Project Project Plan Template

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					Project name

Project Plan




Action statement

Date               Name                    Position                     Action required                             Due date
                                                                        (Review/Endorse/Approve)




Prepared by                 Name
Title                       Job title
Branch/District             Branch/District
Division/Region             Division/Region
Location                    Floor, street, city
Version no.                 1.0
Version date                12 August 2008
Status                      Draft/Final review/Sign off (delete 2 of)
DMS ref. no.                DMS reference number
File/Doc no.                File number/document number

On-Q template version date 14/03/2006                                    D:\Docstoc\Working\pdf\c7cf6c0f-02ce-490f-bb06-951ac90a8ece.doc
                                                                                  Project name - Project Plan




Document control sheet

Contact for enquiries and proposed changes
If you have any questions regarding this document or if you have a suggestion for
improvements, please contact:
Project Manager Insert Project Manager's name here
Phone                  Insert phone number here

Version history

 Version no.           Date         Changed by            Nature of amendment
                       13/10/2004                         Initial draft.




Project Plan approval
The following officers have approved this document.

Customer
Name

Position

Signature                                                                  Date

Sponsor

Name

Position

Signature                                                                  Date


The following officer has endorsed this document.

Name

Position

Signature                                                                  Date




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Contents

1          Introduction ................................................................................................................ 5
1.1        Purpose of this document ............................................................................................. 5
1.2        References .................................................................................................................... 5
1.3        Definitions .................................................................................................................... 5

2          Project Customer, Sponsor and Project Manager .................................................. 5
2.1        Project Customer .......................................................................................................... 5
2.2        Project Sponsor ............................................................................................................ 6
2.3        Project Manager ........................................................................................................... 6

3          Stakeholders ............................................................................................................... 6

4          Background................................................................................................................. 6

5          Current situation ........................................................................................................ 7

6          Purpose/objectives ...................................................................................................... 7
6.1        Purpose/objectives ....................................................................................................... 7
6.2        Links with the department’s strategic objectives ......................................................... 7

7          Scope of project .......................................................................................................... 7
7.1        In scope ........................................................................................................................ 7
7.2        Out of scope ................................................................................................................. 8
7.3        Related projects ............................................................................................................ 8
7.4        Constraints ................................................................................................................... 8
7.5        Urgency ........................................................................................................................ 8
7.6        Assumptions ................................................................................................................. 8

8          Impacts ........................................................................................................................ 9
8.1        Internal ......................................................................................................................... 9
8.2        External ........................................................................................................................ 9

9          Method to date .......................................................................................................... 10

10         Business processes/requirements ............................................................................ 10

11         Broad strategy .......................................................................................................... 10

12         Project control .......................................................................................................... 10
12.1       Integration .................................................................................................................. 10
12.2       Scope management .................................................................................................... 10
12.3       Time management ...................................................................................................... 11
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12.4        Cost management ....................................................................................................... 11
12.5        Quality management .................................................................................................. 11
12.6        Human resources management .................................................................................. 11
12.7        Communication management .................................................................................... 11
12.7.1      Internal communication ......................................................................................................... 12
12.7.2      External communication ........................................................................................................ 12
12.8        Risk and issues ........................................................................................................... 12
12.8.1      Risk ........................................................................................................................................ 12
12.8.2      Issues ...................................................................................................................................... 12
12.9        Procurement management .......................................................................................... 12

13          Environmental management ................................................................................... 13

14          Cultural heritage management ............................................................................... 13

15          Safety ......................................................................................................................... 13

16          Operational issues .................................................................................................... 13

17          Project performance measurement ........................................................................ 13

18          Product benefits realisation..................................................................................... 14

Appendix A – Project scope................................................................................................... 15

Appendix B – Project schedule ............................................................................................. 15

Appendix C – Project budget, estimate & cash flow ........................................................... 15

Appendix D – HR management plan .................................................................................... 15

Appendix E – Communications management plans – internal & external ...................... 15

Appendix F – Risk management plan .................................................................................. 15

Appendix G – Procurement plan .......................................................................................... 16

Appendix H - Project controls............................................................................................... 16

Appendix I – Report format .................................................................................................. 16




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1          Introduction
1.1        Purpose of this document
           The purpose of this document is to detail how the project will be managed and to
           provide a baseline for the measurement of progress.
           Text in this document which has been copied forward from the previous document
           has been shown bold and italics “words copied from previous documents”.

1.2        References
           This item lists any documents to which this document refers and could
           include reports on any previous investigations carried out. Include all
           previous documents prepared as part of this project.
           To delete this guidance text box, double click mouse in the left margin then
           press delete.
           Type here

1.3        Definitions
           In the table below define any term which this document’s audience may not
           understand, including specific terms and abbreviations.
           To delete this guidance text box, double click mouse in the left margin then
           press delete.


           Terms, abbreviations and acronyms                 Meaning




2          Project Customer, Sponsor and Project
           Manager
2.1        Project Customer
           Enter the name of the Project Customer.
           To delete this guidance text box, double click mouse in the left margin then
           press delete.
           Insert name is the Project Customer who is responsible for realising the benefits of
           the project.



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2.2        Project Sponsor
           Enter the name of the Project Sponsor.
           To delete this guidance text box, double click mouse in the left margin then
           press delete.
           Insert name is the Project Sponsor whose organisation is responsible for delivery of
           this project.

2.3        Project Manager
           Enter the name of the Project Manager.
           To delete this guidance text box, double click mouse in the left margin then
           press delete.
           Insert name is the Project Manager who is responsible for delivery of the project.


3          Stakeholders
           This section should illustrate the engagement undertaken with stakeholders
           in developing this document and the key findings of that process as outlined
           in the completed community engagement planner for the project. List all
           stakeholders with an interest in this document including internal stakeholders
           (from regions/districts/divisions/branches with the department) and external
           stakeholders. Stakeholders may be listed in tabular form (as below) if
           considered appropriate. Include project customer and politicians as
           appropriate. Stakeholders may be categorised (internal, external and so on)
           if appropriate.
           To delete this guidance text box, double click mouse in the left margin then
           press delete.


           Stakeholder          Stakeholder              Responsibility     Interest/context
           area                 representative




4          Background
           Provide a brief history to bring the reader up to date on the subject matter
           and associated business issues.
           This section should describe the history of the project. It should include
           details of:
           - Who initiated the project and how it was initiated
           - Include a clear statement of the real underlying problem to be addressed.


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           - include brief history of past community engagements, issues and outcomes
           - Describe the products and/or services
           - Describe any other initiatives carried out previously to address related
           issues.
           To delete this guidance text box, double click mouse in the left margin then
           press delete.
           Type here


5          Current situation
           Describe here the current situation and the problems, needs and/or opportunities
           along with their associated impacts on internal and external stakeholders.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


6          Purpose/objectives
6.1        Purpose/objectives
           A statement of what the project is expected to achieve including potential benefits
           based upon the current state of knowledge and understanding.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

6.2        Links with the department’s strategic objectives
           A statement of how the project links to the department’s Strategic Plan and
           objectives. If the project has not originated from the Strategic Plan then the
           need/justification for the project should be stated, together with some demonstration
           that this project is the right one to satisfy the need or to solve the problem.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


7          Scope of project
7.1        In scope
           This defines the project boundaries to facilitate effective management of
           deliverables on time and to agreed/approved cost. The scope outlined in any
           previous document should be confirmed here or updated as necessary. List all
           items that are included in the scope of this project.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.


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           Type here



7.2        Out of scope
           List identified items that will not be delivered as part of this project. This is most
           important as it specifies items which will not be undertaken as part of this project.
           This assists in managing/avoiding scope creep. The importance of individual out of
           scope items should be mentioned. Such items may pose significant risks to the
           project if they are not done at all by others. This may create risks for the project
           which need to be recognised and managed.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

7.3        Related projects
           List any related projects or proposals affecting this project (whether past, current or
           planned) and their relationship to this project. The impact of these on your project
           should be described. Such projects may pose significant risks to the project if they
           are not done at all by others or not completed in time. This may create risks for the
           project which need to be recognised and managed.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

7.4        Constraints
           Restrictions which will limit the way the objective is to be achieved (describe
           anything that might impact on the successful development and/or implementation of
           the project). This may include restrictions on budget / funding, political issues,
           limited resources to work on the project, timing constraints or constraints on the
           implementation of the outcomes of the project.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

7.5        Urgency
           Identify the urgency of the project stating reasons.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

7.6        Assumptions
           List all assumptions made in producing this document.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

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8          Impacts
           This can be completed in narrative or table format. Identify areas of potential impact,
           the nature of impact and who will be impacted (internal and external). Include both
           the impacts envisaged during the life of the project (that is, costs, disruptions,
           temporary arrangements, and so on) and ongoing impacts resulting from the
           project’s product/deliverables.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

8.1        Internal
           This item describes when, where and how the project will impact on areas within the
           department and should include an outline of both positive and negative influences.
           Consider here the culture change and change management aspects that will be
           needed to introduce the proposed changes the project will bring. Impacts on staff
           and likely staff attitudes need to be considered as well as the impacts on the
           business.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.



           Area within the department               Nature of impact




8.2        External
           This item describes the impact that the project will have outside the department and
           includes both positive and negative impacts on external stakeholders.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.



           Area external to the department               Nature of impact




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9          Method to date
           In this section describe the steps taken in developing this document. Describe any
           investigations carried out, research methodology used and engagement (internal
           and externa) carried out to date. To delete this guidance text box, double click
           mouse in the left margin then press delete.
           Type here


10         Business processes/requirements
           Provide a summary of the business process changes and the Business
           Requirements Specifications. Refer to the final Business Requirements
           Specification as an attachment.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


11         Broad strategy
           Discuss the broad strategy to deliver the project.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here




12         Project control
12.1       Integration
           Describe how the various elements and their impacts on each other will be
           controlled to achieve successful project outcomes. For example, by managing in
           accordance with this project plan and updating the plan and its attachments as the
           project progresses and circumstances change.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.2       Scope management
           Describe how changes to scope will be managed (including software tools to be
           used). Refer to a detailed attachment showing scope in detail (could be drawings for
           physical projects or Business Process Analysis for business change projects).
           Changes to project scope will be managed using the change control document in
           Appendix G.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.


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           Type here

12.3       Time management
           Describe how changes to time and resources will be managed (including software
           tools to be used). Refer to an attached Project Schedule breaking the project into
           activities (work breakdown structures) displaying start, finish, internal resources,
           external resources and major milestones. Time variations will be handled using the
           change form in Appendix G.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.4       Cost management
           Describe how changes to costs will be managed (including software tools to be
           used). Refer to an attached budget estimate breaking the project into activities (work
           breakdown structures) displaying the estimated costs for internal resources and
           external resources.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.5       Quality management
           Describe what quality systems are being used to manage the project. If the standard
           corporate systems are being used, document any changes or modifications specific
           to the project. This could include quality plans, project specific work instructions,
           safety or environmental management.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.6       Human resources management
           Describe the approach to be taken with the deployment of internal and external
           resources. Provide a project team organisation structure and describe roles and
           responsibilities. If appropriate, attach a more detailed HR management plan as per
           Appendix D, including a responsibility assignment matrix. Provide details of any
           project specific training required. Identify any opportunities for professional
           development and skills transfer.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.7       Communication management
           Describe the overall approach to be taken with regard to the management of
           communications. Provide details of any project specific communication
           requirements and detail both internal and external communications. Refer to a
           responsibility matrix (if required).

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           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.7.1 Internal communication
           Detail the project reports to be produced, meetings to be held and office procedures
           to be used for correspondence, files and e-mails. If necessary refer to the separate
           internal communications plan in Appendix E.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.7.2 External communication
           This plan should take the external communications strategy developed as part of the
           business case and develop it, detailing the communication tasks that will be carried
           out. It necessary, refer to the separate external Communication Plan in Appendix E.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.8       Risk and issues

12.8.1 Risk
           Describe how the project will manage risks (including software tools to be used).
           Refer to an attached risk plan in Appendix F, showing identified risks, severity,
           likelihood and mitigation actions (Actions should be included in the project
           schedule).
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.8.2 Issues
           Describe how the project will manage issues (including software tools to be used).
           Refer to an attached listing of issues.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here

12.9       Procurement management
           Describe how external goods and services will be procured. This includes
           contract/subcontract management, land acquisition, material procurement, contract
           administration.
           Refer to an attached procurement plan (if required).
           To delete this guidance text box, double click mouse in the left margin then press
           delete.


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           Type here


13         Environmental management
           Describe the approach to managing the environment both with the final design and
           during construction.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


14         Cultural heritage management
           Describe the approach to investigating and managing both European and
           Indigenous cultural heritage.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


15         Safety
           Describe the approach to managing construction safety.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


16         Operational issues
           Identify any known operational issues. This could include asset transfer/ownership,
           commissioning, handover support, maintenance, warranty.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.
           Type here


17         Project performance measurement
           Detail how the performance of the project will be measured during the project’s life.
           An example table format is shown below.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.



           Success criteria     Responsibility            Measurement KPI                Target
                                                          method



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           Success criteria      Responsibility              Measurement KPI               Target
                                                             method




18         Product benefits realisation
           Detail how the benefits of the project will be measured. This may or may not be
           during the life of the project. Consider business outcomes, such as triple bottom line
           here. An example table format is shown below.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.


           Success criteria      Responsibility               Measurement KPI              Target
                                                              method




           When all information has been put into this document and the guidance text boxes
           have been deleted, it will be necessary to reformat the document taking out any
           blank lines. Once this is done, right click mouse in the table of content, click Update
           Fields, Update entire table, then click OK. This will update the table of contents to
           show the new page numbers.
           To delete this guidance text box, double click mouse in the left margin then press
           delete.


                                                    ----- ooooo-----




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Refer to the full project plan for details on the following.

Appendix A – Project scope

Appendix B – Project schedule

Appendix C – Project budget, estimate & cash flow

Appendix D – HR management plan
                Project organisational chart
                Contract administration roles
                Staff roles and responsibilities
                Responsibility assignment matrix
                Consultant list
                Training and development plan for internal staff

Appendix E – Communications management plans –
internal & external
Internal communications
                Monthly reports
                Exception reports
                Meetings
                Internal communications management
                Project office procedures
                Control mechanisms
                Internal communications management matrix

External communications
                External communications plan
                Stakeholder contact details

Appendix F – Risk management plan
                Broad strategy for risk management
                Summary of significant risk factors
                Overall assessment of project risk
                Detailed risk assessment

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Appendix G – Procurement plan
                Project procurement requirements matrix

Appendix H - Project controls
                Change request
                Change log
                Issues register
                Learnings register

Appendix I – Report format
                Project Manager's monthly report




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