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Project Execution Plan Template

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Project Execution Plan Template Powered By Docstoc
					This is a template that is intended to serve as a guide for a company during the
development of a project execution plan. The template sets forth the project scope,
objectives, deliverables, human resources management, integration, cost and budget
management, schedule management, risk management, baseline management, project
controls and reporting plans, and much more. This document should be used by small
businesses or other entities that want to develop a precise strategy on how to execute a
project plan.
             Project Execution Plan
                                   For


                       [Insert Name Here]
                              Project




Document Revision History
 Revision     Date          Project Manager     Project Sponsor




                                 Page 2 of 27
Insert Project Name Here



                   About This Project Execution Plan Template:
This template is intended to serve as a guide for the development of a Project Execution Plan (PEP). The
PEP is a detailed document that provides the essentials of a project in terms of its objectives,
justification, and how the objectives are to be achieved. The PEP is a formal, approved document that is
used to guide both project execution and project control as a project progresses through its lifecycle. The
PEP is a detailed blueprint or game plan that charts the entire project’s course and forms the basis for
all management decisions associated with the project. The PEP describes the entire plan for the project
and describes how all the major activities under each project management essential are to be
accomplished, including that of overall project control and communications with stakeholders. It
documents the project associated planning assumptions and decisions, facilitates communication among
stakeholders, and documents the approved scope, cost and schedule baselines. The PEP identifies and
addresses the problem and need (why?), goals and objectives (what?), schedule (when?) and roles
(who?) for the subject project. It also provides the justification for the project and how the objectives are
to be achieved. In addition, the PEP describes how all the major activities under each project
management function are to be accomplished, including the documentation and control of project
planning assumptions and decisions, planning, estimating and risk management, and communications
with and among stakeholders. Recognize that the PEP is not a stagnant document. It is dynamic in
nature and will evolve through successive stages of the project life cycle.

This template identifies 20 major sections and key factors that should be considered for inclusion as part
of every Project Execution Plan. Each section is provided with a discussion on what should be included
therein (italicized).




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                                                       Table of Contents
  1.    EXECUTIVE SUMMARY ............................................................................................................................. 5
  2.    PROJECT SCOPE, OBJECTIVES AND DELIVERABLES ......................................................................................... 5
  3.    HUMAN RESOURCES MANAGEMENT (STAFFING PLAN) ................................................................................. 7
  4.    INTEGRATION AND COMMUNICATIONS MANAGEMENT ................................................................................. 9
  5.    COST AND BUDGET MANAGEMENT ......................................................................................................... 12
  6.    SCHEDULE MANAGEMENT (SCHEDULE, MILESTONES AND WORK CONTROL) .................................................. 12
  7.    RISK MANAGEMENT PLAN ..................................................................................................................... 13
  8.    BASELINE MANAGEMENT AND CHANGE CONTROL PLAN ............................................................................. 14
  9.    PROJECT CONTROLS AND REPORTING PLAN............................................................................................... 15
  10.     PROCUREMENT, CONTRACT AND INVENTORY MANAGEMENT PLAN ........................................................... 15
  11.     MANAGING PROJECT QUALITY ............................................................................................................ 16
  12.     ENVIRONMENTAL, HEALTH AND SAFETY ................................................................................................ 16
  13.     APPENDIX A – TERMINOLOGY ............................................................................................................. 18
  14.     APPENDIX B – ECONOMIC ANALYSIS AND BUSINESS CASE ........................................................................ 19
  15.     APPENDIX C – TECHNICAL BASELINE DOCUMENT (DESIGN BASIS) ............................................................ 20
  16.     APPENDIX D – INTERFACES AND MEMORANDA OF UNDERSTANDING ......................................................... 21
  17.     APPENDIX E –SCHEDULE - CURRENT AND/OR BASELINE ........................................................................... 21
  18.     APPENDIX F - COST PLAN - CURRENT AND/OR BASELINE.......................................................................... 22
  19.     APPENDIX G – RISK ANALYSIS WORKSHEET AND MATRIX ........................................................................ 23
  20.     APPENDIX H – PROJECT MEASURES ..................................................................................................... 26




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Insert Project Name Here



1. Executive Summary

Introduction to Project
Provide a brief description of the project, as well as background information. The reason for the project
and the overall timing and expectations should be described in business terms. Some background
information about how and why the project was initiated should also be included. Describe who (in
terms of individual roles and/or organizational areas) will use the final outcome of the project and
identify any other stakeholders who will be impacted by the results of the project. The Project Sponsor
and Executive Sponsor should be identified at the end of this section.

Project Authority
Identify the source of authorization for the project. This may be a program or other authorizing
organization/entity.

Stakeholder (Customer) Identification and Advocacy
Identify who (in terms of individual roles and/or organizational areas) will use the final outcome of the
project, and identify any other stakeholders who will be impacted by the results of the project.




2. Project Scope, Objectives and Deliverables

Scope and Objectives
Provide discussions of the scope and objectives of the project.
With regard to the scope:
       Define the project scope with as much detail as possible such that scope changes will be readily
    evident to everyone.
       Itemize what is included in this scope.
       Itemize what is excluded (omitted) from the scope.
With regard to the objectives, identify:
       What are the overall project objectives?
       What are the technical objectives?
       What are the schedule objectives?
       What are the cost objectives?
   Are there any special objectives defined for the project?




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Work Approach
       Describe the work approach.
       Define the specific tasks to be accomplished (think about deliverables and customer
    turnover/closeout requirements) and who will accomplish the work.
       Define the project phases. For example study, planning, engineering/design, implementation,
    start-up and testing, transition and customer turnover, operations, and closeout.

Deliverables
A deliverable is any measurable, tangible, verifiable item that must be produced to complete the project
or to satisfy a project milestone.
     Define all internal deliverables and turnover / closeout requirements.
     Define all external deliverables turnover / closeout requirements.
     Define acceptance process for deliverables and turnover / closeout requirements.
     Define approval process for deliverables turnover / closeout requirements.
For each deliverable, provide a description of its quality objectives in terms of output quality and
approval requirements. (For example, "Interim status reports will be provided weekly to the Project
Sponsor and Project Team Leaders and will be approved by each person prior to being accepted within
the project archives.")
The amount of support to be allocated to the implemented product or service should also be included as a
quality objective.

Constraints and Requirements
List all known constraints and requirements.

Assumptions
List all known assumptions and the methodology that will be used to validate the assumption. Validation
is the process of providing evidence that a process, structure, system or component meets the needs of the
user, i.e. "Are we building the ‘Right Thing’?"

Identification of Vested Interests (Client Requirements)
Identify any specific client requirements that are not already captured within the scope and objectives
sections.

Goals and Critical Success Factors
Define what the successful project looks like, in terms of the requesting client’s requirements. Identify
objective measures that can be used to gauge project performance. The goals should be mapped to the
success of the project to the specific measures identified in section 11, Project Quality.




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3. Human Resources Management (Staffing Plan)

Project Organization (Structure and key components and concepts)
This section should identify the required Project Team and any required organizational interfaces. An
organization chart of all project stakeholders should be included such as internal and external resources,
clients, vendors, etc.




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                                                         Project Name
                                                                                             EXAMPLE


                                    EXAMPLE                                                      Lines of Reporting
                                                                                                 Lines of Communications
                                                                                                     and Coordination



                                                         Project Sponsor
                                                           Project Sponsor




                                                           Project and
                     Project Team                        Contract Manager




                     Manager




                                                                                   EXAMPLE




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Roles and Responsibilities (Project Team and Customer(s))
       Define roles and responsibilities
       Define authority structure, internal and external.
This section assigns roles and responsibilities to the named members of the Project Team taking the
organizations Resource Plan and the project skill requirements into account.
This section should discuss the specific roles and responsibilities for the Project Sponsor, Project
Manager, Implementation Manage/Maintenance Job Sponsor, Team Members, Site Engineering and
other support and engineering organizations should be included in ALL Project plans.
This section should also include a discussion of the expectations for key project team position including
the Project Sponsor, the Project Manager, and the Implementation Manage/Maintenance Job Sponsor.

Staffing, Resource and Labor Requirements Planning
       Define the project Resource Plan.
       Identify where the resources come from?


Work Schedule
Identify the work schedule for the project team including regular start and stop times, scheduled shifts,
non-work periods, holidays, etc.

Training Plan
Provide a detailed description of project specific training requirements. These should include, as
applicable:
       Project Team specific training needs,
       Project Team qualification requirements,
       Contractor and/or Vendor training needs,
       Contractor and/or Vendor qualification requirements, and
       End-user (i.e., operations, maintenance, chemistry, etc.) training requirements.

Project Facilities and Resources
Identify the logistical and facility considerations for the project.
The project's requirements for facilities and resources, such as office space, special facilities, computer
equipment, office equipment, and support tools, should be identified.
Responsibilities to procure or develop these items should be clearly assigned and described here.


4. Integration and Communications Management

Dependencies
Any dependencies outside of the Project Manager's direct control or outside of the scope of the project
(but which may still influence the project success) should be identified. For example, activities to be
carried out by a client or subcontractor, or activities or deliverables from an external project that is
required within the context of this project.


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Internal dependencies must also be considered. Dependencies of the project, and/or the project
deliverable (product) on other projects/products (existing or in development) should be clearly identified.
For example, if a needed resource cannot become available until another project is completed, this
dependency should be identified and the related risk documented in the appropriate section of the
Project Plan. Required linkages to other existing or planned systems should also be identified.

Communications Plans
Develop and document a Communications Plan that describes the methods and protocols for conducting
communications between project stakeholders as well as external entities. The maintenance of effective
communications between and among the project team and project stakeholders should be identified as a
project measure.




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Note: The table shown below should be included and modified as required. The following table identifies
the method, frequency, and content of these meetings along with the stakeholders and responsible
individuals. This table outlines most of the different communications instruments that a project might
need to use.


   Method          Frequency         Stakeholders                   Content                      Responsible Person /
                                                                                                     Submit to
Project Team     As required,       Project Team and   Technical and project status and        Project Team Members / Project
Meetings         based on project   Customer(s)        issues discussions.                     Manager
                 milestones (at
                 least monthly)
Technical        As required to     Sponsor(s) and     Technical presentation of project       Project Technical Lead / Project
Steering Team    support project    Customer(s)        including recommended and               Manager and Project
Meeting          milestones                            evaluated options                       Stakeholders


Individual       Weekly,            Project Team and   Weekly accomplishments, Plans for       Project Team Members / Project
Status Report    completed on the   Project Sponsor    next week, key progress, issues or      Manager
                 last work day of                      barriers and their proposed solutions
                 the week
Weekly Project   Weekly,            Project Sponsor    Weekly status summary regarding         Project Managers / Project
Status Report    completed on the   and Customer(s)    scope, schedule, work/staffing;         Sponsor and other Managers
                 last work day of                      Accomplishments this week, plans        (as required)
                 the week                              for next week, observations/issues

Monthly Project Monthly,            Project Sponsor,   Monthly status summary regarding        Project Managers / Project
Status Report   completed on the    Customer(s)        scope, schedule, work/staffing,         Sponsor and other Managers
                last work day of                       issues, change order log, staffing,     (as required)
                the month                              budget; Accomplishments for this
                                                       month and plans for next month
Monthly          Monthly            Project Sponsor,   Monthly status summary regarding        Project Managers / Project
Performance                         Customer(s) and    scope, schedule, work/staffing,         Sponsors
Update Meeting                      other Management   issues, change order log, staffing,
                                    (as required)      budget; Accomplishments for this
                                                       month and plans for next month
Feedback         Daily or as        Project Sponsor                                            All project team members for
                 needed             and Customer(s)                                            giving and receiving feedback


Interface Plans
Define authority structure, internal and external. Identify any required regulatory interfaces, how
contractors will be dealt with, etc. Include copies of the applicable interface agreements and/or
memoranda of understanding in Appendix D.

Document Management Plans (Document Control and Project Files)
Record retention and document and records management processes.
      Define project files and what is to be retained (state retention requirements)
      Use and disposition of personal files
      Use and disposition of project files




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5. Cost and Budget Management

Budget Authority
Describe the source of funding and the source of authority for the project.

Work Breakdown Structure and Dictionary
        Construct the Work Breakdown Structure (WBS), to the extent possible
        Establish a WBS dictionary and provide activity descriptions and related information
        Define the Accounting Structure, as much as possible
The WBS should be established so that it is a detailed and comprehensive description of the scope of work
for the project.

WBS Performance Measurements
Identify the WBS related performance metrics.

Accounting Structure
       Identify the accounting structure to be used.
       Cross-reference the Accounting Structure to the WBS for the project.
       Establish additional levels as required.


Project Cost Estimate and Funding Profile
This section provides information on the estimate cost of the project and the associated project funding
profile. The project cost estimated should be a comprehensive estimate of the cost to implement the
work plan.
        Identify the full cost estimate for the project (include a copy of the estimate as an appendix) and
    the assumptions and bases used to derive the estimate.
        Describe the project budget and detailed the associated Spend Plan.
        Identify the approach that will be used to obtain funding authorization for the project. If a
    phased funding approach is to be used, then this section should identify the phases and provide the
    planned submittal and/or approval dates.




Cost Baseline
Identify the elements that make up the Cost Baseline.


6. Schedule Management (Schedule, Milestones and Work Control)

Identification of Scheduling Methodology
       Describe the method and tools that will be used to manage and control the project schedule.
       Identify Schedule review milestones and methods for updating.


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      Identify how project schedule ties in vertically to other Site schedules and tools (i.e., Site Master
    Schedule, Work Management System, Project/Program Master Plan, Engineering Work,
    Management, etc.)
      Identify schedule metrics.

Identification of Project Milestones and Fixed Dates
       Identify project milestones.
       Identify fixed project dates and commitments.


Identification of Activity Sequencing and Duration
       Identify the sequence of project activities and their associated duration
       Identify any activity interdependencies.

Identify Schedule Baseline
Identify the elements that make up the Schedule Baseline.

7. Risk Management Plan

Risk Identification
Identify each risk and determine its characteristics. There are risks associated with every aspect of
project planning and execution. These should be identified to the extent possible. These should be
entered onto the project associated Risk Evaluation Worksheet. (See Appendix G)
An individual and/or organizational owner should also be identified for each risk item listed.

Risk Assessment and Evaluation
Each identified risk should be evaluated and its relative impact and importance identified. Evaluations
should be based on the probability of the risk occurring and its associated severity and/or impact. This
should be entered onto the project associated Risk Evaluation Worksheet. (See Appendix G)

Risk Mitigation and Contingency Plan(s)
Describe the Risk Mitigation and/or contingency plans that are associated with each identified risk.
Reference should be provided to external documents.




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Risk Provisioning
Describe the Risk provisioning that is provided with each identified risk.
A summary statement identifying the distribution of risk provisioning funds between contingency and
allowance funding similar to that shown in the example below MUST be included.




8. Baseline Management and Change Control Plan

Baseline Management Plan
Detail the Configuration Management Plan(s) that are being applied to the project scope, schedule, cost
and deliverables.

Issue Resolution Process
Describe the process that will be used to document, evaluate and resolve project issues.

Change Control Process
Describe the process that will be used to document, evaluate and resolve project changes (i.e., Change
Orders and Project Change Orders).

Project Change Control Thresholds
   Identify whether the standard change control thresholds are to be employed.
   Identify any unique change control thresholds that are being applied to the project

Contingency Management
Describe the process that will be (is being) used to manage the project contingency.




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9. Project Controls and Reporting Plan
Explain the methods and processes that will be implemented to assist the Project Manager in identifying
project progress and communicating that progress to the project team, project sponsor and project
stakeholders. Include definition of the approach for resolving deviations from the Project Execution Plan
and taking corrective action.
This Project Control section should include:
     The type and frequency of production of Project Reports.
     The frequency and attendees of Project Team and Stakeholder meetings.
     The frequency and attendees of Project Status meetings.
     The frequency of Executive Committee meetings.
     The name and location of the Project File.
     The methods to be used to log and control project actions.
     The criteria for issuing a Revised Version of the Project Plan.
     The metrics to be collected during the project and the analysis to be performed on them.
     Method of monitoring and measuring project progress (earned value, Cost Performance
    Variance, Schedule Performance Variance, etc).
       Identification and method for updating project reports

10.     Procurement, Contract and Inventory Management Plan
The procurement process, the associated contract activities, and the inventory management approach
should be described. Additionally, the procurement policies and methods to be used within the project
should be detailed (who is responsible for purchasing decisions and developing and managing purchase
orders, requests for proposal, etc. and how will these be managed).
        Define procurement process and activities; include materials, equipment, supplies, services,
    transportation, storage, subcontracting/outsourcing, logistics, etc.
        Where will materials, components and services come from
        What contracts must be created and administered
        Who administers the contracts
        Identify the types and levels of approval required for purchase orders and CSRs.
        Identify the required spare parts, their use and the impact of the project on capital spares.
        Identify how progress payments will be used, and how the Vendor contract is organized to
    provide for progress payment. Also discuss how these progress payments relate to stock and
    inventory.
        Identify how to plan for a system average price, if applicable.
        Identify how to account for stores loading.

Identification of Major Procurements
Identify and characterize any major procurement for good and/or services that are required to support
and/or execute the project.




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11.     Managing Project Quality
The QA condition of the work should be specified. Quality affecting activities such as Technical Quality
Reviews, Peer Reviews, etc., should be included. Measures against which to judge project status and/or
progress should be established and identified.

Quality Management
       Define quality management plans and systems.
       Define quality assurance and control.
       Method for monitoring and controlling costs.
       Method for monitoring and controlling schedule.
       Method for measuring deliverables against standards.
       Method for incorporating approved changes.

Project Performance Measures
Identify the measures that will be applied to measure project success. These measures can be related to
project performance relative to established baselines or they could be subjective measures that are
established by the project team and/or management. Measures should be project specific and should
provide an accurate reflection of project status. These measures will be used as a basis for project status
reporting and management updates.
Project measures are documented and reported on the Project Measures Form (found in Appendix H),
Project performance measures should also be established relative to safety and the safe performance of
project related activities should also be identified.

The following table of Project Performance/Earned Value Measures is an example for clarity.
                                Parameter                                      Value
                     Cost Performance Index (CPI)                         0.90 and  1.25
                   Schedule Performance Index (SPI)                       0.90 and  1.25
                           Cost Variance (CV)                                10% meets
                                                                            10% exceeds
                         Schedule Variance (SV)                              10% meets
                                                                            10% exceeds
                            Budget Variance                                  10% meets




12.     Environmental Health and Safety

Environmental and Conventional Safety Plan
Define techniques such as safety assessments, pre job briefings, etc.

   Environmental safety plans
   Conventional/personnel safety plans

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Emergency and Medical Response Plan(s), as required
Define the provisions made to accommodate medical and other emergencies.




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13.     Appendix A – Terminology
Define any unique (special), or significant terms and/or acronyms that will be commonly used within the
project. Terms that may be new or confusing to project stakeholders should be clearly explained.
Use a table format such as is provided below:

Abbreviations:
Item                             Definition




Definitions:
Term:                        Definition:




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14.     Appendix B – Economic Analysis and Business Case




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15.     Appendix C – Technical Baseline Document




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16.     Appendix D – Interfaces and Memoranda of Understanding




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17.     Appendix E – Schedule – Current and/or Baseline




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18.     Appendix F – Cost Plan – Current and/or Baseline




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  19.      Appendix G – Risk Analysis Worksheet and Matrix
  The Risk Analysis Worksheet should be used to identify ALL project-related risks. Each risk should be identified, described and assigned the attributes
  (probability of occurrence and severity/impact factor that will permit the project Manager and the Project Team to identify the required levels of risk provisioning
  and mitigation and/or contingency planning that must be carried out. The Risk Severity / Impact Factor versus Occurrence Probability Factor Matrix would be
  used to perform this effort.
  When completed, the Project Manager in conjunction with the project team should provide a preliminary outline of the mitigation and/or contingency plans that
  will be put in place. They should also identify (in the area provided) the level of risk provisioning for each allowance and/or contingency item listed.

                                                                    Risk Analysis Worksheet

Project:                                                            Prepared By:


Project No.:                                                        Date:                                                                     Sheet __24____ of ___27___


  Risk           Risk Description       When is it       Consequence(s)             Probability   Severity /   Risk       Previous    Mitigation and/or Contingency    Dollar   A
 Number                                  Likely to                                      of         Impact                                         Plan(s)             Impact    or
                                          Occur       Duration       Cost ($)      Occurrence      Factor
                                                                                                               Exposur    R.E.F.                                        ($)     C
                                        (Lifecycle   (y, w, d, h)                                              e Factor    (if any)
                                                                                   (0.01 – 1.0)    (1 to 5)
                                          Step)
                                                                                                                (A – E)




  Project Execution Plan, Revision __        Page 24 of 27                                   Issuance Date
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                                   Risk Severity / Impact Factor versus Occurrence Probability Factor Matrix

                                                                  5        C                   B                    B                      B          A

                                                                  4        C                   C                    C                      B          B

                                                                  3
                                                                          D                    D                    C                      C          C
                                                                  2
                                                                          D                    D                    D                      D          C
                                                                  1
                                                                           E                   D                    D                      D          D
                                             Severity/Impact
                                                 Factor
                                                                         1 – 20 %           21 – 40 %          41 – 60 %                 61 80 %   81 – 100 %


                                                                                                     Occurrence Probability Factor

                 Exposure and Severity/Probability Factor Rating – Actions and Provisioning Required

                   Risk Exposure                  Action                         Risk Provisioning
                       Factor
                        A             Incorporated into Project Scope       Incorporate into Base
                                                                           Project Estimate/Budget
                        B             Mitigation Strategy And Detailed         Allowance Addition to
                                              Contingency Plan                    Estimate/Budget
                        C             Mitigation Strategy And Outlined         Allowance Addition to
                                              Contingency Plan                    Estimate/Budget
                        D                   Mitigation Strategy                Contingency Funding         (Apply Monte Carlo Analysis
                                                                                                           Techniques)

                        E              Treat As A Project Assumption              None Required




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20.     Appendix H – Project Measures Form




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Description: This is a template that is intended to serve as a guide for a company during the development of a project execution plan. The template sets forth the project scope, objectives, deliverables, human resources management, integration, cost and budget management, schedule management, risk management, baseline management, project controls and reporting plans, and much more. This document should be used by small businesses or other entities that want to develop a precise strategy on how to execute a project plan.