FooterXYZ CompanyA Project Management PlanNOTE: Guidance text has been provided throughout this template is light grey italics text. This text should beREMOVED prior to submission and replaced with PMP details.Document Control2Document ControlDocument History and Version Control VersionDate issuedReason for issue / changes madeAuthor1Initial Reviewers NamePosition Authorised by NamePositionDateVersion Table of Contents3Table of Contents1. Introduction 51.1. Executive Summary – Preface and Purpose 51.2. Scope of this Document 51.3. Glossary 51.4. Related Documentation 52. Project Definition 72.1. Background 72.2. Strategic Objectives 72.3. Critical Success Factors 72.4. Requirements and Scope Definition 82.4.1. Requirements and Scope Inclusions 82.4.2. Scope Exclusions / Outside of Project Boundaries 82.5. Assumptions & Givens 82.6. Constraints & Boundaries 82.7. Project Influences, Pressures, and Dependencies including Organization Process Assets (OPS’s)and Enterprise Environmental Factors (EEF’s) 92.7.1. Internal to Project 92.7.2. External to Project 92.8. Benefits 93. Project Approach / How Project Will Be Conducted 103.1. Project Management Stages 103.2. Key, Special and Unusual Activities, Techniques and Events Which Are Required to Deliver theProject 104. Requirements, Deliverables, Key Milestones, and Summary Schedule 114.1. Process for Collecting Requirements, Validating Scope, and Managing Scope & ScheduleBaselines 114.2. Requirements Documentation 114.3. Scope Description via Key Deliverables/Products 114.4. Key Milestones 114.5. High Level Project Schedule 125. Project Resources 135.1. Resource Identification and Acquisition 13Table of Contents45.2. Project Organisation Structure 135.3. Project Resources 135.3.1. Project Team 135.3.2. Training Requirements 145.3.3. Facilities, Equipment, and Infrastructure Needs 146. Project Governance 156.1. Governance Board Membership 156.2. Roles and Responsibilities of the Governance Board 156.3. Delegation of Authority to Project Leadership 157. Procurement, Cost Estimate, & Budget 167.1. Planning Processes 167.2. Work Breakdown Structure 167.3. Project Costs 167.4. Contracting Codes, Strategies, & Administration 167.5. Key Procurement Schedule (especially long lead items) 167.6. Financing and Budget by Project Stage 168. Stakeholder and Communication Management 178.1. Stakeholder and Communication Processes 178.2. Stakeholder Identification 178.3. Stakeholder Analysis and Classification 178.4. Stakeholder Engagement and Communications Plan 179. Risk Management 189.1. Risk Management Processes 189.2. Risk Register with Analasis and Action Planning 1810. Project Controls 1910.1. Project Management Plan 1910.2. Project Meetings 1910.3. Project Reporting 1910.3.1. Project Status Reports 1910.3.2. Project Financial Reporting 1910.4. Quality Management 2010.5. Document Management 2010.6. Change Control 2010.7. Project Closure 2051. Introduction1.1. Executive Summary – Preface and PurposeThis section is an executive summary with introduces the project and states the purpose of theProject Management Plan.• Advise how the project is to be executed, monitored and controlled and finallyclosed• Advise scope, schedule and cost baselines• Advise how the integrity of the baselines will be maintained• Provide the phase gates and lifecycle for the project• Provide the processes that will be applied at each phase• Provide details of management reviews and how decisions will be made• Provide high level schedule, milestones, & deliverablesIndicate in a short statement that the PMP will provide a definition of the project, including thestrategic business goals and objectives. In addition, state that the PMP is a contract between theProject Manager, Executive Sponsor, Project Team, and other management of the enterpriseassociated with and/or affected by the project.1.2. Scope of this DocumentThis section of the document will:• Define project scope, objectives, benefits, assumptions, and constraints.• List the key deliverables.• Provide the high-level project schedule and key milestones.• Identify dependent activities.• Provide a summary of project governance, roles, and responsibilities.• Summarize key risks• Advise key project management processes and controls (e.g., quality managementstrategy/approach that will be followed etc.)1.3. GlossaryIf necessary, this section provides a glossary / definition of terms used in this Project ManagementPlan (PMP).1.4. Related DocumentationThis section is used to identify key documents that inform the PMP and provide informationrelating to the project.The table below provides details of any other documentation relevant to this project:6 Document Name:Relevance: 72. Project Definition2.1. BackgroundThis section describes the project history, vision, and mission. Include relevant information and theimpetus and rationale for the project.Project HistoryProject VisionProject Mission2.2. Strategic ObjectivesThis section states the strategic objectives expected to be achieved as a result of implementing theproject, and describes how meeting these will support the organisation’s objectives. Set projectobjectives by establishing why the project has been commissioned and what it is expected toachieve for the organisation. Be certain to establish the time frame in which the objectives areexpected to be met.The following objectives have been identified for this project:• • 2.3. Critical Success FactorsThis section defines how the project will be deemed successful and outline how this will bemeasured. The CSF’s should be SMART.82.4. Requirements and Scope DefinitionA clear and concise definition of scope is key to the success of any project. Scope shoulddescribe from what is to be accomplished. Its purpose is to aid in establishing realistic workplans, budgets, schedules, and expectations.2.4.1. Requirements and Scope InclusionsThis section describes the requirements and scope of the project. State specifically what work willbe done, and which parts of the organisation will be included and/or impacted. The level ofdefinition is based on ensuring that key project stakeholders have clarity on scope inclusions. Thisapproach will limit the occurrence of ‘scope creep’. Scope inclusion statements should provide aclear indication of the project outputs and the state of any deliverables/products which willtransition to operations.Requirement and scope for this project has been defined to include:• • 2.4.2. Scope Exclusions / Outside of Project BoundariesIndicate what is excluded from the scope of the project. These statements are critical to removingany ambiguity to what forms part of scope for the project.The following has been excluded from scope of this project:• • 2.5. Assumptions & GivensThis section includes any assumptions relating to the project. Assumptions should be tested withkey project stakeholders during the development and updating of the PMP.The following project assumptions have been identified:• • 2.6. Constraints & BoundariesThis section includes any constraints relating to the project. Testing of any identified constraintswith key project stakeholder is critical to confirming whether the constraints actually exist or justthe perception that they are present.The following project constraints have been identified:• • 92.7. Project Influences, Pressures, and Dependencies includingOrganization Process Assets (OPS’s) and EnterpriseEnvironmental Factors (EEF’s)2.7.1. Internal to ProjectThis section outlines any dependencies that exist within the project including key decisions, keyresources or facilities, provision of key information by defined timeframe, etc.The following internal project dependencies have been identified:• • 2.7.2. External to ProjectThis section Includes any dependencies which are outside influences such as vendors, and/orparties outside of the project. Where relevant, identify any related projects that this project isdependent on as well as identifying any projects that are dependent on this project. Thesedependencies are often deemed to be outside the project’s control.The following external project dependencies have been identified:• • 2.8. BenefitsThis section defines the benefits that are expected to be generated as a result of this project andhow they will be measured. Benefits can be financial and non-financial and may not necessarily berealised during the lifecycle of the project. The inclusion of a Benefits Dependency Map is optionalbut can be beneficial for showing the linkage between project outputs, enabling changes, businessbenefits and the objectives / drivers of the project. Benefit DescriptionMeasure 103. Project Approach / How Project Will BeConductedThis section describes how the project will be delivered. The approach narrative is critical toproviding the Project Sponsor and supporting governance bodies with clear indication of how theproject will realise the project objectives – the path the project team will take to get the desiredend result. The project approach contains two primary elements.The project approach will feed the work breakdown structure and supporting schedule.Optionally, include a diagram that visually represents the overall approach3.1. Project Management StagesThis section provides a high-level description of the phases (or high-level activities) needed tocomplete the project. It also provides an understanding of the relationship between the phases.For example, what major deliverables are completed in a prior phase, and what is created for asubsequent phase? What resources might be needed for one phase, but not another?3.2. Key, Special and Unusual Activities, Techniques andEvents Which Are Required to Deliver the ProjectThis section provides detailed “how to” steps on project components. An explanation of any specialor unusual techniques or events that may be required. For example, if you plan to gather businessrequirements by sequestering all the stakeholders in an off-site session for a week, you probablyshould note that in the approach. Consider if there are any organisational / industry standardsand/or methods that can be utilised or adapted.As stated above, the way the project is conducted then feeds the work breakdown structure andsupporting schedule.114. Requirements, Deliverables, KeyMilestones, and Summary Schedule4.1. Process for Collecting Requirements, Validating Scope,and Managing Scope & Schedule BaselinesThis section will define the process for collecting requirements, and then validating scope viaidentifying, documenting. and managing stakeholder needs. It includes:• How requirements activities will be analysed, planned, monitored, and reported.• How changes to the product will be managed.• How requirements will be prioritised.• How the baselines of scope and schedule will be monitored, reported, and managedwhen variances are identified.4.2. Requirements DocumentationThis section my include a list of requirements and/or traceability matrix.4.3. Scope Description via Key Deliverables/ProductsThis section defines scope via lists of deliverables/products and their corresponding due date.Deliverables/products are clearly identified in the work/product breakdown structure and reflectedin the project schedule.The table below describes the key deliverables/products for the project. Deliverable Name:Due Date: 4.4. Key MilestonesThis section lists and briefly describes significant project accomplishments that will act as primarycheckpoints for the project’s progress and cost measuring. These are generally the points at whichthe completion of an activity or group of activities causes the project to reach a milestone byproducing a highly visible or significant product or result (e.g., equipment delivery, material12delivery, review meeting, approval checkpoint). Not every task completion date in the project willbe a milestone, but every milestone should be tied to a deliverable.On large projects, it is recommended that milestones be within two months of each other.Milestones are targets that should be met without deviation from the estimate. If they are not met,it is likely that the project will not finish on time. Ensure that milestones are clearly identified in theProject Schedule.The key milestones for the project are outlined in the table below: Milestone:Due Date: 4.5. High Level Project ScheduleThis section typically has a Gantt chart which reflects the high-level work breakdown structure andhighlights the phases / stages / streams of the project and clear indication of the project start andend dates. When the detailed project schedule is developed it should be appended to the PMP.The following schedule has been developed for this project:135. Project Resources5.1. Resource Identification and AcquisitionThis section describes processes of how the project team identifies resources needed for theproject, and the methods to acquire those resources. Resources include personnel, physicalresources, infrastructure, and other.5.2. Project Organisation StructureThis section provides a project organisation structure chart(s) which identify key roles of the projectteam. Ensure you represent any functional teams and, key external parties.5.3. Project Resources5.3.1. Project TeamThis section outlines the human resource requirements for the project. Consider the roles,responsibilities, knowledge, and subject matter expertise required for this project when consideringthe makeup of the team. Quantify by role type the number of human resources required.The core team shall consist of: Team MemberExperience &/or skills for this project The additional expert resources shall include, but not be limited to of: Additional ResourceExperience &/or skills for this project 145.3.2. Training RequirementsThis section identifies any training that will be required for the project team, governance bodies,contractors, and any other supporting workforce. Consider the qualifications and accreditationsrequired for the project team identified above and whether the training will be formal or on-thejob.5.3.3. Facilities, Equipment, and Infrastructure NeedsThis section identifies any project resources include project workspace and supplies, software,hardware and telecommunications facilities, and other infrastructure needs that are required toeffectively deliver this project.156. Project GovernanceThis section defines the way in which the project will be governed, to ensure adequate oversight ofthe direction and progress of the project to allow timely challenge and intervention by keystakeholders.6.1. Governance Board Membership6.2. Roles and Responsibilities of the Governance Board6.3. Delegation of Authority to Project LeadershipThis section may describe policies and procedures handed down, customized, and used by theproject team (i.e., as an OPA). It will also include formal Delegations of Authority (DoA’s).167. Procurement, Cost Estimate, & BudgetThis section defines the procurement and budgeting steps to be implemented on this project7.1. Planning ProcessesThe section defines policies, procedures and documentation for planning, managing, monitoringand controlling project costs. Items included may include:• Standards applied to the cost estimate• Basics of contingency and other reserves• Present day or future day estimates with inflation rates• Deterministic or probabilistic estimates7.2. Work Breakdown Structure7.3. Project Costs7.4. Contracting Codes, Strategies, & Administration7.5. Key Procurement Schedule (especially long lead items)7.6. Financing and Budget by Project Stage178. Stakeholder and CommunicationManagement8.1. Stakeholder and Communication ProcessesThis section describes the processes and team members to conduct stakeholder andcommunication managment.8.2. Stakeholder IdentificationThis section identifies all stakeholders currently known to the project. Stakeholders may be typed /sorted as appropriate.8.3. Stakeholder Analysis and ClassificationThis section documents the analysis and classification of all stakeholders. Different stakeholdertypes may have different analysis methods and tools.8.4. Stakeholder Engagement and Communications PlanThis section outlines the stakeholder engagement approach for the project identifying the keymessage / engagement objective and determine which stakeholder group they will apply to.Consider who would be accountable and how effectiveness will be measured.189. Risk Management9.1. Risk Management ProcessesThis section defines the risk management process for the project. The processes may include:• Risk Strategy – project’s general approach• Methodology – tools, processes, data, etc. to be used• Roles and responsibilities of team members• Funding – funds and resources needed including contingency amounts andmanagement reserves• Timing for performing risk management processes,• Categories – e.g., use a Risk Breakdown Structure RBS (i.e., identification model),internal/external/technical/unforeseeable• Stakeholder appetite• Definitions of risk probability and impact (see qualitative assessment)• Probability and impact matrix (see qualitative assessment)• Reporting formats – how documented and reported• Tracking – how tracked and audited9.2. Risk Register with Analasis and Action Planning1910. Project ControlsThis section provides an overview of the quality control mechanisms and criteria that will beapplied to this project.10.1. Project Management PlanThis section describes how the PMP will be developed and maintained on an ongoing basis. Brieflydescribe the PMP approval process and version control.10.2. Project MeetingsThis section outlines the standing project meetings that will be conducted including team meetings,key stakeholder meetings. (e.g. Project Sponsor, and governance meetings.) NoMeeting NamePurposeFrequencyAttendees 10.3. Project Reporting10.3.1. Project Status ReportsThis section describes the reporting arrangements for the project. Describe thestatus/performance reports for the project providing an overview of the content to be included,audience, and frequency. NoReport NamePurposeFrequencyAudience 10.3.2. Project Financial ReportingThis section describes the financial reporting requirements for the project including standing andad hoc requirements. NoReport NamePurposeFrequencyAudience 2010.4. Quality ManagementThis section provides details of the quality management approach that will be adopted for thisproject.10.5. Document ManagementThis section provides details of the document management approach that will be followed. Identifyany document controls that will be adopted including versioning and approval of project artefacts.Identify how project documentation will be stored and reference its location.10.6. Change ControlThis section provides details of the change control approach that will be followed including howchanges are raised, assessed, approved, and registered. Include a process / flow diagram whichdescribes the process steps and parties involved.10.7. Project ClosureThis section outlines the project closure and post implementation review processes that will beapplied to this project.= = = end = = =
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