Table of ContentsSWOT Analysis.......................................................2Business Case........................................................3Project Charter......................................................5Project Organizational Chart - Sample....................7Team Contract.......................................................8Stakeholder Analysis.............................................9Project acceptance form.......................................10Kick off meeting...................................................11Project Management Plan.....................................13Scope statement..................................................15Preliminary budget..............................................16Work Breakdown Structure (WBS)........................17Communications plan...........................................18Project Schedule Worksheet.................................19Risk Register.......................................................20Risk control sheet................................................21Deliverable Acceptance Form...............................22Change Request Form..........................................23Document distribution record...............................24Progress report....................................................25Communication record.........................................26Project Deliverable Approval Form........................27Project meeting...................................................28Quality Management............................................29Change Request...................................................30Final Report.........................................................32Close-Out Checklist..............................................33

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SWOT Analysis

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Strengths(positive tangible and intangible attributes,

internal to an organization)

Weakness(factors within organizations control that detract

ability to attain desired goal)

Opportunities(external factors that might move

organization/project forward)

Threats(external factors, beyond organization’s control,

that may jeopardize mission)

Business Case

Project Identification

Project Name:____________________ __________ Date:_______________

Agency:___________________________________

Business Unit/Program Area:______________________

Project Sponsor:___________________ Project Manager:_________________

Business Need/Problem:

Solution (as described in Proposed Solution):

Consistency/Fit with Organization’s Mission:

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Anticipated Benefits: (both qualitative and quantitative)

Original Cost Estimate: (from Proposed Solution)

Cost/Benefit Analysis:

Special Fund Sources:

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Project Charter

Project Identification

Project Name:__________________ Date:_________________________

Project Manager:________________ Project Sponsor:________________

Project Description

Project Background:

Project Objective:

Critical Success Factors:

Required Resources:

Constraints:

Project Authority:

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Project Charter Approval

Project Sponsor Name:___________________________________Action: Approve: Reject: Comments:

Project Sponsor Signature:________________________________Date:___________________

Agreement to Secure Required Resources

Approver Name:____________________ Role:________________________________Approver Comments:

Approver Signature:______________________________________Date:___________________

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Project Organizational Chart - Sample

Project SteeringCommittee

Project Champion

Team 4Team 3Team 2Team 1

SupplierProject ManagersTeam Leads

Project Manager

Project Sponsor

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Team ContractProject Name:Project Team Members’ Names and Sign-off:

Name Date

Code of Conduct: As a project team, we will:

Participation: We will:

Communication: We will:

Problem Solving: We will:

Meeting Guidelines: We will:

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Stakeholder Analysis

Project Name:

KEY STAKEHOLDERSStakeholder 1 Stakeholder 2 Stakeholder 3 Stakeholder 4

Organization

Role on project

Unique facts about stakeholder

Level of interest

Level of influence

Suggestions on managing relationships

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Project acceptance formProject Name: ___________________ Date: ________________________Project Sponsor: _________________ Project Manager: _______________

Project Sponsor Information

Project Sponsor Name: _________________________Action: Accept: Reject:

Project Sponsor Comments:

Project Sponsor Signature: _______________________________Date: _______________________

Project Manager Information

___________________________________Name (Print)

___________________________________ __________Signature Date

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Kick off meeting

Project Initiation Kick-off Meeting Agenda

Project: ____________________________Date: __________________Time: From: __________ To:__________Location: ____________________________

Invitees:

Attendees:

AgendaPresenter Name Time (minutes)

Introductions

Sponsor’s Statement

Project Request & Background

Project Goals & Objectives

Project Scope

Roles & Responsibilities

Next Steps

Questions

Additional Information

Handouts:

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Project Initiation Kick-off Meeting

Project: ______________________________Date: __________________Time: From: __________ To:__________Location: ____________________________

DecisionsDecision Made Impact Action

Required?

IssuesIssue Description Impact Action

Required?

Action Items for Follow UpAction Responsible Target Date

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Project Management PlanThe Project Management Plan, also referred to as PMP, is a working document that will be updated throughout the project as required and varies with each project.

The sections outlined in this PMP sample are as follows: Project Name Introduction/Overview of the Project Project Organization Management and Technical Processes

o Management Processeso Technical Processes

Work to Be Preformed Schedule Information Budget Information Reference to Other Project Planning Documents

Some other possible sections: Contributing Authors Revision History Distributing List

Contributing Authors

Name Of Individual Title Section Number & Title

Revision HistoryVersion Description Author Date

Distribution List

Date Name of Individual Title Department

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Project Management Plan Version 1.0

Date

Project Name:

Introduction/Overview of Project

Project Organization

Management and Technical Processes

Management Processes:

Technical Processes:

Work to Be Performed

Schedule Information

Budget Information

References to Other Project Planning Documents

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Scope statement

Project Name:_____________________ Date:___________________

Project Sponsor: ___________________Project Manager: __________

A. Business Need/Problem:

B. Project Objectives (from Project Charter):

C. Project Results:

D. Project Content:

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Preliminary budgetProject Identification

Project Name: ___________________ Date: ________________________Project Sponsor: _________________ Project Manager: _______________

Budget Information

PhaseProcess/Task

Labor Cost Material Cost Travel Cost Other Cost

Total Cost

Planned Date of Expenditure

TOTAL Budget

Comments: (list any assumptions pertaining to the costs entered above.)

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Work Breakdown Structure (WBS)Date:

Project Name:

1.0Main category 11.1 Subcategory1.2 Subcategory

1.2.1 Sub-subcategory1.2.2 Sub-subcategory

1.3 Subcategory1.4 Subcategory

2.0Main category 22.1 Subcategory2.2 Subcategory

2.2.1 Sub-subcategory2.2.2 Sub-subcategory

2.3 Subcategory2.4 Subcategory

3.0Main category 33.1Subcategory3.2Subcategory

3.2.1 Sub-subcategory3.2.2 Sub-subcategory

3.3Subcategory3.4Subcategory

4.0Main category 44.1Subcategory4.2Subcategory

4.2.1 Sub-subcategory4.2.2 Sub-subcategory

4.3Subcategory4.4Subcategory

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Communications plan

Project Identification

Project Name: ______________________ Date: _______________________

Project Sponsor: ____________________ Project Manager: ____________________

Stakeholder Message/Information Need Delivery Vehicle Frequency

Project Sponsor

Project Manager

Project Team Member

Quality Team Member

Procurement Team Member

Other Stakeholder

Existing Systems:

Method for Updating the Communications Plan:

Other Communications Information

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Project Schedule Worksheet

Project Identification

Project Name: ___________________Date: _____________________

Project Sponsor: _________________Project Manager: ____________

Project Schedule Information

Phase Process Task Estimated Hours

Dependent Upon

Role

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Risk Register

Risk Register for: ______________________

Date: ______________________

Project Name:

ID No. Rank Risk Description Category Root Cause

Triggers Potential Responses

Risk Owner

Probability

Impact Status

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Risk control sheet Risk item no. _____________ Revision ________________ WBS impacted _____

Risk description:

Risk impact:

Risk solution(s):

Solution(s) impact:

Authorization: _________________________ Date: ____________________

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Deliverable Acceptance FormProject Name:Deliverable Name:Project Manager:Project Sponsor:

(We), the undersigned, acknowledge and accept delivery of the work completed for this deliverable on behalf of our organization. My (Our) signature(s) attest(s) to my (our) agreement that this deliverable has been completed. No further work should be done on this deliverable. If the deliverable is not acceptable, reasons are stated and corrective actions are described.

Name Title Signature Date

1. Was this deliverable completed to your satisfaction? Yes No ____

2. Please provide the main reasons for your satisfaction or dissatisfaction with this deliverable.

3. If the deliverable is not acceptable, describe in detail what additional work must be done to complete it.

Contact’s signature for resubmission of deliverable if found unacceptable:

___________________________________________________

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Change Request Form

Project Name:Date Request Submitted:Title of Change Request:Change Order Number:Submitted by:Change Category: Scope Schedule Cost Technology Other

Description of change requested:

Events that made this change necessary or desirable:

Justification for the change/why it is needed/desired to continue/complete the project:

Impact of the proposed change on:Scope:Schedule:Cost:Staffing:Risk:Other:

Suggested implementation if the change request is approved:

Required approvals:Name/Title Date Approve/Reject

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Document distribution record

Document Date Sent Distribution method

Sent to

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Progress report

To: _____________________ Report Period Ending: ___________From: ___________________ Project Name:___________________

The tasks I completed this reporting period are:

The tasks I plan to complete next reporting period are:

I lost time due to: (Specify hours and cause):

Issues:Description Date

Identified

Target Date

Impact

Scheduled Vacation/Training:Description Start Date End

Date# of Hours

Time Reporting by Task Task ID Description

Original Estimate

Hrs this

Week

ETC Hrs to

Date

Reporting Period Total

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Communication record

Date Name Notes Follow-up

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Project Deliverable Approval FormProject Identification

Project Name: ___________________Date: ____________________Project Sponsor: _________________Project Manager: ___________

Deliverable Information

Project Phase: _______________________Date: _______ ________ Deliverable Name: ___________________ Author: ______________

Acceptance Criteria

Criteria:

Reviewer InformationReviewer Name:____________________ Role: ____________________

Deliverable Name: ____________________________________________

Recommended Action: Approve: Reject: Reviewer Comments:

Reviewer Signature: _______________________ Date: ________________

Approver InformationApprover Name: __________________ Role: ___________________Action: Approve: Reject: Approver Comments:

Approver Signature: ________________________Date: _________________

Project Manager Information

___________________________________Name (Print)

___________________________________ __________Signature Date

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Project meeting Date: Time:

Meeting called by: Type of Meeting:

Attendees:

Please bring:

Agenda topicsPerson responsible Allotted time

1.

2.

3.

4.

5.

Other information:

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Quality Management

Project Name: ___________________ Date: _____________________

Project Sponsor: _________________ Project Manager: ___________

PART A. QUALITY PLANNING – IDENTIFIED QUALITY STANDARDS

PART B: QUALITY ASSURANCE ACTIVITIES

PART C: QUALITY CONTROL ACTIVITIES

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Change Request

Project Identification

Project Name: ___________________________________Project Manager: _________________________________

Change Request Information

Request Date: ________________Requested By: ________________ Agency: ________________________

Description of Change:

Scope Impact:

Schedule Impact:

Quality Impact

Cost Impact:

Reviewer Information

Reviewer Name: _______________________ Role: _________________________Deliverable Name: _______________________________________________________Recommended Action: Approve: Reject: Reviewer Comments:

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Reviewer Signature: ______________________________________Date: ______________________

Approver Information

Approver Name: ________________________ Role: _____________________Action: Approve: Reject: Approver Comments:

Approver Signature: _______________________________Date: ___________________

Project Manager Information

___________________________________Name (Print)

___________________________________ __________Signature Date

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Final Report

Project Name: Date:1. Project Objectives

2. Summary of Project Results

3. Original and Actual Schedule

4. Original and Actual Budget

5. Project Assessment

6. Transition Plan

Attachments:

A. Key Project Management Documentation

B. Product-Related Documentation

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Close-Out Checklist Project acceptance with sign-off from customer, project sponsor and steering

committee

Lessons Learned session

Post Implementation Evaluation Report (PIER)

Outstanding work recognition

Project Team celebration

Resource disbursement – employees, facilities, systems

Final Project Report

Contract Closure and inspections if required

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