NUIT Project Management
Project Framework Overview: PM Framework Guidelines
Instruction
This document provides critical information used by the project manager as he or she is deciding
which PM framework phases and documents should be used for a particular project. It is
strongly recommended that the project manager review the Framework Overview document prior
to this document.
Prior to starting your project, review this document carefully and utilize the Phase Selection and
Sign-off document to formally indicate which phases and documents you have chosen.
All project-specific documents should be saved on the designated location in Depot using the
following naming convention: “document name_project name_vXXXXXX” where XXXXXX =
the most recent revision date.
Selecting Documents for Your Project
The chart below explains how and when to use each document in the PM Framework.
Depending on the size of the project (small, medium, or large), some documents may be
required. Other PM Framework documents are available to assist the project manager with
navigating the project and handling various project needs (e.g., security, change control, issue
tracking, etc.).
It is highly recommended that the project manager review all framework documents to ensure
nothing critical is overlooked.
Key
The following key is provided to assist you with identifying the required documents within the
chart below:
(S) = Small Project. A small project is one that takes 100-500 person-hours to complete.
(M) = Medium Project. A medium project is one that takes between 501-2000 personhours to complete.
(L) = Large Project. A large project is one that takes more than 2000 person-hours to
complete.
Note: anything less than 100 person-hours is not a project.
Date Printed: 3/16/2016
File Name: Document1
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Document Selection Chart
PHASE
DOCUMENT/TEMPLATE
01_Intake & Prioritization
HOW AND WHEN TO USE
This phase is required for any project that is not
already approved, prioritized, or funded.
(M, L)
01_Intake &
Prioritization
Project Request Form
This form can be used in its entirety or in part to
collect project information needed to assess a
proposed project. For projects that do not require
prioritization (i.e., already approved) the
prioritization portion of the form does not need to
be completed.
This phase is required for any project that is not
already approved, prioritized, or funded.
02_ Inception
(M, L)
02_ Inception
Getting Started
02_ Inception
Project Prioritization
Scoring Worksheet
Every project manager should review this
document and pay close attention to the sections
that are relevant to their project. For projects that
do not require prioritization (i.e., already
approved) the prioritization portion of the form
does not need to be completed.
(M, L)
This document is only required for projects that
must be vetted and/or prioritized.
(M, L)
02_ Inception
Date Printed: 3/16/2016
File Name: Document1
High-Level Technical
Design Template
This document is required for all projects to
ensure that the appropriate infrastructure is in
place to support the project. This document is
also used to support funding requests for projectrelated infrastructure. For hosted systems this
form is used to identify internal infrastructure
resources that are required to support integration
points with the external service provider.
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PHASE
DOCUMENT/TEMPLATE
HOW AND WHEN TO USE
(M, L)
02_Inception
Budget Estimate
03_Project Charter
This document is required for all projects to
ensure preliminary budget estimates are
conducted and to determine the source of funding
for the project.
Required to accurately define the project.
(S, M, L)
03_Project
Charter
Project Charter
Template
04_Project Kick-off
04_Project Kickoff
Kick-off Planning
Template
Required to clearly and concisely outline the
project goals, scope, deliverables, as well as the
proposed approach to completing the project and
the high-level project timeline.
Required to set the tone for the project, establish
leadership, outline project communication
strategies, and help to garner buy-in from the
project team and key stakeholders.
(M, L)
Required to ensure the effectiveness of the kickoff meeting.
(M, L)
04_Project Kickoff
Sample Project
Timeline
05_Requirements & Design
Business
05_Requirements
Requirements
& Design
Analysis
Date Printed: 3/16/2016
File Name: Document1
A high level timeline should be developed and
distributed at the kick-off meeting. The project
manager may use this sample format or another
format.
Required to capture the detailed project
requirements and design the solution.
(M, L)
Required to capture the detailed project
requirements.
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PHASE
DOCUMENT/TEMPLATE
05_Requirements Detailed Technical
& Design
Design Template
HOW AND WHEN TO USE
(S, M, L)
Required to capture the detailed design of the
solution.
Reporting
05_Requirements
Requirements
& Design
Template
To be used only if business requirements include
reporting functionality.
06_Planning
Required to ensure all aspects of the project are
understood before project execution begins.
(M, L)
06_Planning
Planning Process
Guidelines
Review of this document is required to ensure that
the project manager accounts for all aspects of the
project before execution begins.
(S, M, L)
06_Planning
Sample Project Plan
Template
06_Planning
Security and Risk
Plan
A detailed project plan is required for every
project. MS Project is the preferred tool.
Basecamp or this Excel sample can also be used.
(M, L)
Required to verify that all aspects of security and
risk are addressed prior to project execution.
(S, M, L)
06_Planning
Master Test Plan
Required to define how the solution will be tested
(i.e., scope of testing, resources needed, test
strategy, environment, key milestones, etc.).
(M, L)
06_Planning
Change Control Plan
Required to thoroughly define how change will be
managed during the project.
(M, L)
06_Planning
Date Printed: 3/16/2016
File Name: Document1
Transition Plan
Required to define the activities and resources
needed to successfully deliver the solution.
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PHASE
DOCUMENT/TEMPLATE
HOW AND WHEN TO USE
(M, L)
06_Planning
Support Services Plan
Required to ensure that correct procedures are in
place to support the solution and to ensure roles
and responsibilities are properly defined.
(M, L)
06_Planning
Marketing
Communications Plan
Required to ensure customers are aware of
forthcoming technology changes in a timely and
effective manner.
(M, L)
06_Planning
Budget Plan
Required to ensure a final budget is assessed and
sufficient funding is in place for the project.
Required.
07_Execution
(M, L)
07_Execution
Issue Management
Template
This template is used to document any projectrelated issues for which resolution requires
approval (e.g., issues causing a change in cost,
scope, or timeline).
(M, L)
07_Execution
Status Report
Template
To be used if status reports are required by
customers, stakeholders, and/or NUIT
management.
Required to ensure that solution meets requestor
needs and does what it is designed to do.
08_Testing
(M, L)
08_Testing
Date Printed: 3/16/2016
File Name: Document1
Test Strategy
Required to define the scope, resources, methods,
and risks associated with testing.
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PHASE
DOCUMENT/TEMPLATE
HOW AND WHEN TO USE
(M, L)
To be used by the Quality Assurance team when
they are engaged for performance testing.
08_Testing
Performance Test
Strategy
Performance testing by the Quality Assurance
team should be considered for all new web-based
software system deployments and all major webbased software upgrades.
(S, M, L)
08_Testing
Test Issue Tracking
Guidelines
Review of this document is required to ensure that
the project manager is aware of what issues to
track during the testing phase.
(S, M, L)
08_Testing
Test Issues Tracking
Template
Tracking issues that arise during testing is
required. The project team may use this Excel
template, an existing database, or an existing
ticketing system for this purpose. To ensure
continuity and ease of issue management all
project team members should use the same
tracking system.
Training is recommended for new or highly
modified end user systems that have complex user
functionality.
09_Training
(L)
09_Training
Training Preparation
Checklist
This checklist can be used to help project
managers and others thoroughly prepare for
training.
09_Training
Sample Training
Evaluation
(L)
10_Deployment
Date Printed: 3/16/2016
File Name: Document1
Required when training is conducted.
Required to successfully transition the solution
into production.
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PHASE
10_Deployment
DOCUMENT/TEMPLATE
Deployment Sign-off
Template
HOW AND WHEN TO USE
(M, L)
Required to verify customer acceptance of
solution delivery.
(L)
10_Deployment
SLA Template
11_Post-Implementation
Recommended when there is an end-user
customer and NUIT is the service owner.
Required to review the success of the project.
(M, L)
11_PostImplementation
Evaluation and
Lessons Learned
12_Change Control
12_Change
Control
Change Request &
Signoff Form
The tool is required as an NUIT best practice to
ensure that NUIT learns from its successes and
challenges.
Required to ensure the control of project scope
from the beginning of the Execution phase
through the end of the project.
(M, L)
Required to effectively and consistently manage
change throughout the project.
(M, L)
12_Change
Control
Date Printed: 3/16/2016
File Name: Document1
Sample Change
Request Log
This tool is to be used for the tracking and
management of change requests throughout the
project. The team may use this Excel template, an
existing database, or an existing ticketing system
for this purpose.
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