Project Plan Template

Document Sample
Project Plan Template Powered By Docstoc
					   Project Name and Reference Number
   Version Number




Project Name and Reference Number
Project Plan




                                                         Version:

                                                              1.0

                                                      Prepared by

                                                      Insert Name




   Edinburgh Napier University         Page 1 of 11
Project Name and Reference Number
Version Number

Revision and Signoff Sheet

Change Record

   Date               Author                Version         Comments




Distribution

   Name                                          Position              Department   Role
                                                                                    Sign off
                                                                                    For Review
                                                                                    For Information


Document Properties

   Item                       Details
   Document Title             Project Name
   Author
   Creation Date              29/02/2008 12:43:00
   Last Updated               4 July 2012




Edinburgh Napier University                                                            Page 2 of 11
Project Name and Reference Number
Version Number

Table of Contents

1     Business Case For Project ....................................................................................................... 1

1.1      Background for project ................................................................................................................ 1

1.2      Objectives and Goals .................................................................................................................... 1

1.3      Key Benefits.................................................................................................................................. 1

1.4      Main Success Factors ................................................................................................................... 1

1.5      Key Deliverables ........................................................................................................................... 1

2     Options Appraisal.................................................................................................................. 2

2.1      Options ......................................................................................................................................... 2

      2.1.1       Option 1 .............................................................................................................................. 2

      2.1.2       Option 2 .............................................................................................................................. 2

2.2      Options Summary......................................................................................................................... 2

2.3      Options Conclusion ...................................................................................................................... 2

3     Project Plan........................................................................................................................... 3

3.1      High level Requirements .............................................................................................................. 3

3.2      Scope ............................................................................................................................................ 3

      3.2.1       In Scope ............................................................................................................................... 3

      3.2.2       Out of Scope........................................................................................................................ 3

3.3      Schedule for Major Stages and Work Packages ........................................................................... 3

3.4      Baseline and KPI ........................................................................................................................... 3

3.5      Key Deliverable Milestones .......................................................................................................... 3

3.6      Communications Matrix ............................................................................................................... 4

3.7      Dissemination Matrix .................................................................. Error! Bookmark not defined.5

3.8      Impact on Business as Usual ....................................................... Error! Bookmark not defined.5

      3.8.1       Training Requirements ....................................................... Error! Bookmark not defined.5

      3.8.2       Support Requirements ....................................................... Error! Bookmark not defined.5

      3.8.3       Handover............................................................................ Error! Bookmark not defined.5


Edinburgh Napier University                                                                                                        Page 3 of 11
Project Name and Reference Number
Version Number
4     Project Context ..................................................................................................................... 5

4.1      Budget .......................................................................................................................................... 5

4.2      Organisation and Resources ........................................................................................................ 5

      4.2.1       Overall Project Structure..................................................................................................... 5

      4.2.2       Roles and Responsibilities ................................................................................................... 6

4.3      Risks.............................................................................................................................................. 7

4.4      Issues ............................................................................................................................................ 7

4.5      Assumptions ................................................................................................................................. 7

4.6      Exclusions ..................................................................................................................................... 7

4.7      Dependencies & Prerequisites ..................................................................................................... 7

4.8      Glossary of Terms......................................................................................................................... 7




Edinburgh Napier University                                                                                                         Page 4 of 11
Project Name and Reference Number
Version Number

1            BUSINESS CASE FOR PROJECT
The business case is an essential part of the document to ensure project success. It provides justification for the project in terms of its
alignment with the objectives of the organisation; it also provides the basis for managing the delivery of the project on time, within budget
and to agreed quality standards.

The aim of the business case is to provide sufficient information with regards to the project for management to obtain commitment and
approval to invest in the project. It should be regularly updated and used as a basis for decisions by the Project Board for continuation or
not.


1.1          Background for project

How has this come about? Provide a brief summary of the background of the project, why it has come about, what is the business needs
and why it is needed now.


1.2          Objectives and Goals

What do you want to get out of the project? Detail what the objectives and goals of the project are and what the project is trying to
achieve.


1.3          Key Benefits

Why are you doing the project? Give an overview of the benefits of the project and how they will be realised.


1.4          Main Success Factors

How will you know if and when the project has been a success? Define the main success factors along with their deliverable and how you
will be able to measure the success/deliverable.


1.5          Key Deliverables

    Deliverables                                                     Measure

    Details of what is to be delivered                               How you will know that it has been delivered




Edinburgh Napier University                                                                                           Page 1 of 11
Project Name and Reference Number
Version Number

2            OPTIONS APPRAISAL

2.1          Options
Evaluate the different options that are being investigated and are available. Detail the costs, resource requirement, both physical and
people, do we have the knowledge in house or does it need to be bought in and proposed solutions for each option. Do any of these options
require purchasing approval, i.e. OJEU? Consult with both internal departments and external companies, to solicit their feedback and
comment.
 Include the ‘do nothing’ option.


2.1.1           Option 1

2.1.2           Option 2

2.2          Options Summary
This section consolidates all the options together into one table to allow quick overview of it.


    OPTION             COST               RESOURCE                   DURATION                      NOTES




2.3          Options Conclusion
Following review of the different options, detail what the proposal is going forward.




Edinburgh Napier University                                                                                       Page 2 of 11
Project Name and Reference Number
Version Number

3            PROJECT PLAN
The Project Plan brings together plans for all the requirements of the Project. Consult with internal departments, to solicit their feedback
and comment. It details the how, where, when, how much and who of the project. This Project Plan will be continually updated throughout
the Project as it progresses through its cycle.


3.1          High level Requirements
    Req. ID        Requirement                                           Details




3.2          Scope
3.2.1            In Scope
Clearly document what is in the scope of this project. Use bullets where possible. Also if working with an external supplier, clearly define
their and Edinburgh Napier’s responsibilities.


3.2.2            Out of Scope
Clearly document what is not in scope of this project. Use bullets where possible. Also if working with an external supplier, clearly define
what will not be their and Edinburgh Napier’s responsibilities.


3.3          Schedule for Major Stages and Work Packages
Identify major stages of the development, resources and key work packages for the project deliverables/actions. Remember to also gather
key internal and external dates, other projects, Holidays for team members, so these can be worked into the Schedule.

A Gantt chart or graphical representation of the timelines works well here. If working with an external supplier, how will you monitor their
work schedule?


3.4          Baseline and KPI
What are the current measures which will be improved upon once this project has been implemented? What key performance indicators
will be the measured once this project is implemented? Who will decide these?


3.5          Key Deliverable Milestones
The project is divided into the stages and milestones for key deliverables:


    Stage                              Duration        Key Deliverable Milestone                                   Date
    Initiation                         X days          Go / No-go Decision                                         dd/mm/yyyy

    Planning                           X days          Solution design complete                                    dd/mm/yyyy

    Implementation                     X days          Solution complete                                           dd/mm/yyyy

    Handover                           X days          Training complete                                           dd/mm/yyyy

    Close                              X days          PIR complete                                                dd/mm/yyyy




Edinburgh Napier University                                                                                          Page 3 of 11
Project Name and Reference Number
Version Number




3.6          Communications Matrix
   What                       Type                 When                   Owner
   Status Report              Document             Every Friday           Project Manager

   Kick Off Meeting           Meeting              Start of Project       Project Manager

   Project Team Meetings      Meeting              Every Month            Project Manager

   Project Board Review       Meeting              Quarterly              Project Sponsor

   Project Review             Meeting & Document   5 days after go-live   Project Manager

   Highlight Reports for      Document             Quarterly              Project Manager
   Project Board




Edinburgh Napier University                                                         Page 4 of 11
Project Name and Reference Number
Version Number

3.7          Project Context

3.8          Budget
Define the budget that will be allocated to the project. Include material and non-material costs such as resources and time. How will you
monitor costs versus budget? Do you have contingencies in your budget? Who signs off the budget and expenditure? What happens if you
go over budget? Do you need to think about OJEU if your budget for 4 years of costs is over £139,893 excluding VAT?


     PROJECT EXPENDITURE                                AMOUNT                         COST                               TOTAL




   TOTAL                                                                                                      £


3.9          Organisation and Resources
Identify the people required for the project, their roles and responsibilities. Insert a project organisation chart as appropriate. What is your
escalation path? Have you spoken with the correct Authorising Manager?


3.9.1           Overall Project Structure
Insert an organisational chart here: an example is below:




                                                             Project Board




                                                            Project Manager




                                      Support                 Project Team                  End Users




Edinburgh Napier University                                                                                             Page 5 of 11
Project Name and Reference Number
Version Number



3.9.2           Roles and Responsibilities
           List all the stakeholders that will be involved in the project, their names (where available), their responsibility and the duration
           they are expected to be working on the project for. Describe the escalation path and who is responsible. Diagrams are good.


   Role                           Name(s)                              Responsibility                                           Duration

   Project Sponsor                                                     -   Owner of Business case
                                                                       -   Chair Board meetings
                                                                       -   Keep Project inline with strategy
   Project Board                                                       -   Overall direction and management of the
                                                                           project
                                                                       -   Responsible to senior management & voice to
                                                                           outside world
                                                                       -   Approval of key documents
                                                                       -   The authority to make decisions plus the
                                                                           responsibility for the commitment of resources
                                                                           to the project, i.e. people, time budget and
                                                                           equipment
                                                                       -   Arbitrate on any conflict within the project or
                                                                           negotiate a solution to any issue which the
                                                                           Project Team cannot resolve
   Project Manager                                                     -   Production of Project Mandate, along with
                                                                           other Project Documentation and their update
                                                                       -   Authority to run project on day to day basis
                                                                       -   Produce required products to required standard
                                                                           within time and budget constraints
                                                                       -   Escalate issues to Board as required
                                                                       -   Manage communications
                                                                       -   Responsible for change control
                                                                       -   Responsible for risk management
   Project Team                                                        -   Provide specialist and expert knowledge
                                                                       -   Responsible for accepting and delivering work
                                                                           packages
                                                                       -   Responsible for generating their team plans for
                                                                           each work package
                                                                       -   Responsible for reporting back to the Project
                                                                           Manager through Status Reports on a
                                                                           fortnightly basis.
                                                                       -   Responsible for escalating issues to Project
                                                                           Manager relating to their work packages and
                                                                           deliverables.
                                                                       -   Responsible for disseminating information on
                                                                           the project, decisions made and developments
                                                                           to appropriate staff within their department to
                                                                           ensure that work can be completed effectively.




Edinburgh Napier University                                                                                               Page 6 of 11
Project Name and Reference Number
Version Number




3.10         Risks
Detail any preliminary risks. Risks are anything that cause an adverse impact onto a project which may affect the defined targets and
milestones.

   ID      Risk                                     Probability              Impact                  Contingency
   R1                                               Low/Medium/High          Low/Medium/High


3.11         Issues
List any issues yet to be resolved/ agreed with the departments/ team.


   ID      Issue                                    Raised By             Owner                        Action to Resolve
   I1


3.12         Assumptions
Assumptions are suppositions or beliefs that we have on which the design or plan is based.


   ID       Working Assumption
   A1


3.13         Exclusions
Detail anything that will be excluded from the project and therefore out of scope.


   ID       Exclusions
   E1


3.14         Dependencies & Prerequisites
Dependencies are things outside the direct control of the project team that need to occur in order that the solution is delivered as specified
and to plan.


   ID       Dependency
   D1
A prerequisite is something that must be in place before a stage can commence. This can include equipment, facilities, tasks or resources.


   ID       Prerequisites
   PR1


3.15         Glossary of Terms
   Term                           Description




Edinburgh Napier University                                                                                           Page 7 of 11

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:4
posted:7/4/2012
language:
pages:11