Document Management
Distribution List
Record the details of all project stakeholders accessing this document.
Name Position Signature Date
Version Control
Record all approved changes to this document.
Revision # Change Description Approval Date Author
Project Registration
Project Name
Record the project name in a way that clearly communicates what it is about.
Project #
Record a unique identifier for the project that enables appropriate referencing.
Creation Date
Record the date the project was proposed.
Sponsor/Client
Record the name and contact details of the project sponsor/client.
Project Manager
Record the name and contact details of the project manager.
Executive Summary
Rationale
Record a summary of the history and justification for the project.
Business Drivers
Record the organisational driver/context for the project.
Key Objectives
Please record the measurable SMART objectives that have been identified with this project.
Benefits
Record the identified benefits that will be measured throughout and or after the project.
Impacts
Record how the project will impact business activity, organisational capability and or processes.
Project Information
1 Integration Management
1.1 Methodology
Record the project management methodology to be followed throughout the project.
1.2 Change Control
Record what formal process will be used to propose, assess and authorise changes in scope.
1.3 Performance Reporting
Record how performance (achievement, deliverable, completion …) will be measured and reported.
1.4 Audit
Record what independent process will be followed to monitor and verify all project related work.
1.5 Dependencies
Record all related and or inter-dependent projects impacting the performance and delivery of the project.
2 Scope Management
2.1 Deliverables
Record the key process and/or output (as built) deliverables required throughout the project.
2.2 Inclusions
Record what will be (explicitly) included in the specification for the project.
2.3 Exclusions
Record what will be (explicitly) excluded in the specification for the project.
2.4 Handover
Record the necessary provisions to ensure the deliverable can be handed over to the sponsor/client on finalisation of the project.
3 Time Management
3.1 Schedule
Record the details of all stages and tasks (using a work breakdown structure format) required to be performed for the project including calculations, confidence and contingencies.
Schedule all project work using a Gantt chart (bar chart or similar).
3.2 Milestones
Record all key milestones and or deadlines due throughout the project.
4 Cost Management
4.1 Budget
Record the amount of funding required for the project.
4.2 Estimating methodology
Record how have the figures been calculated.
4.3 Confidence level
Record how accurate these figures are.
4.4 Contingency
Record if any contingency funds will be required.
4.5 Source of Funds
Record where the funds will be accessed and the approvals and/or documentation required.
4.6 Cash Flow
Record the cash flow projection for the project.
5 Human Resource Management
5.1 Stakeholders
Record the details (role, responsibility, information needs …) of all stakeholders for the project.
5.2 Resource Capability
Record the information supporting the resource assignments (hours, rates, availability, training …) for the project.
Include reference to equipment, facilities and materials where required.
6 Communications Management
6.1 Organisational Structure
Record the appropriate organisational structure required by the project.
6.2 Escalation
Record what processes are in place to handle conflict and dispute resolution.
7 Procurement and Contracts Management
Record all information supporting the decision to make or buy. This should include reference to:
procurement planning
solicitation planning
solicitation
source selection
contract administration
contract close-out.
8 Risk Management
8.1 Constraints
Record all constraints that will restrict the performance and delivery of the project (and possible treatment strategies).
8.2 Assumptions
Record all assumptions (accepted as correct) that will impact the performance and delivery of the project.
8.3 Potential Issues
Record all potential issues impacting the performance and delivery of the project (and possible treatment strategies).
8.4 Risk
Record all internal and external sources of risk in a risk register, including:
probability
consequence
priority
strategy
accountability
review.
9 Quality Management
Record all required standards and definitions of quality required by the project.
Record how quality will be designed into the project with reference to:
quality planning
quality assurance
quality control
quality (continuous) improvement.
Authorisation
10 Recommendation
Record the recommendation being presented for approval.
11 Approval
Record the decision that has been made on the project.
• Approved • Postponed • Cancelled • Review
12 Sign off
Record the name, signature and date of all appropriate stakeholders (sponsor/client, project manager, project steering group …) signing this document.
13 Appendices
Record the details of any other information and or documentation supporting the project.