Project Management Plan Template

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					                 Project Management Plan



Project Name:
Project / Project Number:
Project Manager:




          Date Issued:
          Author:
Table of Contents                                                                                                                         Page
1.     Introduction ............................................................................................................................. 5
       1.1 Purpose ................................................................................................................................ 5
       1.2 Scope.................................................................................................................................... 5
       1.3 Audience............................................................................................................................. 5
       1.4 References ......................................................................................................................... 5

2.     Document Control .................................................................................................................. 6
       2.1 Project Management Plan ............................................................................................... 6

3.     Engagement Agreement....................................................................................................... 7
       3.1 Purpose .............................................................................................................................. 7
       3.2 Definitions........................................................................................................................... 7
       3.3 Roles & Responsibilities .................................................................................................. 8
            3.3.1 Sponsor /Customer ............................................................................................... 8
       3.4 Project Team ..................................................................................................................... 9
            3.4.1 Project Team Responsibilities ............................................................................. 9
       3.5 Summary of Engagement ................................................................................................ 9

4.     Project Overview .................................................................................................................. 10
       4.1 Background ...................................................................................................................... 10
       4.2 Business Objectives/Outcomes .................................................................................... 10
            4.2.1 Scope Summary .................................................................................................. 10
            4.2.2 In Scope ................................................................................................................ 10
            4.2.3 Out of Scope ........................................................................................................ 10
       4.3 Project Deliverables ........................................................................................................ 10
       4.4 Project Phases ................................................................................................................ 10
       4.5 Project Timeframes ........................................................................................................ 10
       4.6 Project Costs ................................................................................................................... 10
       4.7 Definitions......................................................................................................................... 10
       4.8 Project Sponsor ............................................................................................................... 10
       4.9 Stakeholders .................................................................................................................... 11
       4.10 Assumptions .................................................................................................................. 11
       4.11 Constraints ..................................................................................................................... 11
       4.12 Dependencies ............................................................................................................... 11
            4.12.1 Dependencies on other Projects .................................................................. 11
            4.12.2 Other Project dependencies on this Project .............................................. 11

5.     Scope Management ............................................................................................................. 11
       5.1 Guiding Principles ........................................................................................................... 11
       5.2 Project Scope ..................................................................................................................... 11
            5.2.1 Overview of Scope ................................................................................................. 11
            5.2.2 Exclusions ............................................................................................................ 12
       5.3 Scope Change Management ........................................................................................ 12

6.     Project Structure .................................................................................................................. 12
       6.1 Project ............................................................................................................................... 12
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             6.1.1 Project Teams Charts ........................................................................................ 12
             6.1.2 Project Team Context Chart .............................................................................. 12
        6.2 Key Roles & Responsibilities ........................................................................................ 12

7.      Delivery Strategy .................................................................................................................. 13
        7.1 Objectives/Tasks ............................................................................................................. 13
        7.2 Methodology .................................................................................................................... 13
        7.3 Deliverables ..................................................................................................................... 13
        7.4 Development Approach ................................................................................................. 13
        7.5 Testing Approach ............................................................................................................ 13
        7.6 Implementation Approach ............................................................................................. 13

8.      Time Management................................................................................................................ 14
        8.1 Guiding Principles ........................................................................................................... 14
        8.2 Project Schedule ............................................................................................................. 14
        8.3 Schedule Control............................................................................................................. 14

9.      Financial Management........................................................................................................ 14
        9.1 Guiding Principles ........................................................................................................... 14
        9.2 Project Costs ................................................................................................................... 15
        9.3 Cost Control ..................................................................................................................... 15

10. Quality Management ........................................................................................................... 15
    10.1 Guiding Principles ......................................................................................................... 15
    10.2 Quality Plan ................................................................................................................... 15
    10.3 Quality Standards ......................................................................................................... 15
    10.4 Quality Assurance ........................................................................................................ 15
    10.5 Quality Control .............................................................................................................. 15

11. Human Resource Management ........................................................................................ 15
    11.1 Guiding Principles ......................................................................................................... 15
    11.2 Resources Plan ............................................................................................................. 15
    11.3 Team Training Requirements ..................................................................................... 15

12. Communications Management ........................................................................................ 16
    12.1 Guiding Principles ......................................................................................................... 16
    12.2 Communications Strategy ........................................................................................... 16
    12.3 Communications Plan .................................................................................................. 16
    12.4 Project Reviews and Reporting .................................................................................. 16
    12.5 Project Team Meetings ................................................................................................ 16
    12.6 Communication with other Project teams ................................................................. 17
    12.7 Project Documentation Control .................................................................................. 17
    12.8 Project Finalisation ....................................................................................................... 17
         12.8.1 Review of Project Deliverables..................................................................... 17
         12.8.2 Handover ......................................................................................................... 17

13. Risks, Issues and Change Management ....................................................................... 17
    13.1 Guiding Principles ......................................................................................................... 17

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       13.2     Risks ............................................................................................................................... 17
       13.3     Issues ............................................................................................................................. 17
       13.4     Escalation Path ............................................................................................................. 17
       13.5     Change Management .................................................................................................. 17

14. Procurement Management ................................................................................................ 18
    14.1 Guiding Principles ......................................................................................................... 18
    14.2 Supplier Management .................................................................................................. 18
    14.3 Project Performance Evaluation (PPE) ..................................................................... 18

15.    Appendix A – Project Timelines & Deliverables.................................................................. 20

16.    Attachment A – Project Schedule .......................................................................................... 21




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1. Introduction

              1.1 Purpose
              The Project Management Plan (PMP) defines how the Project Manager will
              manage the project engagement, scope, schedule, budget, personnel,
              deliverables, risks, issues, interdependencies, and quality of this Project in order
              to:
                 Provide a reference point for all involved personnel which identifies how they
                  are required to support development and delivery of the Project
                 Identify and assign roles and responsibilities to produce deliverables and
                  complete tasks.
                 Obtain understanding and agreement from all Project personnel to the
                  defined deliverables and process to be used.


              1.2 Scope
              The PMP will define the framework in which the Project will be managed. It covers
              the Project governance to a finer level of detail, providing a framework for day to
              day Project management.

              1.3 Audience
              All personnel, suppliers, users and any other resources who may be assigned
              responsibilities in this Project Plan and associated Project Schedule, must agree
              and understand their commitment to complete identified tasks and deliverables in
              the timeframe indicated.
              Managers of any other Projects or areas (within or external to the organisation)
              that are identified as interdependent with this Project and who must take
              responsibility for the joint dependency.

              1.4 References




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2.     Document Control
       On signing of this document the Project Group and Key Stakeholders agree and
       accept their roles and responsibilities.

              2.1    Project Management Plan

       Amendment List

        Version       Date   Section   Nature of Amendment                              Amendment
                                                                                          Author




       Authorisation

               Approved by     Title                 Signature           Date




                Reviewers

               Reviewed by     Title                   Date             Comments




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3. Engagement Agreement

              3.1 Purpose
                The purpose of this document is to define the engagement between the business customer and
                the Project Team, clarifying the roles and responsibilities of both parties.

                It includes a high level indication of the customer requirements, the Project Governance
                structure and processes.

                It identifies all estimated costs and timeframes and when they are incurred.

                Full clarification of all funding processes, resources, project scope, timeframes, risks, issues,
                roles & responsibilities, will be agreed when the project is formally accepted upon signing of the
                Project Management Plan and associated documentation.


              3.2 Definitions

              Sponsor                        The sponsor of the Project is the person nominated
                                             by the business who is responsible to guarantee the
                                             funding for the Project.
              Customer                       Person nominated by the Sponsor that is
                                             responsible for defining the “deliverable’s” and
                                             outcomes of the Project.
              Project Manager                The Project manager is the individual responsible for
              (PM)                           the delivery of the Project, including Project budget,
                                             schedule, scope and specifications of deliverable’s
              Project Management             The Project Management Plan is the overriding
              Plan (PMP)                     governance document for the Project. The format
                                             and inclusions are based upon Optus Project
                                             Templates and policies, which are aligned with
                                             industry standards.
              Project Scope                  The Project scope is the formalised scope document
                                             produced as part of the original scoping workshop
                                             and aligned with PMP.
              Project Schedule               The Project schedule is the tool for estimating,
                                             monitoring and managing the time and resource
                                             requirements of the Project.
              Requirement                    The Requirement Specification represents the
              Specification                  definition of the specific user needs this Project will
                                             be targeting
              Business Case                  The Business Case collective amalgamates all the
                                             Corporate needs and defines their costs and
                                             benefits in terms of risk and opportunity that this
                                             Project will be targeting
              Role                           The actions taken which are aligned to a particular
                                             function or position as part of the Project.




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              3.3 Roles & Responsibilities
                The roles and responsibilities of each member of this engagement model are identified below.

                They include the authorisation, management and facilitation of each of the major functions within
                the project and the groups responsible for ensuring all outcomes are delivered.


                   3.3.1 Sponsor /Customer
                      The Customer is responsible for obtaining all funding and the identification of the Project
                      outcomes and deliverable’s.


                         A. Sponsor/Customer Responsibilities

                                Description                                Comments
                       Formally Engage with Project            Joint Owner with Projects & Sponsor
                       Team
                       Project Scope                           Final Authority on Scope contents.
                                                               Key Stakeholder in Scope creation
                                                               and development
                       Business Case                           Final Authority on Business Case.
                                                               Creation and development of
                                                               Business Case
                       Business Requirement                    Own Content, Key Stakeholder in
                       Specification                           BRS creation and development.
                       Champion and Support the                Endorse the Project and drive the
                       initiative throughout the life of       initiatives to completion
                       the project
                       Obtain the Project Funding              Completion and submission of
                                                               documentation to obtain Project
                                                               funding.


                      The final Authority on any document is also the final authority on any change.




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              3.4 Project Team
                     The Project Team is responsible for managing and facilitating the delivery of the agreed
                     Project.


                   3.4.1 Project Team Responsibilities

                               Description                               Comments
                      Formally Engage with                   Responsible for engagement
                      Customer
                      Internal and external         Resource engagement and
                      resource engagements          procurement, vendor management,
                                                    including purchase order and supply
                                                    contract processes.
                      Project Management Plan       Develop, Own, Manage and Maintain
                                                    for life of the project
                      Project Financials            Own and Manage project financials
                                                    including Forecasts, Commitments,
                                                    Actuals
                      Project Scope Management      Responsible to manage project scope
                      All Project Documentation     The Project Group is responsible for
                      including Risk and Issue Logs managing all project documents
                      Testing Procedure             Responsible for all Testing
                                                    Procedures



              3.5 Summary of Engagement
               The intent of this document is: -
                  To document the scope, deliverables and outcomes identified at the time
                   this document was created,
                  To document the roles & responsibilities of the customer and Project Group,
                  To formalise the engagement between the customer and the Project Group.
               An engagement between the Project Team and the customer will take place
               once both parties have signed this document.




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4. Project Overview


              4.1 Background

              4.2 Business Objectives/Outcomes



                  4.2.1 Scope Summary




                  4.2.2 In Scope



                  4.2.3 Out of Scope




              4.3 Project Deliverables




              4.4 Project Phases



              4.5 Project Timeframes



              4.6 Project Costs



              4.7 Definitions

              4.8 Project Sponsor



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              4.9 Stakeholders



              4.10 Assumptions



              4.11 Constraints

              4.12 Dependencies

                  4.12.1 Dependencies on other Projects



                  4.12.2 Other Project dependencies on this Project


5. Scope Management

              5.1 Guiding Principles
             Project objectives, deliverables, constraints, principal work activities to be
              identified, defined and documented;
             Determine measurable Project benefits and outcomes in order to evaluate project
              performance;
             Develop, agree and communicate scope definition, scope management strategy
              and scope management plan
             Establish a change management system to form the basis of ongoing scope
              management
             Monitoring and reporting the effect of scope changes on achievement of project
              objectives
             Manage the impact of potential, perceived or actual scope changes within
              established time, cost and quality constraints
             Review Project outcomes against defined scope to assess the effectiveness of
              scope management procedures
             Identifying and documenting lessons learnt from scope management and passing
              these for applications in future projects

              5.2 Project Scope

                  5.2.1 Overview of Scope




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                   5.2.2 Exclusions

              5.3 Scope Change Management
          Change in scope can be requested by:
                 Sponsor
                 Business owner
                 Steering team member
                 Core team member
                 Any person or group that has interest in its success, is dependent or will be
                  impacted by this project
              All changes to the scope will require impact assessment to be completed
              (detailing impact on scope, costs, schedule, resources, quality and
              specifications).
              The Project Manager is responsible for managing the scope change during the
              life cycle of the project.
              The Sponsor / Customer is responsible for autorising any proposed scope
              changes.


6. Project Structure

              6.1 Project

                   6.1.1 Project Teams Charts

                   6.1.2 Project Team Context Chart

              6.2 Key Roles & Responsibilities


                  Group         Responsibility Area                  Key Responsibilities
                                                         
                                                         
                                                         
                                                         




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7. Delivery Strategy

              7.1 Objectives/Tasks

              7.2 Methodology

              7.3 Deliverables

              7.4 Development Approach

              7.5 Testing Approach

              7.6 Implementation Approach




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8. Time Management

              8.1 Guiding Principles
             Determine the duration, effort, sequencing, resource names and dependencies of
              tasks from the output of scope definition with input from the core team members
              and the stakeholders;
             Obtain agreement from stakeholders and sponsor for the schedule
             Monitoring the progress and taking corrective steps to meet the schedule
             Developing and implementing mechanisms to monitor, control, record and report
              on the progress of project activities in relation to the Project plan
             Identifying variances to the project schedule and forecasting the impact of
              changes on the schedule and developing suitable responses to achieve project
              objectives
             Reviewing progress throughout the life cycle and refining the project schedule to
              ensure consistency with changing scope, objectives and constraints;
             Responding to potential, actual or perceived schedule changes and having those
              agreed by the business owner or the sponsor, as appropriate.



              8.2 Project Schedule

              8.3 Schedule Control
              The Project Schedule will be baselined at the start of the Project in consultation
              with the core team. Any change made to schedule on critical milestones will
              require approval from the business owner or sponsor or both.
              The Project Schedule will be presented to in each Core Team meeting and any
              changes or variations to milestones or dates will be measured and monitored
              against the baseline.


9. Financial Management

              9.1 Guiding Principles
             Determining resource requirements for individual tasks in consultation with the
              stakeholders/core team members to provide a basis for project costs;
             Monitor actual expenditure and control costs throughout the life cycle of the
              project;
             Provide input into financial forecasting system on a monthly basis;
             Report on spend against approved budget and forecast to completion to sponsor
              & the stakeholders;



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              9.2 Project Costs

              9.3 Cost Control


10. Quality Management

              10.1 Guiding Principles
             Establish quality objectives for the project;
             Identify quality criteria and document quality requirements
             Analyse result of Project activities and Project team performance to determine
              compliance with agreed standards;
             Identifying causes of unsatisfactory results in consultation with stakeholders and
              initiating actions to enable improvement in quality outcomes;
             Regularly reviewing processes and making agreed changes throughout the
              Project life cycle to continuously improve Project quality



              10.2 Quality Plan

              10.3 Quality Standards

              10.4 Quality Assurance

              10.5 Quality Control


11. Human Resource Management

              11.1 Guiding Principles
             Determine resource requirements for individual Project tasks to provide a basis
              for determining Project staffing and competencies required;
             Determine Project team responsibilities

              11.2 Resources Plan

              11.3 Team Training Requirements
              Any gaps in skills identified will be supplemented by training or mentoring, as
              appropriate.

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12. Communications Management

              12.1 Guiding Principles
             Establish an agreed communication strategy and plan for the Project;
             Develop and maintain effective communication networks, both formal & informal,
              between project team members and stakeholders;
             Manage customer relationships to ensure clarity of understanding of Project
              objectives and to reduce the conflict through out the project life cycle.

              12.2 Communications Strategy

              12.3 Communications Plan

              12.4 Project Reviews and Reporting
              The Project Manager will provide status reports to Core Team members on a
              regular basis. The status may be provided by POP (Plan on a page) report or any
              other communication medium, as appropriate.


              The status will include:
             Major milestones completed and scheduled;
             Project schedule progress
             Issues & Risks
             Decisions and actions required
             Scope Change items
             Financial to-date

              12.5 Project Team Meetings
                    Type          Frequency                Objectives/Purpose                        Attendees
               Sponsor Update   As required             Provide update to Sponsor on
                                                      Financials, Timings and
                                                      deliverables
               Core Team        Weekly                 Review Schedule progress
                                                       Review issues/risks
                                                       Change Management control
                                                       Monitor project financials
                                                       Review Critical Path




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              12.6 Communication with other Project teams
              Communication (both formal & informal) will be undertaken by the Project
              Manager (or delegate) to ensure the success of this project.

              12.7 Project Documentation Control
              All documents will be stored in the standard project folder structure.

              12.8 Project Finalisation

                   12.8.1   Review of Project Deliverables
                   The outputs of the Project will be measured against the project deliverables
                   and objectives as outlined in this PMP.

                   12.8.2   Handover


13. Risks, Issues and Change Management

              13.1 Guiding Principles
             Identifying, documenting and managing all risks, issues and changes;
             Developing plan and strategies to have them approved, as appropriate;
             Reviewing progress, identifying variances and taking appropriate responses to
              achieve Project objectives with minimal disruption and conflict;

              13.2 Risks
              The standard Risk Management process will be followed for this Project.

              13.3 Issues
              The standard Issue Management process will be followed for this Project.

              13.4 Escalation Path
              Unresolved issues and risks will be escalated to the Sponsor as required.

              13.5 Change Management
              The standard Change Management process will be followed for this Project.




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14. Procurement Management

              14.1 Guiding Principles
             Identify and evaluate potential vendors capable of fulfilling procurement
              requirements;
             Determining, in consultation with stakeholders, selection processes and selection
              criteria for prospective vendors;
             Evaluating vendor responses and selecting preferred vendor in accordance with
              selection criteria;
             Conduct negotiations with preferred vendor to agree on contract terms &
              conditions;
             Ensuring that contracts and processes are in place after the project
              implementation.;
             Conducting finalisation activities to ensure contract deliverables meet contractual
              requirements as well as quality criteria.

              14.2 Supplier Management
       Suppliers will be managed to ensure that all activities for which they are responsible
       for are completed on agreed schedule, costs and specifications.
       If any issues arise which require escalation, formal channels including vendor
       management group and Procurement group will be utilised.



              14.3 Project Performance Evaluation (PPE)




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15. Appendix A – Project Timelines & Deliverables

       Refer to tasks and ownership in attached Project Schedule.




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16. Attachment A – Project Schedule




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