Undertake project work

Planning TemplatesBSBPMG522 work
Table of Contents
1.1 – Initiation and scope. 1
Project brief 1
Project scope document 2
Stakeholder analysis. 3
Communication plan (example) 4
Roles and responsibilities. 5
Project snapshot 6
1.2 – Planning. 7
Work breakdown structure. 7
Project plan. 8
Gantt chart 12
Activities schedule. 13
Budget 14
Risk register 15
Risk assessment form.. 16
1.3 – Implementation. 17
Change requests. 17
Issues log. 18
1.4 – Monitoring. 19
Status update report 19
1.5 – Finalising and review. 20
Budget variation report 20
Post-project review meeting. 21
Handover report 22
Post-project review report 23

Project brief
Project purpose and rationale The justification and validity of the project needs to be confirmed before the project proceeds. This document is used to clarify the project purpose and justification and to gain approval to proceed to the next phase.
Project title Working title.
Project purpose Describe the purpose/need/rationale/feasibility for the project.
Background and strategic context Explain the background to the project and how it relates to the key strategic plans.
Priority Note the importance and/or urgency of the project to the organisation.
Related projects Any other projects that have been undertaken in the past, are currently underway, or planned for the future that will or may be affected by, or simply connected to, this project.
Project client/owner The person who requires the project to be undertaken.
Project sponsor The person who is providing the funds and has the ultimate authority over the project.
Project manager The person who has the responsibility to manage the project on a day-to-day basis.
Project status What has already been decided about the project? What decisions have already been made? What work has already been done in relation to the project? Any assumptions or constraints?
Special provisions Special regulations, ethical or legal considerations, etc.
Project approvals Add any signatures that are required for approval to proceed to the next phase.
Project Manager                                               Project Sponsor
Project Client/Owner                                         Other
Project Title:
Project Client:        
Date:Version:
Project Sponsor:
Project Manager:  
File Name:    
Page x of y

Project scope documentThis template is a tool that can be used with key stakeholders to clearly define the logical boundaries of the project. Ensure that you note any requirements that are out of scope to achieve absolute clarity about what is and is not covered by this project, and to avoid the potential for problems later on.
In Scope
Out of scope (exclusions)
Assumptions
Constraints
These are items that you are definitely going to deliver/manage.
These are items that you are not responsible for – the assumption is that someone else will do them. Exclusions are things that don’t form part of your project, but could influence whether or not you can successfully achieve your objective.
Knowledge about the project that is taken as being true or correct for the purposes of project planning. Assumptions are circumstances and events that need to occur for the project to be successful but are outside the total control of the project team.
These could include any restrictions to the start/finish date, time, deliverable or milestone dates, budget limitations, resourcing limits, vendor restraints, legal constraints, etc.
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Stakeholder analysis Use this template to identify areas, groups or individuals who may participate in, or are affected by, the project. Include everyone who has a vested interest. A useful question to ask is: ‘What will make this project a success for you?’
Name
Work area
Stakeholder type (client, end-user)
Impact on/by project, requirements, success criteria
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Communication plan
What
Who
Purpose
When/frequency
Type/methods
Initiation meeting
 
 
 
 
Distribute project initiation plan
 
 
 
 
Project kick-off
 
 
 
 
Status reports
 
 
 
 
Team meetings
 
 
 
 
Sponsor meetings
 
 
 
 
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Roles and responsibilities It is important to identify who the major players are on the project. List the major project roles, responsibilities and the actual people involved. Add in any additional roles as required.
Project snapshot The project snapshot summarises the purpose, deliverables, stakeholders, resources, risks, interdependencies and success criteria of the project.
Project snapshot
Name of project:
Project purpose: What are the goals/objectives of this project? Why are we undertaking it? What is the problem/opportunity?
Deliverables with timeframesWhat, when, etc.
StakeholdersWho is the sponsor, project manager, customers, and other key groups who can impact, or be impacted by, this project.
ResourcesCash flow, people, equipment, facilities, software, etc.
RisksResource limitations, deadlines, budget, technology, legal and other constraints, etc.
InterdependenciesWith other projects, groups, system interfaces, etc.
Success criteria How we know we are successful.
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Work breakdown structureA work breakdown structure (WBS) in project managementis a tool used to define and group the project’s discrete work elements (or tasks) in a way that helps organise and define the total work scope of the project. The WBS is a dynamic tool and can be revised and updated as needed by the project manager.
Level 1
Level 2
Level 3
Task 1
 
 
 
Sub-task 1.1
 
 
 
Work item 1.1.1
 
 
Work item 1.1.2
 
 
Work item 1.1.3
 
Sub-task 1.2
 
 
 
Work item 1.2.1
 
 
Work item 1.2.2
 
 
Work item 1.2.3
Task 2
 
 
 
Sub-task 2.1
 
 
 
Work item 2.1.1
 
 
Work item 2.1.2
 
 
Work item 2.1.3
 
Sub-task 2.2
 
 
 
Work item 2.2.1
 
 
Work item 2.2.2
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Project planThe project plan is the basis for monitoring and controlling the project. All project information is consolidated to date, forming the basis for monitoring and controlling once implementation of the project commences.
Project title:
Project purpose
From project proposal – update if required.
Background and strategic context
From project proposal – update if required.
Other related projects
From project proposal – update if required.
Project objective
From project proposal – update if required.
Scope including key deliverables
From project proposal – update if required.
In scope.
Out of scope.
Assumptions
Constraints
Deliverables
Governance
From project proposal – update if required. Attach a project organisation chart and additional information on responsibilities if required.
Project client/owner
From project proposal.
Project sponsor
Project Manager
Manager of the project manager
Project team members
Key stakeholders
From project proposal – update if required. Include a more detailed stakeholder analysis in the Appendices, if required.
Schedule
Using the information you generated in the work breakdown structure, update the schedule. Include a Gantt chart or additional planning information in the Appendices.
Item
Milestone date
Responsibility
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Resource and cost plan
Resource planning is where you determine what resources (people, equipment and materials) and what quantities of each should be used to perform activities. Once the resources have been determined, estimate the project costs. Include a more detailed resource and cost plan in the appendices if required.
Deliverable/milestone/phase
Resource
Cost
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Project risk assessment
From project proposal – update if required. Include a more detailed risk management plan in the appendices.
Risk
Level(high/medium/low)
Management strategy
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Quality management plan
Include a high level quality management plan here. Include a more detailed quality management plan in the appendices if required.
Item from WBS
Agreed quality standard
Recovery procedure
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Communications and reporting
Include a high level communications plan here. Include a more detailed communications management plan in the appendices if required.
Stakeholder
Information required
When required
Format
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Controls
Outline how you are going to track, monitor and report on the project. For example:
Appendices
List the appendices that are attached to your project plan, for example:
Future related projects
Project approvals
Add any signatures that are required for approval to proceed to the next phase.
Project Manager                                               Project Sponsor
Project Client/Owner                                         Other
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Gantt chartTo use a Gantt chart, list the activities and tasks in column A, select an appropriate time interval (days, weeks or months), allocate the dates to columns B onwards and plot the expected time duration (total time from start to completion) under the appropriate column by selecting shading from the cells. When you wish to provide a status report, simply colour or shade in black those items that are completed or estimate the percentage complete. This will give you an immediate visual representation as to whether or not you are on schedule. You can add extra columns for assignment of responsibilities, etc.
For small projects, a Gantt chart can be created as a spreadsheet.
Activity/task
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Legend If there are many tasks or stages in your project, you can identify them with a key or legend. Task 1 Task 5 Task 2 Task 6 Task 3 Task 7 Task 4 Task 8
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Activities scheduleThe activities schedule is a tool used to monitor individual activities against the project plan. Information recorded on the schedule can be used when providing project status updates to stakeholders.
Phases & activities
Responsibility
Resources
Effort (hrs)
Started
Deadline
Actually completed
Comment/status
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

BudgetThe project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to complete the project.
Project Name:
Income
Inc. GST
Ex. GST
 
 
 
 
 
 
 
 
 
 
 
 
Total income
 
 
Expense
Inc. GST
Ex. GST
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Subtotal
 
 
Contingency (+10%)
 
 
TOTAL
 
 
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Risk register This template is used to record identified risks associated with your project, analyse the impact and determine resultant action to be taken.
Risk
Likelihood(H/M/L)
Impact(H/M/L)
Risk response(contingency strategies)
Responsible
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Risk assessment formIdentified risks are logged on a risk form and a copy is forwarded to the project manager.
Project details
Project Name:             Project Name           Project name to which the risk relates. Project Manager:     Name of the project manager responsible for mitigating the risk.
Risk details
Risk ID:                     Number allocated to this risk. Raised by:                Name of person who has raised the risk. Date raised:             Date of completion of this form.
Description of risk:Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources, deliverables, timelines and/or budgets).  
Likelihood of risk: Describe and rank the likelihood of the risk occurring (i.e. low, medium or high).  
Impact of risk: Describe and rank the impact on the project if the risk occurs (i.e. low, medium or high).
Risk mitigation
Preventative actions recommended: Briefly describe any action that should be taken to prevent the risk from occurring.   Contingency actions recommended: Briefly describe any action that should be taken, should the risk occur, to minimise its impact on the project.  
Approval details
Supporting documentation: Details of any supporting documentation used to substantiate this risk.  
  Signature: _______________________                      Date: ___  /___  /____ PLEASE FORWARD THIS FORM TO THE PROJECT MANAGER
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Change requestsThis form is used to assist with recording and management of changes in scope, time, quality or budget. The change management procedure must be negotiated with the key stakeholders prior to the sign-off of the project plan.
Change request – Project
Issued by
 
Item affected
   
Nature of change requested
     
Reason for change
       
Impact on scope
   
Impact on budget
   
Impact on schedule
   
Change authorised:
Yes/No
Adj. completion date:
Adj. final budget: $
Signed: Project Manager
Signed Sponsor
Signed Client
Signed
Date
Date
Date
Date
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Issues logIn this template all issues are treated as risks. They should be recorded when they arise, assigned a number and responsibility, a recovery strategy or alternate path agreed, acted upon and recorded when closed.
Item
Strategy
Date logged
Date resolved
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Signed: Project Manager
Signed: Sponsor
Signed: Client
Signed:
Date:
Date:
Date:
Date:
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Status update report This is one example of a status report. The preferred format should be negotiated with the project sponsor. Attach minutes of project meetings.
Status report – Project
 
Item
Work completed to‑date
Milestone date
Revised/ actual date
Budgeted cost
Revised/ actual cost
Responsible
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Budget variation report The project budget is a prediction of the costs associated with a particular project. These costs include labour, materials, and other resources required to complete the project.
Project name:
Income
Budget
Actual
% Variation
 
 
 
 
 
 
 
 
 
 
 
 
Total income
Expense
Budget
Actual
% Variation
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Subtotal
 
 
 
 
TOTAL
 
 
 
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Post-project review meetingThis template provides a proposed post-project review meeting agenda, detailing items to be discussed when reviewing the overall project.
Post-Project Review Meeting – Agenda
Topic
Speaker
Time
Brief overview of project: Purpose of project, major accomplishments, comments.
Project Manager
5 mins
Review by team: Goals, objectives, deliverables, schedule, budget, and success criteria (Were they met, partially met, or missed?).
All
10 mins
What worked/what could have gone better? Some areas to consider: project planningproject management project scheduling and trackingproject estimatingcommunication (with team, other groups/stakeholders, sponsor)risk managementvendor managementissues managementstakeholder managementresourcingusersdevelopment approach:methodologyanalysis and designdevelopmenttestingimplementationtraining, documentationtechnologyoverall approach to project (i.e. vendor package, staged implementation, etc.)production and operation support.
All
20 mins
Lessons learned
All
10 mins
Next steps
All
5 mins
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Handover reportThis template summarises the project as delivered and any agreed changes to baseline scope, quality, costs and schedule.
Handover report
Initial overall objectives
 
Agreed changes to objectives
 
Final agreed deliverables
Item
Budgeted cost
Final cost
Schedule date
Final date
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Total
 
 
 
 
Issues summary
Item
Strategy
Date logged
Date resolved
 
 
 
 
 
 
 
 
 
 
 
 
Documents attached
No.
Title
 
 
 
 
    ____________________ Project Manager
    _____________________ Project Sponsor
    _____________________ Project Client
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

Post-project review report This template can be used to guide you through the process of conducting a post-project review. This template can be used to document the key learning in terms of what worked well and what could have been improved.
Post-Project Review Report
Name of project: Date and location of meeting: Names of attendees:  
Overview by Project Manager: Brief summary of highlights and achievements, etc.      
Review by team of goals, objectives/deliverables and schedule as outlined in project plan Cut and paste from project plan.      
 
Met
Missed
Partially met
Comments
Project goal/s
 
 
 
 
 
 
 
 
 
Objectives/deliverables
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Success criteria
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Schedule
 
 
 
 
 
 
 
 
 
Budget
 
 
 
 
3. What worked well; what could have gone better?
Worked well
Could have gone better
 
 
 
 
 
 
4. Lessons learned
 
 
5. Next steps / improvement plans
 
 
Project Title:
Project Client:
Date:Version:
Project Sponsor:
Project Manager:  
File Name:
Page x of y

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