Document Management Distribution List In the table provide, record the details of all project stakeholders accessing this document. Version Control In the table provided in the template, record any changes made, when they were approved and who made the them 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 Record the name and contact details of the project sponsor/client (including their company and position) Project Manager (PM Company) Record the name and contact details of the project manager (including their company)  Executive Summary 1 Scope Overview (What?) Please provide a SMART statement that describes this project in summary form. Record the project in a nutshell: what needs to be delivered and what work is involved in creating it. Record what will be (explicitly) included in, or excluded from, the specification for the project. Note: Give as much detail as available for Phase 1 of your project. Where information is not available for subsequent phases show ‘TBC’ (remember this is the starting point and there may be many things you can’t know until after you get the “GO’ ahead from the project sponsor). 2 Business Case (Why?) Record how the project will benefit the sponsor’s organisation - how it supports the organisation’s strategy. If needed include a statement regarding alternate options evaluated and why this one was the selected as meeting the selection criteria. 3 Background (Why?) Record the context of the project and how it came to be. 4 Milestone Schedule with acceptance criteria (When? & What?) Record a summary-level schedule that identifies the major milestones or significant points or events in the project. See Exhibit 4.6 (Page 94). 5 Risks, Assumptions and Constraints (Whoa!) Record all major internal and external sources of risk impacting the performance and delivery of the project. 3 Columns: Risk; Contingency Plan; Person/Position Responsible. Record all assumptions (accepted as correct) that will impact the performance and delivery of the project (e.g. prices will not rise above CPI rate). Record all constraints that will restrict the performance and delivery of the project (e.g. building cannot start until after wet season). 6 Resources (How Much?) Record the high level information supporting the budget including the amount of money the sponsor is committing. List any high level ROI targets Create a simple spreadsheet showing estimated Revenue and Expenditure related to the Project. Make sure you include your own Project Manager fees. Record any resources (e.g. rooms, staff, vehicles, telephones etc.) to be made available to the project by the sponsor at no charge. See Exhibit 4.10 (Page 97). Record who has spending approval and to what limit. 7 Stakeholders (Who?) Record the details (e.g. name, position, priority, interest in project) of all major stakeholders either influencing and/or being impacted by the project. See Exhibit 4.11 (Page 97). 8 Project Team (Who?) Record who will form part of the project team (including Sponsor representatives), what their function will be, and how they will communicate and work together. A simple organisational chart is useful in this section. Authorisation 9 Recommendation Record the recommendation, agreed actions, being presented for approval. The recommendation should be SMART in style. E.g. “It is recommended that XXX Project Management be employed by YYY Company for the purposes of undertaking the ZZZ Project. + Key Dates + Key budget commitments 10 Approval Record the decision that has been made on the project (i.e. approved, postponed, cancelled etc.) 11 Sign off (Signatures & Commitment) Record the name, position, signature and date of all appropriate stakeholders (sponsor/client, project manager, project steering group …) signing this document. See Exhibit 4.14 (Page 99). 12 Appendices Record the details of any other information and or documentation supporting the project.