PROJECT TEMPLATES
The Challenge
Increasingly executives and senior managers are discovering the benefits of managing many aspects of their business by project. The challenge of turning strategic goals and initiatives into achievable, measurable and profitable outcomes requires a structured and rigorous approach. Applying project disciplines and tools across an entire business provides an integrated view of all activities that are in progress. As a result, costs can be managed more effectively and efficiency is increased through consistency of approach and appropriate resource allocation. The decision to manage by project delivers greater profitability. Project Templates have been created specifically to meet the challenges of managing projects in business. They have been tried and tested in a variety of businesses and the delivery of enterprise-wide programs and projects.
The Need
Project Templates are designed to help you quickly set up and administer a project within a comprehensive and flexible framework. The underlying methodology can be adapted to meet individual project and programme requirements This is in contrast with most methodologies that have been developed specifically to manage large projects. They enforce a regime that is an administrative and costly burden for small and medium sized projects. As a result many methodologies and not followed which leads to lack of consistency and ultimate failure of many projects.
The Framework
It is important to differentiate between a framework and a methodology. The Virtual Worlds framework is shown in the diagram below. It allows you to map a methodology by simply placing templates, documents, policy and procedures onto the frame.
Complex
Complexity
Simple Analysis Budget Contract Develop Phase Execution Finishing Goal Review
The Benefits
Project Templates are:
Organised by project phase so you only need to use the appropriate templates Sorted by project complexity – so you do not need to use all templates for all projects Based on standard MS-Office products MSWord, Excel, PowerPoint and MS-Project Supported by white papers and help files based on complex project techniques Include on-line commentary within each document designed to help people complete them quickly and accurately
Integration
Project Templates include an automated configuration tool designed specifically to work with Project Director.
The Project Templates
The table below shows a summary of the Project Templates and a description of their use.
Document Brainstorming.doc Decision Tree.doc Force Field.doc Plus Minus Tool.doc Programme Plan.doc Project Plan.doc Risk Assessment Form.doc Risk Assessment Tool.doc Risk Strategy.doc SWOT Analysis.doc Budget.xls Business Case.ppt Estimating.doc Estimating.mpp Project Justification.doc Project Coordinator.doc Project Manager.doc Risk - Reasons for project failure.doc Risk - THE STANDISH GROUP REPORT.doc Risk - why projects fail.doc Role Summary.doc Role Template.doc Supplier Guidelines.doc Appointment Policy.doc Critical Path Analysis.doc Governance.doc Role Selection Process.doc Terms of reference - Audit.doc Terms of reference - Business Advisory Group.doc Terms of reference - Executive Mentor.doc Terms of reference - Project Manager.doc Terms of reference - Project Owner.doc Terms of reference - Project Sponsor.doc Terms of reference - Steering committee.doc Change Control.doc Key Questions.doc Milestone Acceptance Form.doc Minutes ddmmyy.doc Project Issues Register.xls Status ddmmyy.doc User Testing.doc User Testing Summary.doc Project Acceptance Form.doc Project Objectives Review.doc Project Quality Review.doc Phase Analysis Analysis Analysis Analysis Analysis Analysis Analysis Analysis Analysis Analysis Budget Budget Budget Budget Budget Contract Contract Contract Contract Contract Contract Contract Contract Develop Develop Develop Develop Develop Develop Develop Develop Develop Develop Develop Execution Execution Execution Execution Execution Execution Execution Execution Finishing Goal review Goal review Complexity (0 is simple, 4 is complex) Description 2 Information paper on the brainstorming technique to develop solutions to problems. 2 Information paper on the decision tree analysis tool. 4 Information paper on the force field technique to analyse the strengths and weaknesses in your plan. 3 Document with a technique for analysing ideas called Plus Minus Interesting. 1 Document that defines a programme (or initiative) that can contain several projects. 0 Document that defines a plan for a project. 1 Form to complete to describe the risks associated with a project. 1 Information paper on the risk assessment technique to analyse a project. 4 Template risk strategy document showing was to analyse risk. 4 Information paper on the technique of SWOT (Strengths Weakness Opportunities Threats) to analyse a project. 1 Template spreadsheet that takes projects costs adds contingency and calculates standard measures like NPV. 3 Template business case presentation. 3 Guidelines for estimating projects using Gantt charts and time. 3 Template project schedule to help with estimating. 2 Document and notes showing how to request funds for a project. 3 Draft template for the role description of a project coordinator. 3 Draft template for the role description of a project manager. 3 Commentary on the reasons for project failure. 3 2 2 4 3 2 4 4 2 4 4 4 4 4 4 4 3 2 2 1 2 1 2 2 0 1 2 Commentary on the reasons for project success and failure. Commentary on why project fail. Template summary of roles on the project. Template role description for all roles on the project. Template guidelines for contractual dealing with suppliers. Template guidelines for appointing people to project roles. Information paper on how to analyse a project critical path and examine tasks and resources required. Template guidelines for governing the project or programme. Template guidelines for role selection of the project. Terms of reference for the audit role for large projects. Terms of reference for the Business Advisory Group. Terms of reference for the Executive Mentor. Terms of reference for the Project Manager. Terms of reference for the Project Owner. Terms of reference for the Project Sponsor. Terms of reference for the Steering committee. Form to complete for changes requested on projects. These feed into the change control system. Template for completing key questions about how the project will affect different people. Form to complete when significant milestones have been completed. Document for meeting minutes with actions and decisions. Spreadsheet containing a register of project issues so they can be tracked. Document for a status report on the project containing work done and project progress. Form to be completed when testing a system showing areas that pass and fail. Document showing a summary of the tests completed and their status. Form to be completed when the project has been completed. The project sign-off document. Document that reviews the project against its goal and objectives in order to gain lessons for other projects. Document that reviews the project against set questions in order to assess the quality of the project.
More information
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VIRTUAL WORLDS 2003