This is a plan that is designed to describe all of the aspects of a business project. The plan sets forth how a project is planned, efficiently delivered, communicated, and successfully closed. It provides a process on how topics get further refined as the clarity on scope, schedule, and other deliverables are discovered during the course of a project. This document should be used by small businesses or other entities with a project manager to constantly redefine and clarify the goals and scope of an ongoing project.
Business Project Plan This is a plan that is designed to describe all of the aspects of a business project. The plan sets forth how a project is planned, efficiently delivered, communicated, and successfully closed. It provides a process on how topics get further refined as the clarity on scope, schedule, and other deliverables are discovered during the course of a project. This document should be used by small businesses or other entities with a project manager to constantly redefine and clarify the goals and scope of an ongoing project. [Project Name] Project Management Plan [Project Name] [Project Manager Name] [A Project Management plan is a document describing all aspects of how a project is approached, planned, efficiently delivered, clearly communicated, and successfully closed. Creating a Project Management Plan is an evolutionary process where the topics get further refined as clarity on scope, schedule and other deliverables is discovered. The Project Management plan is championed by the Project Manager, however it is done collaboratively with many key players including the people performing the work, customers requesting the work, and management sponsoring the project.] 2 © Copyright 2013 Docstoc Inc. Project Overview Approvals and Signatures to Proceed [Copy and paste signature blocks as necessary] [Project Sponsor] Signature: Date: Print Name: Title: Role: [Customer Approval] Signature: Date: Print Name: Title: Role: [Support Manager Approval] Signature: Date: Print Name: Title: Role: Document Change Log [Include a table of changes that track version number, single line summary of changes, date of latest version, and who made the changes. This document is a live document that will continue to change up through production. As the document will guide the development process, it is important to track the latest version and understand why changes were made.] Ver. Summary Date Owner (initials) Acronyms & Definitions [Documenting acronyms and definitions is important to ensure all nomenclature is consistent. This consistency is important so that the project team clearly understands the customer, and customer clearly understands and is comfortable with the deliverables received from the project. ] # Acronym Description 3 © Copyright 2013 Docstoc Inc. Project Overview [The project overview states the general aspects of the project. The statements are brief, and may be directly from, or used in the Project Charter document supporting the project.] Project Scope Statement Referenced Article: The Necessity of a Project Scope Statement [Writing an accurate and concise project scope statement is key to a project’s success. The scope statement (often a part of an overall project scope) is a succinct summary of exactly what a project is intended to accomplish. Without an accurate statement, read and understood by everyone involved, a project can be easily derailed by misunderstandings, side-projects and other unprofitable distractions. To create a successful project scope statement, begin by assembling all the requisite information. Although it will take some time and effort to assemble the information required to write a good scope statement, taking the time to do so before a project is launched can save many headaches and unexpected financial obligations down the road.] Customer Description Project Initiation Project Description [A project description should be more detailed than the Project Scope Statement, an elaboration on a theme. The scope statement will likely be modified through the project, and the project description should accommodate for those changes.] Customer Description [Successful delivery of a project is dependent on a clear understanding of the customer. Define the customer, what market they are in, whether they are internal or external, and how they will use the new project deliverable. Describe the size of the customer, such as how many people will be using the project deliverable, and why it is important to the customer. This section is best performed between the Project Manager and the customer, perhaps even a Business Analyst, so that the section can be clear, concise and most importantly, accurate.] Project Team (Role & Structure) [Identify the members of the team, noting their utilization; are they full time, part time? Include the management team overseeing the project, and customers responsible for responding to questions and approving deliverables. If the project team is deep, adding an organizational chart to indicate reporting relationships and ownership of parts of the project is also important.] Home Business Unit Name Utilization Responsibility [Organizational Chart] Project Planning [Project Planning will take a significant portion of time. Consider that the planning portion consumes enough time and resources to effectively define what will eventually be delivered; and often times the 4 © Copyright 2013 Docstoc Inc. build process takes less time than the requirements process. Put the time and effort in up front, and it mitigates the risk of building without a clear understanding of Customer needs down the road.] Documents Referenced Company Templates [Many projects need to be documented using Company templates, or customer templates. Work with the customer and your project management organization to understand these document needs up front so they can be developed along with the project deliverables.] # Template Name Template Description File Location Referenced Customer/Vendor Documents [Often times vendor documents are available, or customer documents are made available to better understand their need. Catalog the documents so that everyone on the project team is aware of them and their purpose.] # Document Name Document Description File Location Requirements [Requirements are the primary activity within Project Planning. It is an activity sitting with the Customer to identify first what the big picture need is, second how that need will be used within their current operations, and third the details. Details may be the look and feel of a software interface, the structure of a new service, or speed and capacity of IT hardware. ] Project Milestones [Project Milestones are the decision point where tasks will meet, be presented to project sponsorship and the Customer, and a Go/No Go decision is made. Often time’s milestones are at the completion points of Project Planning, Project Execution, Project Delivery, and Project Closeout being the final milestone.] # Project Milestone Plan Date Decision (Go/No Go) Work Breakdown Structure (WBS) Referenced Article: Work Breakdown Structure [A work breakdown structure (WBS) is a component of all project plans. Whether following the Project Management Body of Knowledge (PMBOK), AGILE, or simply running a project your own way, a WBS is a useful process to organize and clarify the project’s full scope and/or planned outcome. ] Project Schedule [Project scheduling is very technical activity that on very large projects is considered a discrete task of its own. Project scheduling may be simply identifying dates on a calendar, going through a waterfall exercise understanding every task for each WBS box, or building a full GANTT chart with a project scheduling tool (i.e. MS Project). ] 5 © Copyright 2013 Docstoc Inc. Communications Plan [A communication plan is absolutely critical to the success of a project manager. The larger the company where the project is being delivered, the more critical a communications plan and the more communications needed. Consider the following examples of paragraphs within a Communications Plan:] Components Description Status Reports What is being measured and who is it communicated to? Risks & Issues Communication How are risks and issues tracked, how are they reviewed, and who is responsible for mitigating/resolving them? Regular Meetings Matrix What are the regular meetings that are necessary, topic of meeting, and regular attendees needed? Change Management Plan What is the format of documented changes, and who is part of the approval process? Is there a different approval process for different types of changes (i.e. scope, deliverables, staffing, etc…)? Project Delivery/Execution [Project Execution is the action portion of a project. There is not a lot of preparatory documentation necessary for this section, as it will largely be documented through ongoing activities such as status reports, change management tracking, and risks & issues logs. Those documents may be included in this section of the plan, especially as a final tracking place when the project is closed, or their location may be referenced. As the end of the project approaches, it is important to remember that the build/deployment/delivery activity is not the final activity. Training is almost always needed, whether it’s training documents or training plan. In addition forethought into how the project deliverable will be support and funded is important. The project team will be dissolved at the end of the project, but the deliverable needs to of course remain without being dependent upon the Project Manager or team.] Project Closeout [Project Closeout is the final step of a project, and project plan. This includes customer acceptance, project sponsor acceptance, finalizing all documents created during the project, and most importantly lessons learned. Lessons learned are for the benefit of everyone involved; the Project Manager, Team, and Customer. Lessons learned are to understand what can be improved on for next time.] Acceptance Signatories [Copy and paste signature blocks as necessary] [Project Sponsor] Signature: Date: Print Name: Title: Role: 6 © Copyright 2013 Docstoc Inc. [Customer Approval] Signature: Date: Print Name: Title: Role: [Support Manager Approval] Signature: Date: Print Name: Title: Role: Lessons Learned # Lesson Learned Description Targeted Organization Support Plan [Most often a separate document, this describe the organization supporting the project deliverable, and all necessary aspects to successfully operate the deliverable.] 7 © Copyright 2013 Docstoc Inc.
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