content (What shall be done?)





Non-WP Content (What shall not be done? optional)





WP Result (What is achieved after WP was finished?)





Progress Measurement (How is progress measured?)





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1.10 Project Responsibility Matrix
<Project name>
<Project no.>
PROJECTRESPONSIBILITYMATRIX
1.1
Project coach
Project member 3
Project member 2
Project member 1
Project team member 5
Project team member 4
Project team member 3
Project team member 2
Project team member 1
Project assistent
Project manager
Project owner
WBS-Code WP-Title
External project owner
Roles & Environment
Project management
1.1.1
1.1.2
1.1.3
1.1.4
1.1.5
1.1.6
1.1.7
1.2
Phase 2
1.2.1
1.2.2
1.2.3
1.2.4
1.2.5
1.2.6
1.2.7
1.3
Phase 3
1.3.1
1.3.2
1.3.3
1.3.4
1.3.5
1.3.6
1.3.7
Functions
R …….Responsible
C …….Contribution
I ……..has to be informed
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1.11 Milestoneplan
<Project name>
<Project no.>
WBSCode
Milestone
MILESTONEPLAN
Plan date
Revised date
Actual date
*In order of plan dates.
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1.12 Project Bar Chart
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1.13 Resource Plan
<Project name>
<Project no.>
WBSCode
Phase/Workpackage
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Resource Plan
Type of resource
Planned
quantity
(days)
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Revised
quantity
(days)
Actual
quantity
(days)
Deviation
(days)
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1.14 Project Cost Plan
<Project name>
<Project no.>
WBS-Code,
WP-Title
PROJECT COST PLAN
Type of Cost

Personnel

Material

External services

Other
Planned
cost
Revised
cost
Actual cost
Deviation
Total

Personnel

Material

Externalservices

Other
Total

Personnel

Material

External services

Other
Total
Project cost
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1.15 Project Communication
<Project name>
<Project no.>
PROJECTCOMMUNICATION
Title
Objectives, Content
Participants
Project owner meeting



project status
decisions
acceptance of progress
report
Project owner,
Project manager
Project controlling
meeting




Project manager,
project status
Project team,
controlling of tasks,
Project coach
schedule, resources, costs
controlling of project
environments
social controlling
prepare proposal for decision


Coordination of subteams
Discussion of problems

Subteam meeting
Schedule
Location
Subteam

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1.16 Project „Rules“
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1.17 Project Risk Analysis
PROJECT RISK ANALYSIS
WBSCode
(Code)
WBSdescripton
(Text)
Riskdescription
(Text)
Priority
(Range)
Benefit
/Cost
(iuro)
Probability
(Percentage)
Riskvalue
(iuro)
Delay
(iWeeks)
Avoidong action
(Text)
Cost for
minimizing
risk
(Euro)
Project total
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1.18 Project Documentation
Area
Description
File
Access
Authorisation
Naming convention
Rules
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2 Project Start
2.1
Minutes– Project Start
2.1.1 Project Start Workshop
2.1.2 Follow-up Workshop
2.1.3 Project Owner Meeting
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3 Project Co-ordination
3.1
Approval of Work-packages
<Project name>
<Project no.>
WBSCode
3.2
Work-package
APPROVAL OF
WORK-PACKAGES
WP-Owner
Date
Approval by
Signature
Minutes – Project Co-ordination
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4 Project Controlling
4.1
Project Status Report
<Project name>
<Project no.>
Project crisis
Project in difficulties
PROJECT STATUS REPORT
as of ........
1) Overall Status:

Project according to plan
2) Status Project objectives
Activities:




3) Status Project progress
Activities:




4) Status Schedule
Activities:




5) Status Resources/costs
Activities:




6) Status Context
Activities:




7) Status Organisation/culture
Activities:




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4.2
Additional Project Status Reports
4.3
Minutes – Project controlling
4.3.1 Project Controlling Meetings
4.3.2 Project Owner Meetings
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5 Project Close Down
5.1
Project Close Down Report
<Project name>
<Project no.>
PROJECT CLOSE DOWN
REPORT
1) Overall impression
2) Reflection: Fulfilment of objectives
3) Reflection: Deliverables / Schedule
4) Reflection: Resources / Costs
5) Reflection: Internal Organisation / Environmental Relationships
6) Performance appraisal (Project owner, Project
manager, Project member)
7) Lessons learned (Summary of Experiences and
suggestions for improvement)
8) Post-Project Phase Planning, Additional Tasks
To-Do
Owner
Schedule
9) Project Close Down
<Name> (Project owner)
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5.2
Minutes – Project Close Down
5.2.1 Project Close Down Workshop
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