Proposal
Options
analysis
Business
process
analysis
Business case
Project plan
Handover
report
Completion
report
Business
requirements
specification
Project name
Project plan (full)
Project Name – Project Plan
Tips for completing templates
–
Every section of the template should be addressed. If the section is not relevant to the
project, use ‘not applicable to this project’. This enables the project manager to tailor
the documentation to the needs of the project, while ensuring the knowledge areas of
project management have been addressed.
–
For an overview of the development phase of project management within the OnQ
methodology, please refer to the OnQ website ‘development phase’.
–
While deleting the guidance box streamlines the appearance of the document it is also
useful to save a version with all guidance intact. This allows you to review the guidance
again if any changes are required to the document, following review by other parties.
–
Information can be presented in table form.
–
This document should be managed in accordance with the Department of Transport and
Main Roads Recordkeeping Policy.
–
Any appendices at the back of the document are tools to assist in documenting the
relevant information. The appendices have generally been developed for major projects
and may need to be tailored to the size and complexity of the project. It is important
therefore to take the time to determine which ones are relevant to the project. In order
for the approving officers to know that the appendices have been considered, use ‘not
applicable’ where appropriate, rather than just omitting or deleting an appendix.
–
It could be useful to refer to a completed handover/completion report as an example
of how to complete this document.
–
Templates should be completed in a language that is:
–
clear and easy to understand
–
pleasant to read
–
well-punctuated and grammatically correct.
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Department of Transport and Main Roads
Component OnQ template
Page 2 of 22
Project Name – Project Plan
Document control sheet
Action statement
Date
Name
Position
Action required
Due date
(Review/Endorse/Approve)
Version history
Version no.
Date
Changed by
dd/mm/yyyy
Prepared by:
Title:
Branch/District:
Division/Region:
Location:
Version no:
Version date:
Status:
DMS ref. no:
File/Doc no:
Nature of amendment
Initial draft.
Name
Job title
Branch/District
Division/Region
Floor, street, city
0.1
dd mmmm yyyy
Initial Draft / Consultation Draft / Approved Document / Minor Revision / Major Revision
DMS reference number
File number/document number
Contact for enquiries and proposed changes
If you have any questions regarding this document or if you have a suggestion for
improvements, please contact:
Project Manager: Insert Project Manager's name here
Phone:
Insert phone number here
Department of Transport and Main Roads
Generic OnQ template
Page 3 of 22
Project Name – Project Plan
Project plan approval checklist
Project governance is documented. Project customer, sponsor and manager have been
identified and accept their responsibility.
There are clear justifications for the project:

the real underlying problem to be addressed has been identified

what the project is expected to achieve has been determined. (For example
potential costs and benefits based upon the current knowledge and
understanding).

the products or services to be delivered, and how they specifically address the
have been clearly determined.
Community engagement planner (if required) is attached with comprehensive
information on stakeholders, responsibilities and Interest or context, engagement and
findings).
Background details include (in summary format if possible):

who initiated the project and how

the real underlying problem to be addressed

current situation (problems, needs or opportunities)

the products or services that will be delivered

potential costs and benefits based upon the current knowledge and
understanding the history of the project

any other initiatives carried out previously to address related issues.
The scope outlined in the business case is confirmed or updated. Any scope creep is
noted.
Internal and external impacts, and possible mitigation strategies, are identified.
The business case investigations, research methodology and engagement are clear.
The risk management plan is attached (including environmental, cultural heritage,
political and safety risks).
The issues management plan is included where appropriate.
The broad strategy to deliver the project is clear.
Adequate project controls are included (inc integration, scope, time, cost, quality, HR,
communication, risk and procurement management.
Environmental management, cultural heritage management and safety are addressed.
Operational issues asset transfer or ownership, commissioning, handover support,
maintenance, warranty and management strategies identified.
Project performance measurement and product benefits realisation are clear.
The costs incurred to date are identified. (preparation of options analysis, and project
proposal).
Functional requirements or business process analysis. attached (summary of the
business process changes or the functional requirements).
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Generic OnQ template
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Project Name – Project Plan

Financial impact analysis (developed to corporate finance standards) attached,
including cash flows, estimated costs of each phase, contingencies, financial
indicators and expected year for programming of fund.

Funding source is clear.
The recommendation is clear for example reason why the project should proceed to the
next stage and identify the impacts of not proceeding.
Deliverables
Appendix A – project scope
Appendix B – project schedule
Appendix C – project budget, estimate & cash flow
Appendix D – human resource management plan
Appendix E – communication management plans – internal and external
Appendix F – risk management plan
Appendix G – procurement plan
Appendix H - project controls
Appendix I – report format
Appendix J – quality plan
Department of Transport and Main Roads
Generic OnQ template
Page 5 of 22
Project Name – Project Plan
Project plan approval
In signing this approval:

I agree that the document meets the standard required for the project plan deliverable
(requirements above).

I understand the financial and other impacts associated with approving this project
plan.

I authorise progression to the implementation stage.
Project customer (accountable for ensuring the stated benefit(s) of the project to the
business have been measured and achieved)
Name
Position
Signature
Date
Project sponsor (accountable for representing the organisation(s) delivering the project)
Name
Position
Signature
Date
The following key stakeholders critical to the project’s success have endorsed this document.
Name
Position
Signature
Date
Add further names as required
Department of Transport and Main Roads
Generic OnQ template
Page 6 of 22
Project Name – Project Plan
Contents
1
Introduction .................................................................................................. 9
1.1
Purpose of this document .............................................................................. 9
1.2
References .................................................................................................... 9
1.3
Definitions ...................................................................................................... 9
2
Project purpose.......................................................................................... 10
2.1
Background and current situation ................................................................ 10
2.2
Outcomes and benefits required .................................................................. 10
2.3
Links with the department’s objectives......................................................... 10
3
Scope of project ......................................................................................... 11
3.1
In scope ....................................................................................................... 11
3.2
Out of scope ................................................................................................ 11
3.3
Related projects ........................................................................................... 11
3.4
Constraints ................................................................................................... 11
3.5
Urgency ....................................................................................................... 12
3.6
Assumptions ................................................................................................ 12
4
Impacts ....................................................................................................... 12
4.1
Internal ......................................................................................................... 12
4.2
External ........................................................................................................ 13
5
Business processes or requirements ...................................................... 13
6
Project control............................................................................................ 13
6.1
Governance ................................................................................................. 14
6.1.1
6.1.2
6.1.3
Project customer .....................................................................................................14
Project sponsor .......................................................................................................14
Project manager .....................................................................................................14
6.2
Governance structure .................................................................................. 14
6.3
Stakeholders ................................................................................................ 15
6.4
Scope management ..................................................................................... 15
6.5
Risks and issues .......................................................................................... 16
6.5.1
6.5.2
Risks.......................................................................................................................16
Issues .....................................................................................................................16
6.6
Time management ....................................................................................... 16
6.7
Cost management........................................................................................ 17
6.8
Human resources management ................................................................... 17
6.9
Communication and change management .................................................. 17
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Generic OnQ template
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Project Name – Project Plan
6.9.1
6.9.2
Internal communication ...........................................................................................18
External communication..........................................................................................18
6.10
Procurement management .......................................................................... 18
6.11
Quality management .................................................................................... 19
6.12
Integration .................................................................................................... 19
7
Safety .......................................................................................................... 19
8
Operational issues ..................................................................................... 19
9
Project performance measurement .......................................................... 20
10
Product benefits realisation ...................................................................... 20
Appendix A – Project scope .................................................................................. 21
Appendix B – Project schedule ............................................................................. 21
Appendix C – Project budget, estimate and cash flow ....................................... 21
Appendix D – HR management plan ..................................................................... 21
Appendix E – Communication management plans – internal and external....... 21
Appendix F – Risk management plan ................................................................... 21
Appendix G – Procurement plan ........................................................................... 22
Appendix H – Project controls .............................................................................. 22
Appendix I – Project scope .................................................................................... 22
Appendix J – Quality plan ...................................................................................... 22
Department of Transport and Main Roads
Generic OnQ template
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Project Name – Project Plan
1
Introduction
1.1
Purpose of this document
Identify the purpose of this document in this section (however do not explain the project here).
The purpose of the project plan is to:
–
detail how the project will be managed
–
provide a baseline for the measurement of progress
–
in completing this project plan, please review the relevant sections from the business
case
–
revise the information where appropriate.
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Type here
1.2 References
List any documents to which this document refers, include all previous documentation
prepared as part of this project.
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Type here
1.3 Definitions
In the table below, define any term the audience may not understand, including specific terms,
abbreviations and acronyms.
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Terms, abbreviations and
acronyms
Department of Transport and Main Roads
Generic OnQ template
Meaning
Page 9 of 22
Project Name – Project Plan
2
Project purpose
2.1 Background and current situation
Provide a brief history of the project and current situation including details of:
–
who initiated the project and how it was initiated
–
past community engagement, issues and outcomes
–
what benchmarking, if any, has occurred
–
any other previous initiatives or projects which addressed related issues
–
key decisions from previous project phases
–
steps taken in developing this document for example investigations carried out,
research methodology used
–
describe current situation – problem, needs or opportunities
–
what problem or part of the problem this project will address impacts of the current
situation on internal and external stakeholders, including impact of not proceeding.
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Type here
2.2 Outcomes and benefits required
Define the outcomes and benefits required from this project – what needs to be achieved, not
how.
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Type here
2.3
Links with the department’s objectives
–
Describe how the project links to departmental objectives.
–
If the project has not originated from departmental objectives, state how it supports the
strategic direction.
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Type here
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Generic OnQ template
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Project Name – Project Plan
3
Scope of project
3.1 In scope
–
Define the project boundaries to facilitate effective management of deliverables on time
and to agreed or approved cost.
–
List all items that are included in the scope of this project.
–
The scope outlined in any previous document(s) should be confirmed here or updated
as necessary.
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Type here
3.2 Out of scope
–
List identified items that will not be delivered as part of this project. This assists in
managing or avoiding scope creep.
–
Highlight the importance of individual out of scope items, which may pose significant
risks to the project if they are not done at all by others.
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Type here
3.3 Related projects
–
List any related projects or proposals and their relationship to this project.
–
Identify the impact of these related projects on this project.
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Type here
3.4 Constraints
–
Define any factors that restrict how the project can be conducted or managed.
–
Common constraints include timing, cost, political, limited resources and
implementation.
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Type here
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Generic OnQ template
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Project Name – Project Plan
3.5 Urgency
–
Identify the urgency of the project stating reasons, for example safety pressures,
political commitments, funding availability etc.
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Type here
3.6 Assumptions
–
List all assumptions made in producing this document.
–
An assumption is a statement that is taken as true for the purposes of planning a
project, but which could change later, for example:
–
resources (people and money) will be made available for the project
–
senior management will support this project
–
the political climate will remain stable
–
all assumptions should therefore be reviewed as part of the regular review process.
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Type here
4
Impacts
–
Review and list (using the tables below) the impacts identified in previous documents.
These were identified as either internal or external to the organisation.
–
Describe how these impacts will be managed.
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Type here
4.1 Internal
Impacts that the project will have on the department. For example:
–
Culture change and change management aspects.
–
Impacts on staff and likely staff attitudes.
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Area within the department
Department of Transport and Main Roads
Nature of impact
Generic OnQ template
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Project Name – Project Plan
4.2 External
Impacts that the project will have on external groups or organisations, for example:
–
New policy culminating in changes to legislation, which affects outside agencies.
–
Service provider(s) will need to charge more for the service.
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Area external the
department
5
Nature of impact
Business processes or requirements
–
Provide a summary of the business process changes and the business requirements
specifications.
–
Refer to the final business requirements specification as an attachment.
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Type here
6
Project control
–
In completing this section of the project plan, please refer to the preliminary project
plan that forms the latter part of the business case.
–
The information contained in the preliminary project plan can be carried forward and
revised where necessary.
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Department of Transport and Main Roads
Generic OnQ template
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Project Name – Project Plan
6.1 Governance
6.1.1
Project customer
–
Accountable for ensuring the stated benefit(s) of the project to the business have been
measured and achieved.
–
Enter the name of the project customer.
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Insert name
6.1.2
Project sponsor
–
Accountable for representing the organisation that is delivering the project.
–
Enter the name of the project sponsor.
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Insert name
6.1.3
Project manager
–
Appointed by the project sponsor to manage the project (and responsible for preparing
this document).
–
Enter the name of the Project manager.
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Insert name
6.2 Governance structure
Briefly outline the governance structure.
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Insert name
Department of Transport and Main Roads
Generic OnQ template
Page 14 of 22
Project Name – Project Plan
6.3 Stakeholders
–
List all internal and external stakeholders with an interest in this document.
–
Stakeholders may be listed in tabular form (as below).
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Stakeholder area
Stakeholder
representative
Responsibility
Interest or
context
6.4 Scope management
–
Refer to the project scope from section 3 of this document.
–
Outline the method proposed for management of scope, including identification,
analysis and approval of scope changes.
–
Refer to a detailed attachment showing scope in detail (could be drawings for physical
projects or business process analysis for business change projects).
–
Changes to project scope will be managed using the change control document(s) in
appendix H project controls.
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Department of Transport and Main Roads
Generic OnQ template
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Project Name – Project Plan
6.5 Risks and issues
6.5.1
Risks
–
Review the risks identified in the business case including updated risk register or risk
management plan.
–
Describe how the project will manage risks (including software tools to be used).
–
Refer to an attached risk plan in appendix F, showing identified risks, severity,
likelihood and mitigation actions (actions should be included in the project schedule).
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Type here
6.5.2
Issues
–
Review the issues as identified in the business case including any attached issues
register.
–
Describe the approach to the management of project issues. This may involve use of an
internal corporate communication branch, dedicated staff or consultants.
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6.6 Time management
–
Describe how changes to time and resources will be managed (including software tools
be used).
–
Refer to the schedule developed in the preliminary project plan or business case.
–
An updated project schedule should break the project into activities (work breakdown
structures) displaying start, finish, internal resources, external resources and major
milestones - refer appendix B project schedule
–
Time variations will be handled using the change form in appendix H project controls.
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Generic OnQ template
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Project Name – Project Plan
6.7 Cost management
–
Describe how changes to costs will be managed (including software tools to be used).
–
Refer to an attached budget estimate which:
–
breaks the project into activities (work breakdown structures).
–
displays the estimated costs for internal and external resources.
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6.8 Human resources management
–
Describe the approach to be taken with the deployment of internal and external
resources.
–
Provide a project team organisation structure and describe roles and responsibilities.
–
If appropriate, attach a more detailed HR management plan as per appendix D,
including a responsibility assignment matrix.
–
Provide details of any project specific training required.
–
Identify any opportunities for professional development and skills transfer.
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6.9 Communication and change management
–
Outline the communication strategies to be used for the project team, stakeholder
communication and public consultation or community engagement during the
development and implementation phases.
–
This can be divided into internal and external communication strategies see below.
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Generic OnQ template
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Project Name – Project Plan
6.9.1
Internal communication
–
Refer to the internal communication strategy developed as part of the business case.
–
Describe how progress meetings and reports will integrate project information.
–
Refer appendix E – internal communication plan.
–
Describe the strategy or approach for managing change including:
–
introducing the changes that the project will achieve
–
gaining acceptance for these changes
–
embedding these changes in the ongoing operations of the business
–
consider the need for specialist communication or change management expertise.
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6.9.2
External communication
–
Take the external communication strategy developed as part of the business case and
develop it, detailing the communication tasks that will be carried out.
–
If necessary, refer to the external communication plan in appendix E.
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6.10 Procurement management
–
Take the procurement strategy from the business case (and any related attachments)
and develop it further to ensure that there is a clear description of how external goods
and services will be procured.
–
This includes contract or subcontract management, land acquisition, material
procurement, and contract administration.
–
Refer to appendix G procurement plan if required.
–
Ensure that all procurement activities are undertaken in accordance with the
departmental procurement policy.
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Generic OnQ template
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Project Name – Project Plan
6.11 Quality management
–
Describe what quality systems are being used to manage the project.
–
If the standard corporate systems are being used, document any changes or
modifications specific to the project. This could include:
–
quality plans
–
project specific work instructions
–
safety or environmental management
–
refer appendix J for quality management template.
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Type here
6.12 Integration
Describe how the various elements and their impacts on each other will be controlled to
achieve successful project outcomes. For example by managing in accordance with this
project plan and updating the plan and its attachments as the project progresses and
circumstances change.
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Type here
7
Safety
Describe any health and safety concerns relating to this project and how these concerns will
be managed.
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Type here
8
Operational issues
Identify any known operational issues. This could include asset transfer or ownership,
commissioning, handover support, maintenance, warranty.
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Type here
Department of Transport and Main Roads
Generic OnQ template
Page 19 of 22
Project Name – Project Plan
9
Project performance measurement
Detail how the performance of the project will be measured during the project’s life. An
example table format is show below.
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Success criteria
10
Responsibility
Measurement
method
KPI
Target
Product benefits realisation
–
Detail how the benefits of the project will be measured.
–
This may or may not be during the life of the project.
–
Consider business outcomes, such as triple bottom line here.
–
An example table format is shown below.
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Success criteria
Responsibility
Measurement KPI
method
Target
When all information has been put into this document and the guidance text boxes have been
deleted, it will be necessary to reformat the document. To update the table of contents:
–
right click mouse in the table of content, ‘click update fields’
–
click on ‘update entire table’, then click ‘ok’. (This will update the table of
contents to show the new page numbers).
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Department of Transport and Main Roads
Generic OnQ template
Page 20 of 22
Project Name – Project Plan
Appendix A – Project scope
Appendix B – Project schedule
Appendix C – Project budget, estimate and cash flow
Appendix D – HR management plan

project organisational chart

contract administration roles

staff roles and responsibilities

responsibility assignment matrix

consultant list

training and development for internal staff.
Appendix E – Communication management plans – internal and
external
Internal communication

monthly reports

exception reports

meetings

internal communication management

project office procedures

control mechanisms

internal communication management matrix
External communication

external communication plan

stakeholder contact details
Appendix F – Risk management plan

broad strategy for risk management

summary of significant risk factors

overall assessment of project risks

detailed risk assessment
Department of Transport and Main Roads
Generic OnQ template
Page 21 of 22
Project Name – Project Plan
Appendix G – Procurement plan
Project procurement requirements matrix
Appendix H – Project controls

change request

change log

issues register

learnings register
Appendix I – Project scope

Project manager’s monthly report
Appendix J – Quality plan
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Generic OnQ template
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