** project ID
** Project Name
Project Management Plan (PMP)
About the Project Management Plan (PMP)
Purpose:
Pre-Approval
To provide the foundation for the project Initiation and Delivery Stages.
Start Up
Initiation
Flinders University ICT Portfolio template used: 000-ProjectBrief-v001.docx
Delivery Stages
Post-Project
** project ID
Project Management Plan (PMP)
Version Control
Revision History
Version
Date
0.4
1/7/13
Revised version
0.5
11/7/13
Changes to Tolerances
0.6
25/10/2013
0.7
01/12/13
Added responsible people into the Procurement section
0.8
19/12/13
Added who is responsible for getting quotes in the
procurement section
0.9
March/2014
Changes to process
0.10
November/
2014
Include security review
0.11
December
2014
Add Lessons Learnt
0.12
January 2015
Align with IT Application Acquisition and Development
Policy
0.13
October 2015
Add records management requirements
Document version: ** x.xx[–draft]
Summary of Changes
Added Information Classification Section
Page 2 of 12
** project ID
Project Management Plan (PMP)
Contents
PROJECT BRIEF.................................................................................................................. 5
Project Definition................................................................................................................ 5
Background ................................................................................................................... 5
Project Objectives ......................................................................................................... 5
Project Product Description ........................................................................................... 5
Desired Outcomes ......................................................................................................... 5
Project Scope and Exclusions ........................................................................................ 5
Lessons Learnt .............................................................................................................. 5
Constraints and Assumptions......................................................................................... 5
The Users and Other Interested Parties ......................................................................... 5
Interfaces ....................................................................................................................... 5
Accessibility ................................................................................................................... 5
Business Case ................................................................................................................... 6
Executive Summary ....................................................................................................... 6
Reasons ........................................................................................................................ 6
Business Options ........................................................................................................... 6
Expected Benefits .......................................................................................................... 6
Expected Negative Consequences ................................................................................ 6
Timescale ...................................................................................................................... 6
Costs ............................................................................................................................. 6
Investment Appraisal ..................................................................................................... 6
Major Risks .................................................................................................................... 7
Project Risk Rating ........................................................................................................ 7
Success Measures......................................................................................................... 7
Alignment with Strategic Priorities (Strategic Plan 2012-2016) ....................................... 7
Project Deliverables .......................................................................................................... 7
Security ............................................................................................................................. 7
Information (Data) Classification .................................................................................... 7
Disaster Recovery Procedure ........................................................................................ 8
Business Continuity Plan ............................................................................................... 8
System Availability ......................................................................................................... 8
Security Risk .................................................................................................................. 8
Project Approach ............................................................................................................... 8
Project Management Team .............................................................................................. 9
Structure........................................................................................................................ 9
Role Descriptions ........................................................................................................... 9
Document version: ** x.xx[–draft]
Page 3 of 12
** project ID
Project Management Plan (PMP)
Key Resources ................................................................................................................. 9
References ........................................................................................................................ 9
Project Brief Approval ........................................................................................................ 9
PROJECT INITIATION (PID) .............................................................................................. 10
Scope Management ......................................................................................................... 10
Schedule Management .................................................................................................... 10
Financial Management..................................................................................................... 10
Quality Management ........................................................................................................ 10
Human Resource Management ....................................................................................... 10
Communication Management .......................................................................................... 10
Risk and Issue Management............................................................................................ 10
Procurement Management............................................................................................... 10
Configuration Management .............................................................................................. 11
Deliverable Review and Acceptance ................................................................................ 11
Third Party Supplier Material Management ...................................................................... 11
Project Plan ..................................................................................................................... 11
Plan Description ........................................................................................................... 11
Plan Prerequisites ........................................................................................................ 11
External Dependencies ................................................................................................ 11
Planning Assumptions.................................................................................................. 11
Lessons Incorporated .................................................................................................. 11
Monitoring and Control ................................................................................................. 11
Budgets ....................................................................................................................... 11
Project Contingencies .................................................................................................. 12
Product Descriptions .................................................................................................... 12
Schedule ...................................................................................................................... 12
Project Controls ............................................................................................................... 12
PID Approval ................................................................................................................... 12
Document version: ** x.xx[–draft]
Page 4 of 12
** project ID
Project Management Plan (PMP)
PROJECT BRIEF
Project Definition
[Explaining what the project needs to achieve.]
Background
Project Objectives
[Project objectives (covering time, cost, quality, scope, risk and benefit performance
goals)]
Project Product Description
[Including the customer’s quality expectations, user acceptance criteria, and
operations and maintenance acceptance criteria]
Desired Outcomes
Project Scope and Exclusions
Lessons Learnt
[Review Lessons Learnt within Confluence and include any relevant actions or
deliverables derived from the lessons learnt.]
Constraints and Assumptions
The Users and Other Interested Parties
Interfaces
Accessibility
[Accessibility requirements of the application are defined to ensure that the
application is usable by the widest possible audience (this is especially important for
web applications that are accessible to the public). Such requirements must include
as a minimum, reference to Australian Government Accessibility Standards, with which
the University is must comply.
Document version: ** x.xx[–draft]
Page 5 of 12
** project ID
Project Management Plan (PMP)
Business Case
[Reasons why the project is needed and the business option selected]
Executive Summary
[Highlights the key points in the Business Case, which should include important
benefits and the return on investment (ROI)]
Reasons
[Explains the reasons for undertaking the project and how the project will enable the
achievement of corporate strategies and objectives]
Business Options
[Analysis and reasoned recommendation for the base business options of: do
nothing, do the minimal or do something]
1. Do nothing
Expected Benefits
[The benefits that the project will deliver expressed in measurable terms against the
situation as it exists prior to the project]
Expected Negative Consequences
[Outcomes perceived as negative by one or more stakeholders]
Timescale
[Over which the project will run (summary of the Project Plan) and the period over
which the benefits will be realised]
Costs
[A summary of the project costs (taken from the Project Plan), the ongoing
operations and maintenance costs and their funding arrangements.
The first year of on-going support must be included in the capitalised project costs.
Subsequent years of support are to be estimated and will be funded by operating
funds by the relevant ITS group (Application Services, Infrastructure Services or
Client Services.]
Investment Appraisal
[Comparison of the aggregated benefits and dis-benefits to the project costs
(extracted from the Project Plan) and ongoing incremental operations and
maintenance costs. The investment appraisal should address how the project will be
funded]
Document version: ** x.xx[–draft]
Page 6 of 12
** project ID
Project Management Plan (PMP)
Major Risks
[A summary of the key risks associated with the project together with the likely
impact and plans should they occur]
Project Risk Rating
[Rate the project risk using the rating tool below]
V:\Project Office\Project Management Process\Project Templates and Examples\99
ProjectMgt\ProjectRiskRatingToolTemplate.xlsx
Project Risk Rating :
Success Measures
Alignment with Strategic Priorities (Strategic Plan 2012 -2016)
1.
2.
3.
4.
5.
6.
7.
8.
9.
Building Supportive Communities
Enhancing Educational Opportunities
Enhancing the Student Experience
Valuing Quality in Teaching
Focusing Research
Strengthening Internationalisation
Valuing Our People
Committing to Environmental Excellence
Improving Our Capacity to Deliver
Project Deliverables
Security
Information (Data) Classification
[Is the Project creating new Information repositories? If so, review the guidance
available on the University Website (currently at https://www.flinders.edu.au/its/information-technology-services/about-us/ictsecurity/information-security-management-framework/information-classification-support.cfm)
for guidance.]
Document version: ** x.xx[–draft]
Page 7 of 12
** project ID
Project Management Plan (PMP)
Disaster Recovery Procedure
[Describe the recovery requirements of the application in the event of a disaster.]
Records Management Requirements
[Provide responses to the following questions regarding the management of records
(data) pertaining to the system being implemented.]
How long will data be kept for?
Will any data be required to be archived, if so how is this to occur?
Will any data be required to be destroyed, if so how is this to occur?
For any data that is archived or destroyed how will the archive and / or destruction actions
be verified?
Business Continuity Plan
[Describe the business continuity requirements (e.g. business can operate for 7 days
without application, there are existing manual work-arounds, application is
accessible from remote sites etc.) of the application in the event of the application
becoming unavailable via normal business operations.]
System Availability
[Describe what availability the application will require, e.g. 24 x 7 x 365 or business
hours or semester teaching times etc.]
Security Risk
[A security review needs to be undertaken by the Security Architect to assess what
risk level is associated with the system being implemented. The security risk level
will influence what security requirements will need to be put in place for the system.]
Project Approach
[To define the choice of solution the project will use to deliver the business option
selected from the Business Case and taking into consideration the operational
environment into which the solution must fit]
Document version: ** x.xx[–draft]
Page 8 of 12
** project ID
Project Management Plan (PMP)
Project Management Team
Structure
[A chart showing who will be involved with the project]
Role Descriptions
[For the project management team and any other key resources identified at this
time]
Key Resources
References
[To any associated documents or products]
Project Brief Approval
The Project Brief has been approved by:
Person
Project Role
Date Approved
Flinders University Enterprise
Application Reference Group
(FUEARG)
[Not required for Infrastructure only
projects]
Document version: ** x.xx[–draft]
Page 9 of 12
** project ID
Project Management Plan (PMP)
PROJECT INITIATION (PID)
Scope Management
Schedule Management
How the project schedule and delivery to that schedule is to be managed
Financial Management
How the project finances are to be managed
Quality Management
[Describing the quality techniques and standards to be applied, and the
responsibilities for achieving the required quality levels]
Human Resource Management
Communication Management
[To define the parties interested in the project and the means and frequency of
communication between them and the project]
Risk and Issue Management
[Describing the specific risk management techniques and standards to be applied,
and the responsibilities for achieving an effective risk management procedure]
Procurement Management
Procurement Item
Role on Project
Execute procurement
plan (i.e. tender, 3 formal
quotes, 2 informal quotes
or verbal quote as per
Procurement policy)
Project Manager or Technical
Lead
Purchase Orders to be
raised by:
Project Manager or Technical
Lead
Purchase Orders to be
approved by:
Project Sponsor or delegate (if
delegate the delegation must
be in writing and stored with
Project artefacts)
Goods and Services
received by:
Project Manager to Technical
Lead
Document version: ** x.xx[–draft]
Name
Page 10 of 12
** project ID
Invoices approved by:
Project Management Plan (PMP)
Project Sponsor or delegate (if
delegate the delegation must
be in writing and stored with
Project artefacts)
Configuration Management
[Describing how and by whom the project’s products will be controlled and protected]
Deliverable Review and Acceptance
Third Party Supplier Material Management
Project Plan
[Describing how and when the project’s objectives are to be achieved, by showing
the major products, activities and resources required on the project. It provides a
baseline against which to monitor the project’s progress stage by stage]
Plan Description
[A brief description of what the plan encompasses (i.e. project, stage, team,
exception) and the planning approach]
Plan Prerequisites
[Any fundamental aspects which must be in place, and remain in place, for the plan
to succeed]
External Dependencies
[Any external dependencies which may influence the plan]
Planning Assumptions
[Any assumptions upon which the plan is based]
Lessons Incorporated
[Details of relevant lessons from previous similar projects which have been reviewed
and accommodated within this plan]
Monitoring and Control
[Details of how the plan will be monitored and controlled]
Budgets
[Covering time and cost]
Document version: ** x.xx[–draft]
Page 11 of 12
** project ID
Project Management Plan (PMP)
Project Contingencies
[Contingency is planned reserves or provisions of time and or cost that are linked to
identified project risks. The contingencies can be drawn upon if those identified risks
are realised. Contingencies can only be drawn upon with agreement of the Project
Board or delegate, i.e. contingencies are not under the direct control of the Project
Manager.]
Product Descriptions
[Covering the products within scope of the plan (for the Project Plan this will be the
project product; for the Stage Plan this will be the stage products; and for a Team
Plan this will be a reference to the Work Package assigned). Quality tolerances are
defined in each Product Description]
Schedule
[Which may include graphical representations of:

Gantt or bar chart

Product breakdown structure

Product flow diagram

Activity network

Table of resource requirements – by resource type (e.g. four engineers, one
test manager, one business analyst)

Table of requested/assigned specific resources – by name]
Project Controls
[Summarising the project level controls such as stage boundaries, agreed
tolerances, monitoring and reporting]
PID Approval
The PID has been approved by:
Person
Document version: ** x.xx[–draft]
Project Role
Date Approved
Page 12 of 12