Project Management Plan Template[2]

Projects Office Tari Kaupapa Project Name Project Management Plan Project Name Project Management Plan Table of Contents 1 INTRODUCTION .....................................................................................1 1.1 Purpose of this Document ................................................................1 1.2 Audience .........................................................................................1 1.3 Assumptions ....................................................................................1 1.4 Associated documents .....................................................................1 VERSION CONTROL ..............................................................................1 BACKGROUND ......................................................................................2 3.1 Introduction ......................................................................................2 3.2 Key changes since the Business Case / TOR....................................2 3.3 Objectives........................................................................................2 SCOPE ...................................................................................................2 4.1 In Scope ..........................................................................................2 4.2 Outside Scope .................................................................................2 4.3 Scope Management .........................................................................2 ASSUMPTIONS, CONSTRAINTS & DEPENDENCIES ............................3 5.1 Assumptions ....................................................................................3 5.2 Constraints ......................................................................................3 5.3 Dependencies ..................................................................................3 PROJECT STRUCTURE .........................................................................4 6.1 Organisation ....................................................................................4 6.1.1 Roles & Responsibilities ...............................................................5 6.2 Project Approach .............................................................................6 6.3 Lifecycle ..........................................................................................6 6.4 Resources .......................................................................................6 6.4.1 Staffing plan.................................................................................6 CONTROLLING & EXECUTING ..............................................................6 7.1 Schedule .........................................................................................6 7.1.1 Gantt chart ...................................................................................6 7.1.2 Milestones ...................................................................................6 7.2 Risk Management ............................................................................7 7.2.1 Risk Management Process ...........................................................7 7.2.2 Risk Management Roles ..............................................................7 7.2.3 Risk Register ...............................................................................8 7.3 Quality Management Plan Summary ............................................... 10 7.3.1 Quality Standards ...................................................................... 10 7.3.2 Quality Assurance ...................................................................... 10 7.3.3 Quality Control ........................................................................... 10 7.3.4 Quality Register ......................................................................... 10 7.4 Communication Plan Summary....................................................... 11 7.4.1 Stakeholder Analysis .................................................................. 11 7.4.2 Communication Plan .................................................................. 11 7.5 Change management ..................................................................... 12 7.5.1 Change management procedure................................................. 12 7.5.2 Change Management roles ........................................................ 13 7.5.3 Change Register ........................................................................ 13 2 3 4 5 6 7 Page ii Project Name Project Management Plan 8 9 10 11 12 7.6 Issue management......................................................................... 13 7.6.1 Issue management procedure .................................................... 14 7.6.2 Issue management roles ............................................................ 14 7.6.3 Issues register ........................................................................... 15 7.7 Budget control................................................................................ 15 TESTING PLAN SUMMARY.................................................................. 15 Prerequisites ...................................................................................... 15 TRAINING PLAN SUMMARY ................................................................ 16 IMPLEMENTATION PLAN SUMMARY .................................................. 16 GLOSSARY .......................................................................................... 16 APPENDICES ....................................................................................... 16 Page iii Project Name Project Management Plan 1 Introduction 1.1 Purpose of this Document The purpose of this document is to provide an overview of how the project will be structured and managed. 1.2 Audience The intended audience is the project team and the following identified stakeholders:  1.3 Assumptions The creation of this document assumes the following: 1. 2. That all parties have been fully informed of events to date. That all parties are familiar with Massey University’s project methodology. 1.4 Associated documents This document should be read in conjunction with the following documents:  2 Version Control File Name: Document4 Date Status Version Updated by Reason for Update Page 1 Project Name Project Management Plan 3 Background 3.1 Introduction Explain process so far, e.g. Business case, Tender etc. Can also summarise the key reasons for the project and benefits. 3.2 Key changes since the Business Case / TOR 3.3 Objectives 4 Scope 4.1 In Scope 4.1.1 4.1.2 4.1.3 4.1.4 4.1.5 4.2 Outside Scope 4.2.1 4.2.2 4.2.3 4.2.4 4.2.5 4.3 Scope Management Explain how scope will be managed in this project (refer to change management). This section describes the procedures to follow in the event of scope changes within the project. Its use and formality may vary depending on the size, scope, and risk associated with the project, and the nature of the stakeholders involved. The following headings are meant only as an example of what may be included within this document: Page 2 Project Name Project Management Plan 5 Assumptions, Constraints & Dependencies 5.1 Assumptions 5.1.1 5.1.2 5.1.3 5.1.4 5.1.5 5.2 Constraints 5.2.1 5.2.2 5.2.3 5.2.4 5.2.5 5.3 Dependencies 5.3.1 5.3.2 5.3.3 5.3.4 5.3.5 Page 3 Project Name Project Management Plan 6 Project Structure 6.1 Organisation Project Sponsor group Purpose: To direct and establish goals and deliverables, prioritise outputs against business strategy, approve recommendations and monitor progress, assist with problem/issue resolution, assist with communication of the project deliverables Who: xxxxxxxxxxx, xxxxxxxxxxxxx, xxxxxxxxxxxxxxx Project Management Purpose: To facilitate and support achievement of project goals and deliverables Who: Project Leader – xxxxxx Project Team Purpose: To design, develop and implement project deliverables Who: xxxxxxxxxxx, xxxxxxxxxxxxx, xxxxxxxxxxxxxxx Ad hoc: Others on an as required basis Page 4 Project Name Project Management Plan 6.1.1 Roles & Responsibilities Project Sponsors –              Project Manager – Chief champion of the project Have accountability for the project and ownership of entire project Provide overview and direction for the project Chair the project steering committee Advocate the project internally and externally Facilitate and support policy and funding recommendations Help anticipate and prepare for cultural, business, and technological impacts of the transition to xxx Provide advice and guidance to the project manager & project team Monitor the project budget Sign off/acceptance capability Final acceptance responsibility Manage escalated risks and issues Sign off and review of project components  Prepare and present business case  Project planning (timelines, resources, scope, budget)  Manage and direct project activities, including project documentation, resources and timelines  Liaison to project sponsors and stakeholders  Project communication and management of expectations  Support of project team  Create, update and distribute project plan  Create weekly Status Report  Issue resolution and escalation  Implement and monitor change control IT Project Manager –  Prepare and present business case  Project planning (timelines, resources, scope, budget)  Manage and direct project activities, including project documentation, resources and timelines  Liaison to project sponsors and stakeholders  Project communication and management of expectations  Support of project team  Create, update and distribute project plan  Create weekly Status Report  Issue resolution and escalation  Implement and monitor change control Page 5 Project Name Project Management Plan 6.2 Project Approach 6.3 Lifecycle e.g. Determination of Mission Need 04/04 – 10/04 Concept Exploration and Definition 10/04 – 12/04 Demonstration and Validation 01/05 – 06/05 Engineering and manufacturing Development 06/05 – 10/05 Production & deployment 11/05 – 12/05 Operations and support MILESTONE 0 Concept Studies Approval MILESTONE I Concept Demonstration Approval MILESTONE II Development Approval MILESTONE III Production Approval MILESTONE IV Major Modification Approval as Required 6.4 Resources 6.4.1 Staffing plan Role Staff Member Start Date End Date Reporting To 7 Controlling & Executing 7.1 Schedule 7.1.1 Gantt chart The Gantt chart will be updated and reported against baseline every . 7.1.2 Milestones ID 7.1.2.1 Milestone Description Due Date Assigned To Page 6 Project Name Project Management Plan 7.2 Risk Management The project risk management process is based on the Massey University Risk Management policy and framework. The risk management process comprises three process steps:    Risk Identification Risk Assessment Risk Treatment 7.2.1 Risk Management Process 7.2.2 Risk Management Roles Risk Originator Project Manager            Project Control Group    Documents the risk as clearly and completely as possible Submits risk form to project manager Tracks status of Risk in the Risk register Clarifies risk if necessary Transfers risk to Issues register if the risk is realised Makes necessary updates to project plan Monitor and reports on risk status and management Keeps risk originator apprised of risk status Researches and clarifies risk as needed Identifies alternative mitigation strategies and/or contingency plans. Makes recommendation Liaison with key stakeholders (e.g. ITS) on the impact and possible solutions Reviews risk, impact analysis and recommendation Either approves the mitigation strategy and/ or contingency plans Ensures any required additional resources are available Business Analyst Page 7 Project Name Project Management Plan 7.2.3 Risk Register The following is an extract from the University’s Risk manager Handbook relating to the classification of risks. Raw Risk level Likelihood Insignificant 1 A (certain) B (likely) C (possible) D (unlikely) E (rare) E H M L Consequences Minor 2 H H M L L Moderate 3 E H H M M Major 4 E E E H H Catastrophic 5 E E E E H H M L L L extreme risk – immediate executive action required. high risk – senior management attention needed moderate risk – management responsibility must be specified low risk – manage through routine procedures Effect of Controls on Risks If the resultant risk is consider Low, no further action is required, and can be noted as Accepted. Level of Raw Risk Control Excellent Good Adequate Inadequate Non-existent Extreme Risk L L M E E Page 8 High Risk L L M H H Moderate Risk L L L M M Low Risk L L L L L Project Name Project Management Plan The table that follows evaluates this project risk in relation to the above classifications. Risk Register No Risk Name Owner Consequence Likelihood Raw Rating Control mechanisms and weighting. Effect of control on risk weighting Treatment and Activity log 1 2 3 4 Page 9 Project Name Project Management Plan 7.3 Quality Management Plan Summary 7.3.1 Quality Standards The project will incorporate standards from the following sources: MU Contract Legal Compliance 1.7B 7.3.2 Quality Assurance The following activities will ensure satisfying the meeting the project standards:       Peer review of critical documents - Projects Office and Project Control Group Approval of the Project Plan by the Project Sponsor Group Sign-off of changes to the Project Plan by the Project Sponsor Group Sign-off of the system by the Project Sponsor Group User acceptance testing Project status reports for presentation to the Project Sponsor Group and for placement on the web site 7.3.3 Quality Control Activity Processes Reports Quality of system Training Complete system Measure Sign-off by stakeholder Sign-off by stakeholder User Acceptance Testing Evaluations completed by participants Sign-off by stakeholders Possible Rectification Amend as required Amend report as required Errors log Additional training Rework 7.3.4 Quality Register A quality register will be held by the Project Manager to record quality activities. Page 10 Project Name Project Management Plan 7.4 Communication Plan Summary The objectives of the Communication Plan are:      Help manage expectations regarding the project. Ensure methods used for communication will be most effective. Assure appropriate levels of communication with internal and external project stakeholders. Provide relevant, accurate, consistent information at all times. Generate and sustain enthusiasm and support for the project 7.4.1 Stakeholder Analysis Stakeholder group Project Sponsors PCG Participants Potential Impact High High Stakeholder contribution Direction to the project Direction to the project Stakeholder interests & expectations Deliverables completed Deliverables completed As per list As per list 7.4.2 Communication Plan Stakeholders Message and Method Project Sponsors PCG Registrars Office ITS Update meeting Update meeting Update and issue collection Update and issue collection Timing Monthly Fortnightly As required Weekly Assigned To PM PM PM PM Page 11 Project Name Project Management Plan 7.5 Change management The objectives of the change management procedure are:       To manage each request for change to ensure that the scope of the project is kept under control To ensure each request for change is assessed by key project players To allow each change to be accepted (or rejected or deferred) with the appropriate authority To enable the orderly implementation of each accepted change To allow the impact of all changes to be understood and managed To allow small changes to be managed with the minimum of overhead 7.5.1 Change management procedure Change Management Role Change request identified Requester Change request form submitted Change request logged and assigned for analysis and recommendation Project Manager Analysis and recommendation Assigned project staff Adjudication of change request Project control group Communicate change request decision to stakeholders Project Manager Update project documents Page 12 Project Name Project Management Plan 7.5.2 Change Management roles Requester  Documents the request as clearly and completely as possible on the Change Request Form  Submits request to project manager     Tracks status of change request in the Change Request register Clarifies change request if necessary Sends request for impact analysis to analyst Forwards change request, impact analysis and recommendation to project sponsor / project control group  Makes necessary updates to project plan  Keeps requester apprised of request status  Approves low impact requests  Researches and clarifies request as needed  Liaison with key stakeholders on the impact and possible solutions.  Identifies alternative solutions  Makes recommendation  Estimates time and resources required to add the change to the project's scope  Identifies where added tasks fit into project plan  Updates Change Request Form with impact analysis  Sends updated Change Request Form to project manager  Updates Functional and Application Specifications  Reviews change request, impact analysis and recommendation  Either approves the request, denies the request or places the request on hold  Ensures any required additional resources are available Project Manager Business Analyst Project Control Group 7.5.3 Change Register 7.6 Issue management The primary goals of an Issue Management Plan are to ensure that:    Issues are identified, evaluated and assigned for resolution. Issue resolutions determined to impact the scope, schedule, or quality of the project will go through the change management process. Issue resolutions or decisions are documented and communicated to all affected parties. Page 13 Project Name Project Management Plan 7.6.1 Issue management procedure Issue Management Role Identify Issue Submit issue form N Issue originator Review issue Issue applicable to project? Y Update issue register & assign priority Project Manager Review issue register Close issue and update register Y Issue resolved? N Change Request Y Change required? N Project Control Group Risk Management Y Does the issue raise a risk? N Issue actions assigned Issue actions completed Project Team 7.6.2 Issue management roles Issue Originator  Documents the issue as clearly and completely as possible on the Issue Form  Submits issue form to project manager  Tracks status of issue in the Issue Log  Transcribes issue onto Issue Form if necessary Project Manager Page 14 Project Name Project Management Plan  Clarifies issue if necessary  Sends issue for impact analysis to analyst  Forwards issue, impact analysis and recommendation to project sponsor  Makes necessary updates to project plan  Keeps issue originator apprised of issue status  Approves low impact resolution recommendations Business Analyst  Researches and clarifies issue as needed  Liaison with key stakeholders (e.g. ITS) on the impact and possible solutions  Identifies alternative resolutions  Makes recommendation  Estimates time and resources required to resolve the issue  Identifies where added tasks fit into project plan  Updates Issue Form with impact analysis  Sends updated Issue Form to project manager  Updates Functional and Application Specifications as necessary  Reviews issue, impact analysis and recommendation  Either approves the resolution, denies the resolution or places the resolution on hold  Ensures any required additional resources are available Project Control Group 7.6.3 Issues register 7.7 Budget control 8 Testing Plan Summary See Master Test Plan for full details Test Function Process Legacy Who All All Heidi Date May May May Prerequisites Data: Configuration of all Fields with Research Services must be completed prior to the testing of this system. Page 15 Project Name Project Management Plan Hardware: Test Server Software: RIMS Test Database Location: At people’s desks Staffing and Training: The following staff have been identified as testers for the Contract Management System and will require training on its features:     Heidi– Resource to update the system once the legacy data from DMS has been transferred. Rae – Overall Contracts Administrator Bill – Contract Manager Tony – Contract Manager 9 Training Plan Summary See training plan for full details Audience Testing staff Risk team Contract Managers Other staff Training User Super User User User Training Resource Guide Guide Guide Guide Timeframe May May June As required Environment / location On the job On-the-job On-the-job On-the-job 10 Implementation Plan Summary 11 Glossary 12 Appendices Page 16