Professional Project Management
COURSE
TEMPLATES
Facilitator
Peter Wyss, PMP
El.Eng.B.Sc./MBA
Cert. Scrum Master
Cert. Coach (CCA/ICF)
Cert. NLP Practitioner
Copyright PMCC-INTERNATIONAL S/B 2011
PROFESSIONAL PM COURSE– TEMPLATES
Content
1
2
3
PMBOK 9 Knowledge Areas (PMBOK® Guide)-Fourth Edition ................................................................. 3
1.1
Practice ................................................................................................................................................. 6
1.2
Communications Management Plan..................................................................................................... 7
1.3
Stakeholder Matrix ................................................................................................................................ 4
1.4
Comprehensive Stakeholder Checklist................................................................................................. 5
1.5
Project Management Plan Assessment ............................................................................................... 8
1.6
Create your own Work Breakdown Structure ....................................................................................... 9
1.7
Conclusion and Presentation ................................................................................................................ 9
1.8
WBS Checklist .................................................................................................................................... 10
1.9
Preparing a Network Diagram ............................................................................................................ 11
1.10
Top 5 Opportunities & Risks ............................................................................................................. 13
1.11
Template for Change Management Plan ......................................................................................... 12
Action Plan ................................................................................................................................................ 14
2.1
Lessons Learned ................................................................................................................................ 14
2.2
Actions to do ....................................................................................................................................... 14
References ................................................................................................................................................ 15
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1 PMBOK 10 Knowledge Areas (PMBOK® Guide)-Fifth Edition
Knowledge Areas
1
Project Integration
Management
2
Project Scope Management
3
Project Time Management
4
Project Cost Management
5
Project Quality Management
6
Project Human Resource
Management
7
Project Communications
Management
8
Project Risk Management
9
Project Procurement
Management
10
Project Stakeholder
Management
Comments
Add Personal
Notes
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1.1
Stakeholder Matrix
Template for the Stakeholder Analysis of your project:
Stakeholder and basic Characteristic
[full contact]
Copyright PMCC-INTERNATIONAL S/B 2013
Level of
influence
or power
[1..5]
Level of
Interest
Potential areas of
collaboration /
synergy
Potential areas of
conflict
Suporter /
Blocker /
Neutral
Information
need and
how
[1..5]
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1.2
Comprehensive Stakeholder Checklist
1.2.1
Have all stakeholders been identified?
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1.2.2
Did we identify all the stakeholders of them? How about gender?
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
1.2.3
Have different types of female stakeholders been identified?
Have all potential supporters/opponents of the project been identified
Have the interests of vulnerable groups been identified?
What new primary or secondary stakeholders could emerge as a result
of the project?
For an on-going project, did we relate all of them to results?
Have we drawn out all the interests

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1.2.4
Have all primary & secondary stakeholders been listed?
Have all potential supporters/opponents of the project been identified?
Have primary stakeholders been categorised by gender, wealth, status
or other relevant social categories?
Have the interests of vulnerable groups been identified?
What new primary or secondary stakeholders could emerge as a result
of the project?
Have we related each stakeholder to either the problems, the project
addresses or to the objectives of the project?
What are the stakeholder’s expectations of the project?
What benefits are there likely to be for this stakeholder?
What resources will the stakeholder wish to avoid committing to the
project?
What other interest does the stakeholder have that may conflict with or
support the project?
How does the stakeholder regard other stakeholders in the matrix?
Have we made a realistic assessment of their capacities?
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What role must the key stakeholders play if this project is to succeed?
Is this a realistic role for this stakeholder?
What negative responses can be anticipated from this stakeholder
given its interests?
What impact would these negative responses have on the project?
How probable are these negative responses?
Are these negative responses major risks?
Which assumptions about stakeholders threaten or support the
project?
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1.3
Practice
1.3.1
Overview
Apply the concepts you learned about project communications by working
with your team to create a communications management plan.
1.3.2
Directions

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

1.3.3
As a team, review the information and results from the previous
exercises.
Prepare a communications management plan. Specifically
o Identify the project stakeholders (at least 3)
o Determine the information needs of each stakeholder (at least
one per stakeholder)
o Determine the optimum medium to distribute the information
o Determine the frequency of communications
o Determine the communications owner
o Identify any project management plan component impacts as a
result of developing the communications management plan
o Update your assumptions register as a result of this exercise, if
necessary
Use the template provided on the next page to capture your teams
result.
Document any communications activities that you will need to include
in your WBS.
Group Brainstorm
Brainstorm this exercise with your team members. Discuss your entries
into the project charter and create a flip chart as a summary for a short
presentation.
Be prepared to share these items with the group.
2 Minutes
Presentation
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1.4
Communications Management Plan
Stakeholder
1.4.1
Information Need
Medium
Frequency Owner
Other Notes
1
2
Add Personal
Notes
3
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1.5
Project Management Plan Assessment
Use a ranking of 1..5, for current and target. 1 is the lowest mark and
means it is not available, bad or not practiced, while 5 is top notch quality,
availability and understood by all stakeholders.
Component
Add Personal
Notes
1
Project Charter &
Requirements
2
Schedule Baseline
3
Cost Performance
Baseline
4
Scope
Management Plan
5
Requirement
Management Plan
6
Quality
Management Plan
7
Human Resource
Plan
8
Communication
Management Plan
9
Risk Management
Plan
Current
Target
Gaps and Measures
10 Procurement
Management Plan
11 Contract
Management
12 Project Operation
Controlling
13
14
15
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1.6
Create your own Work Breakdown Structure
The first step to creating your WBS is to get all your team, and possibly
key stakeholders, together in one room. Although your team is not listed
as an input or tool in the above sections, they are probably your most vital
asset to this process. Your team possesses all the expertise, experience,
and creative thinking that will be needed to get down to the specifics of
each deliverable!
15 Minutes
Preparation
Project
Sub-Project or Project Phase
Component
Sub-Project or Project Phase
Component
Work Package
Work Package
Component
Work Package
Sub-Project or Project Phase
Component
Work Package
Sub-Project or Project Phase
Component
Work Package
Sub-Project or Project Phase
Component
Work Package
Component
Work Package
WP
WP
WP
WP
WP
WP
WP
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WP
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WP
WP
WP
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WP
WP
WP
WP
WP
WP
WP
WP
WP
WP
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WP
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WP
WP
WP
WP
WP
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WP
WP
WP
WP
WP
WP
WP
1.7
Conclusion and Presentation
To be at this point, it is an important milestone in a project. By now, you
have a clear idea about your project and the scope of work. Now you know
much more what to deliver and what it takes to do so. If you have done
this exercise in a team, most likely the entire team is on the same page
with the project and has delivered great input.
5 Minutes
Presentation
Present your view about WBS and your Project WBS as example.
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1.8
WBS Checklist
In General
Evaluate checks in gray boxes for actions to be taken.
Description
1
Have you created both a WBS Graphic and WBS Dictionary?
2
Did you include all tangible deliverables?
3
Did you include all support, analytical, and project management elements?
4
Did you start with a project charter with clear project objectives?
5
Did you utilize all applicable information from previous projects?
6
Did you involve your entire team and key stakeholders when creating the WBS?
7
Was a consistent naming convention used across the WBS?
8
Did you baseline the WBS to ensure proper change control?
9
Does your WBS provide traceability across other relevant project documents?
10 Have you organized your WBS based on your organization and functions?
11 Have you structured your WBS starting with phases of the project?
12 Did you place all work packages at the same level on purpose?
Yes
No
Yes
No
For Each WBS Element
Evaluate checks in gray boxes for actions to be taken.
Description
13 Is the element name a noun or gerund?
14 Do the children elements total 100% of the parent element?
15 Is the detailed scope description in the WBS Dictionary clear and accurate?
16 Did you define relevant exclusions in the WBS Dictionary?
17 Do you know what “done” looks like and what is being delivered?
18 Do the key stakeholders for this element clearly understand it?
19 Is there any other element with some of the same scope?
20 Are there sub-deliverables ~80 hrs that should be defined?
21 Is there a one-to-one parent/child relationship?
22 Is this element not a part of your project?
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1.9
Preparing a Network Diagram
 Create a start node
 Sequentially arrange all activities from start
 Draw arrows from the start node to the first activity node
 Repeat the process for all successors for all activities
 Causes of dependencies:
o Mandatory (hard logic), eg a prototype must be built before it
can be tested.
o Discretionary, (soft logic) usually defined by the team, based
on best practises or desired sequence.
o External, involves relationships between project activities
and activities outside of your project, eg an environmental
assessment is required before the project can start.
o Unknown
1
Group
Discussion
2
3
4
Add Personal
Notes
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1.10 Template for Change Management Plan
Change Requests – how will changes be submitted to the project team?
Use a step by step approach – itemized list or flowchart
Change Analysis – What process will be used to analyse a requested change?
Change Approval
Who are the key decision makers that will approve/reject a
change
What are their decision-making thresholds?
Change Planning – How will change decisions be incorporated into the project
management plan and how will it be communicated to the team?
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1.11 Top 5 Opportunities & Risks
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2 Action Plan
2.1
Lessons Learned
1
Group
Discussion
2
3
4
Add Personal
Notes
2.2
5
Actions to do
Item Objective
Activity
Who
When
1
2
3
4
5
6
7
8
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3 References
BOOKS:
 A Guide to the Project Management Body of Knowledge, 5th Edition,
Project Management Institute 2013
 Project Management: A systems approach to Planning, Scheduling
and Controlling 8th Edition, Kerzner Harold. 2003.
 Project Management Planning & Controlling Techniques, Rory Burke,
3rd Edition, Wiley 1999
 Project Portfolio Management, Harvey A. Levine, Jossey-Bass 2005
 Visualizing Project Management, Kevin Forsberg, Hal Mooz, Howard
Cotterman, John Wiley & Sons 2005, 3rd Edition
 Identifying and Managing Project Risk, Tom Kendrick, Amacom 2009
2nd Edition
 Successful Project Management, Trevor L Young, Kogan Page 2010
3rd Edition
 Project Management Secrets, Matthew Batchelor, Harper Collins
Publishers 2010
WEBSITES:
www.pmi.org
www.pmstudent.com
http://project-management-knowledge.com/
http://www.projectsmart.co.uk/
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