Project Management Plan
Project Name:
Project / Project Number:
Project Manager:
Date Issued:
Author:
Table of Contents
Page
1.
Introduction ............................................................................................................................. 5
1.1 Purpose ................................................................................................................................ 5
1.2 Scope.................................................................................................................................... 5
1.3 Audience ............................................................................................................................. 5
1.4 References ......................................................................................................................... 5
2.
Document Control .................................................................................................................. 6
2.1 Project Management Plan ............................................................................................... 6
3.
Engagement Agreement....................................................................................................... 7
3.1 Purpose .............................................................................................................................. 7
3.2 Definitions........................................................................................................................... 7
3.3 Roles & Responsibilities .................................................................................................. 7
3.3.1 Sponsor /Customer ............................................................................................... 8
3.4 Project Team...................................................................................................................... 9
3.4.1 Project Team Responsibilities ............................................................................. 9
3.5 Summary of Engagement ................................................................................................ 9
4.
Project Overview .................................................................................................................. 10
4.1 Background ...................................................................................................................... 10
4.2 Business Objectives/Outcomes .................................................................................... 10
4.2.1 Scope Summary .................................................................................................. 10
4.2.2 In Scope ................................................................................................................ 10
4.2.3 Out of Scope ........................................................................................................ 10
4.3 Project Deliverables ........................................................................................................ 10
4.4 Project Phases ................................................................................................................ 10
4.5 Project Timeframes......................................................................................................... 10
4.6 Project Costs.................................................................................................................... 10
4.7 Definitions......................................................................................................................... 10
4.8 Project Sponsor ............................................................................................................... 10
4.9 Stakeholders .................................................................................................................... 10
4.10 Assumptions .................................................................................................................. 10
4.11 Constraints ..................................................................................................................... 11
4.12 Dependencies ............................................................................................................... 11
4.12.1 Dependencies on other Projects .................................................................. 11
4.12.2 Other Project dependencies on this Project ............................................... 11
5.
Scope Management ............................................................................................................. 11
5.1 Guiding Principles ........................................................................................................... 11
5.2 Project Scope ..................................................................................................................... 11
5.2.1 Overview of Scope ................................................................................................. 11
5.2.2 Exclusions ............................................................................................................ 11
5.3 Scope Change Management .............................................................................................. 11
5.4 Baseline Project Plan
Report………………………………………………..………12
6.
Project Structure .................................................................................................................. 13
6.1 Project ............................................................................................................................... 13
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6.1.1 Project Teams Charts ........................................................................................ 13
6.1.2 Project Team Context Chart .............................................................................. 13
6.2 Key Roles & Responsibilities ........................................................................................ 13
7.
Delivery Strategy .................................................................................................................. 14
7.1 Objectives/Tasks ............................................................................................................. 14
7.2 Methodology .................................................................................................................... 14
7.3 Deliverables ..................................................................................................................... 14
7.4 Development Approach ................................................................................................. 14
7.5 Testing Approach ............................................................................................................ 14
7.6 Implementation Approach .............................................................................................. 14
8.
Time Management................................................................................................................ 15
8.1 Guiding Principles ........................................................................................................... 15
8.2 Project Schedule ............................................................................................................. 15
8.3 Schedule Control............................................................................................................. 15
9.
Financial Management ........................................................................................................ 15
9.1 Guiding Principles ........................................................................................................... 15
9.2 Project Costs.................................................................................................................... 16
9.3 Cost Control ..................................................................................................................... 16
10. Quality Management ........................................................................................................... 16
10.1 Guiding Principles ......................................................................................................... 16
10.2 Quality Plan ................................................................................................................... 16
10.3 Quality Standards ......................................................................................................... 16
10.4 Quality Assurance......................................................................................................... 16
10.5 Quality Control............................................................................................................... 16
11. Human Resource Management ........................................................................................ 16
11.1 Guiding Principles ......................................................................................................... 16
11.2 Resources Plan ............................................................................................................. 16
11.3 Team Training Requirements ..................................................................................... 16
12. Communications Management......................................................................................... 17
12.1 Guiding Principles ......................................................................................................... 17
12.2 Communications Strategy ........................................................................................... 17
12.3 Communications Plan .................................................................................................. 17
12.4 Project Reviews and Reporting .................................................................................. 17
12.5 Project Team Meetings ................................................................................................ 17
12.6 Communication with other Project teams ................................................................. 17
12.7 Project Documentation Control................................................................................... 18
12.8 Project Finalisation ....................................................................................................... 18
12.8.1 Review of Project Deliverables..................................................................... 18
12.8.2 Handover ......................................................................................................... 18
13. Risks, Issues and Change Management ........................................................................ 18
13.1 Guiding Principles ......................................................................................................... 18
13.2 Risks ............................................................................................................................... 18
13.3 Issues ............................................................................................................................. 18
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13.4 Escalation Path ............................................................................................................. 18
13.5 Change Management................................................................................................... 18
14. Procurement Management ................................................................................................ 18
14.1 Guiding Principles ......................................................................................................... 18
14.2 Supplier Management .................................................................................................. 19
14.3 Project Performance Evaluation (PPE) ..................................................................... 19
15.
Appendix A – Project Timelines & Deliverables ................................................................. 21
16.
Attachment A – Project Schedule.......................................................................................... 22
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1. Introduction
1.1 Purpose
The Project Management Plan (PMP) defines how the Project Manager will
manage the project engagement, scope, schedule, budget, personnel,
deliverables, risks, issues, interdependencies, and quality of this Project in order
to:
 Provide a reference point for all involved personnel which identifies how they
are required to support development and delivery of the Project
 Identify and assign roles and responsibilities to produce deliverables and
complete tasks.
 Obtain understanding and agreement from all Project personnel to the
defined deliverables and process to be used.
1.2 Scope
The PMP will define the framework in which the Project will be managed. It covers
the Project governance to a finer level of detail, providing a framework for day to
day Project management.
1.3 Audience
All personnel, suppliers, users and any other resources who may be assigned
responsibilities in this Project Plan and associated Project Schedule, must agree
and understand their commitment to complete identified tasks and deliverables in
the timeframe indicated.
Managers of any other Projects or areas (within or external to the organisation)
that are identified as interdependent with this Project and who must take
responsibility for the joint dependency.
1.4 References
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2.
Document Control
On signing of this document the Project Group and Key Stakeholders agree and
accept their roles and responsibilities.
2.1 Project Management Plan
Amendment List
Version
Date
Section
Nature of Amendment
Amendment
Author
Authorisation
Approved by
Title
Signature
Date
Reviewers
Reviewed by
Title
Date
Comments
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3. Engagement Agreement
3.1 Purpose
The purpose of this document is to define the engagement between the business customer and
the Project Team, clarifying the roles and responsibilities of both parties.
It includes a high level indication of the customer requirements, the Project Governance
structure and processes.
It identifies all estimated costs and timeframes and when they are incurred.
Full clarification of all funding processes, resources, project scope, timeframes, risks, issues,
roles & responsibilities, will be agreed when the project is formally accepted upon signing of the
Project Management Plan and associated documentation.
3.2 Definitions
Sponsor
Customer
Project Manager
(PM)
Project Management
Plan (PMP)
Project Scope
Project Schedule
Requirement
Specification
Business Case
Role
The sponsor of the Project is the person nominated
by the business who is responsible to guarantee the
funding for the Project.
Person nominated by the Sponsor that is responsible
for defining the “deliverable’s” and outcomes of the
Project.
The Project manager is the individual responsible for
the delivery of the Project, including Project budget,
schedule, scope and specifications of deliverable’s
The Project Management Plan is the overriding
governance document for the Project. The format
and inclusions are based upon Optus Project
Templates and policies, which are aligned with
industry standards.
The Project scope is the formalised scope document
produced as part of the original scoping workshop
and aligned with PMP.
The Project schedule is the tool for estimating,
monitoring and managing the time and resource
requirements of the Project.
The Requirement Specification represents the
definition of the specific user needs this Project will
be targeting
The Business Case collective amalgamates all the
Corporate needs and defines their costs and benefits
in terms of risk and opportunity that this Project will
be targeting
The actions taken which are aligned to a particular
function or position as part of the Project.
3.3 Roles & Responsibilities
The roles and responsibilities of each member of this engagement model are identified below.
They include the authorisation, management and facilitation of each of the major functions
within the project and the groups responsible for ensuring all outcomes are delivered.
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3.3.1 Sponsor /Customer
The Customer is responsible for obtaining all funding and the identification of the Project
outcomes and deliverable’s.
A.
Sponsor/Customer Responsibilities
Description
Formally Engage with Project
Team
Project Scope
Business Case
Business Requirement
Specification
Champion and Support the
initiative throughout the life of
the project
Obtain the Project Funding
Comments
Joint Owner with Projects & Sponsor
Final Authority on Scope contents.
Key Stakeholder in Scope creation
and development
Final Authority on Business Case.
Creation and development of
Business Case
Own Content, Key Stakeholder in
BRS creation and development.
Endorse the Project and drive the
initiatives to completion
Completion and submission of
documentation to obtain Project
funding.
The final Authority on any document is also the final authority on any change.
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3.4 Project Team
The Project Team is responsible for managing and facilitating the delivery of the agreed
Project.
3.4.1 Project Team Responsibilities
Description
Formally Engage with
Customer
Internal and external
resource engagements
Comments
Responsible for engagement
Resource engagement and
procurement, vendor management,
including purchase order and supply
contract processes.
Project Management Plan
Develop, Own, Manage and Maintain
for life of the project
Project Financials
Own and Manage project financials
including Forecasts, Commitments,
Actuals
Project Scope Management
Responsible to manage project scope
All Project Documentation
The Project Group is responsible for
including Risk and Issue Logs managing all project documents
Testing Procedure
Responsible for all Testing
Procedures
3.5 Summary of Engagement
The intent of this document is: 


To document the scope, deliverables and outcomes identified at the time
this document was created,
To document the roles & responsibilities of the customer and Project Group,
To formalise the engagement between the customer and the Project Group.
An engagement between the Project Team and the customer will take place
once both parties have signed this document.
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4. Project Overview
4.1 Background
4.2 Business Objectives/Outcomes
4.2.1 Scope Summary
4.2.2 In Scope
4.2.3 Out of Scope
4.3 Project Deliverables
4.4 Project Phases
4.5 Project Timeframes
4.6 Project Costs
4.7 Definitions
4.8 Project Sponsor
4.9 Stakeholders
4.10 Assumptions
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4.11 Constraints
4.12 Dependencies
4.12.1 Dependencies on other Projects
4.12.2 Other Project dependencies on this Project
5. Scope Management
5.1 Guiding Principles

Project objectives, deliverables, constraints, principal work activities to be
identified, defined and documented;

Determine measurable Project benefits and outcomes in order to evaluate project
performance;

Develop, agree and communicate scope definition, scope management strategy
and scope management plan

Establish a change management system to form the basis of ongoing scope
management

Monitoring and reporting the effect of scope changes on achievement of project
objectives

Manage the impact of potential, perceived or actual scope changes within
established time, cost and quality constraints

Review Project outcomes against defined scope to assess the effectiveness of
scope management procedures

Identifying and documenting lessons learnt from scope management and passing
these for applications in future projects
5.2 Project Scope
5.2.1 Overview of Scope
5.2.2 Exclusions
5.3 Scope Change Management
Change in scope can be requested by:

Sponsor

Business owner

Steering team member

Core team member
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
Any person or group that has interest in its success, is dependent or will be
impacted by this project
All changes to the scope will require impact assessment to be completed
(detailing impact on scope, costs, schedule, resources, quality and
specifications).
The Project Manager is responsible for managing the scope change during the
life cycle of the project.
The Sponsor / Customer is responsible for autorising any proposed scope
changes.
5.4 Baseline Project Plan
1.0
Introduction
A.
Project Overview – provides an executive summary that specifies the
project’s scope, feasibility, justification, resource requirements, and
schedules. Additionally, a brief statement of the problem, the environment in
which the system is to be implemented, and constraints that affect the project
are provided.
B.
Recommendation – Provides a summary of important findings from the
planning process and recommendations for subsequent activities
2.0
System Description
A.
Alternatives – provides a brief presentation of alternative system
configurations
B.
System description – provides a description of the selected configuration and
a narrative of input information, tasks performed, and resultant information.
3.0
Feasibility Assessment
A.
Economic analysis – provides an economic justification for the system using
cost-benefit analysis
B.
Technical analysis – provides a discussion of relevant technical risk factors
and an overall risk rating of the project
C.
Operational analysis – Provides an analysis of how the proposed system
solves business problems or take advantage of business opportunities in
addition to an assessment of how current day-to-day activities will be
changed by the system.
D.
Legal and Contractual Analysis – provides a description of any legal or
contractual risks related to the project (e.g., copyright or nondisclosure
issues, data capture or transferring, and so on).
E.
Political analysis – provides a description of how key stakeholders within the
organization view the proposed system
F.
Schedules, Timeline and Resource Analysis – provides a description of
potential time frame and completion date scenarios using various resource
allocation schemes
4.0
Management Issues
A.
Team Configuration and Management – provides a description of the team
member roles and reporting relationships
B.
Communication Plan – provides a description of the communication
procedures to be followed by management, team members, and the
customer
C.
Project Standards and Procedures – provides a description of how
deliverables will be evaluated and accepted by the customer.
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Other Project-specific Topics – provides a description of any other relevant issues
related to the project uncovered during planning.
6. Project Structure
6.1 Project
6.1.1 Project Teams Charts
6.1.2 Project Team Context Chart
6.2 Key Roles & Responsibilities
Group
Responsibility Area
Key Responsibilities




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7. Delivery Strategy
7.1 Objectives/Tasks
7.2 Methodology
7.3 Deliverables
7.4 Development Approach
7.5 Testing Approach
7.6 Implementation Approach
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8. Time Management
8.1 Guiding Principles

Determine the duration, effort, sequencing, resource names and dependencies of
tasks from the output of scope definition with input from the core team members
and the stakeholders;

Obtain agreement from stakeholders and sponsor for the schedule

Monitoring the progress and taking corrective steps to meet the schedule

Developing and implementing mechanisms to monitor, control, record and report
on the progress of project activities in relation to the Project plan

Identifying variances to the project schedule and forecasting the impact of
changes on the schedule and developing suitable responses to achieve project
objectives

Reviewing progress throughout the life cycle and refining the project schedule to
ensure consistency with changing scope, objectives and constraints;

Responding to potential, actual or perceived schedule changes and having those
agreed by the business owner or the sponsor, as appropriate.
8.2 Project Schedule
8.3 Schedule Control
The Project Schedule will be baselined at the start of the Project in consultation
with the core team. Any change made to schedule on critical milestones will
require approval from the business owner or sponsor or both.
The Project Schedule will be presented to in each Core Team meeting and any
changes or variations to milestones or dates will be measured and monitored
against the baseline.
9. Financial Management
9.1 Guiding Principles

Determining resource requirements for individual tasks in consultation with the
stakeholders/core team members to provide a basis for project costs;

Monitor actual expenditure and control costs throughout the life cycle of the
project;

Provide input into financial forecasting system on a monthly basis;

Report on spend against approved budget and forecast to completion to sponsor
& the stakeholders;
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9.2 Project Costs
9.3 Cost Control
10. Quality Management
10.1 Guiding Principles

Establish quality objectives for the project;

Identify quality criteria and document quality requirements

Analyse result of Project activities and Project team performance to determine
compliance with agreed standards;

Identifying causes of unsatisfactory results in consultation with stakeholders and
initiating actions to enable improvement in quality outcomes;

Regularly reviewing processes and making agreed changes throughout the
Project life cycle to continuously improve Project quality
10.2 Quality Plan
10.3 Quality Standards
10.4 Quality Assurance
10.5 Quality Control
11. Human Resource Management
11.1 Guiding Principles

Determine resource requirements for individual Project tasks to provide a basis
for determining Project staffing and competencies required;

Determine Project team responsibilities
11.2 Resources Plan
11.3 Team Training Requirements
Any gaps in skills identified will be supplemented by training or mentoring, as
appropriate.
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12. Communications Management
12.1 Guiding Principles

Establish an agreed communication strategy and plan for the Project;

Develop and maintain effective communication networks, both formal & informal,
between project team members and stakeholders;

Manage customer relationships to ensure clarity of understanding of Project
objectives and to reduce the conflict through out the project life cycle.
12.2 Communications Strategy
12.3 Communications Plan
12.4 Project Reviews and Reporting
The Project Manager will provide status reports to Core Team members on a
regular basis. The status may be provided by POP (Plan on a page) report or any
other communication medium, as appropriate.
The status will include:

Major milestones completed and scheduled;

Project schedule progress

Issues & Risks

Decisions and actions required

Scope Change items

Financial to-date
12.5 Project Team Meetings
Type
Frequency
Objectives/Purpose
Sponsor Update
As required

Provide update to Sponsor on
Financials, Timings and
deliverables
Core Team
Weekly

Review Schedule progress

Review issues/risks

Change Management control

Monitor project financials

Review Critical Path
Attendees
12.6 Communication with other Project teams
Communication (both formal & informal) will be undertaken by the Project
Manager (or delegate) to ensure the success of this project.
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12.7 Project Documentation Control
All documents will be stored in the standard project folder structure.
12.8 Project Finalisation
12.8.1 Review of Project Deliverables
The outputs of the Project will be measured against the project deliverables
and objectives as outlined in this PMP.
12.8.2 Handover
13. Risks, Issues and Change Management
13.1 Guiding Principles

Identifying, documenting and managing all risks, issues and changes;

Developing plan and strategies to have them approved, as appropriate;

Reviewing progress, identifying variances and taking appropriate responses to
achieve Project objectives with minimal disruption and conflict;
13.2 Risks
The standard Risk Management process will be followed for this Project.
13.3 Issues
The standard Issue Management process will be followed for this Project.
13.4 Escalation Path
Unresolved issues and risks will be escalated to the Sponsor as required.
13.5 Change Management
The standard Change Management process will be followed for this Project.
14. Procurement Management
14.1 Guiding Principles

Identify and evaluate potential vendors capable of fulfilling procurement
requirements;

Determining, in consultation with stakeholders, selection processes and selection
criteria for prospective vendors;

Evaluating vendor responses and selecting preferred vendor in accordance with
selection criteria;

Conduct negotiations with preferred vendor to agree on contract terms &
conditions;
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
Ensuring that contracts and processes are in place after the project
implementation.;

Conducting finalisation activities to ensure contract deliverables meet contractual
requirements as well as quality criteria.
14.2 Supplier Management
Suppliers will be managed to ensure that all activities for which they are responsible
for are completed on agreed schedule, costs and specifications.
If any issues arise which require escalation, formal channels including vendor
management group and Procurement group will be utilised.
14.3 Project Performance Evaluation (PPE)
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15. Appendix A – Project Timelines & Deliverables
Refer to tasks and ownership in attached Project Schedule.
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16. Attachment A – Project Schedule
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