Project Plan Format...................................................................................................................... 3
Points of Contact............................................................................................................................. 3
Prime Contractor Information Company ........................................................................................ 3
Project Executive Summary............................................................................................................ 4
Business Need/Problem .................................................................................................................. 4
Statement of Work .......................................................................................................................... 4
Project Objectives ........................................................................................................................... 4
Project Approach............................................................................................................................. 4
Technical Project Components ....................................................................................................... 4
Scope Statement Template ........................................................................................................... 5
Project Description.......................................................................................................................... 5
Project Justification......................................................................................................................... 5
Project s Product............................................................................................................................. 5
Phase Description............................................................................................................................ 5
Major Deliverables for this(these) phase(s).................................................................................... 5
Functional Scope............................................................................................................................. 5
Organization/Stakeholder Scope..................................................................................................... 5
Technical Scope .............................................................................................................................. 5
Geographical Scope ........................................................................................................................ 6
Costs/Benefits Summary................................................................................................................. 6
Assumptions and Constraints.......................................................................................................... 6
Risk Factors..................................................................................................................................... 6
Critical Success Factors .................................................................................................................. 6
Scope Management Plan................................................................................................................. 6
Commitment and Approval............................................................................................................. 6
Cost Analysis Template ................................................................................................................ 7
Project Overview and Background ................................................................................................. 7
Discussion of Alternatives .............................................................................................................. 7
Lifecycle Costs and Benefits........................................................................................................... 7
Project Resource Plan Template ................................................................................................. 8
Project Resource Information ......................................................................................................... 8
Assumptions.................................................................................................................................... 8
Risks................................................................................................................................................ 8
Resource Staffing Plan.................................................................................................................... 9
Risk Plan Template ..................................................................................................................... 10
Procurement Plan Template ...................................................................................................... 11
Description of the Items and Services to be Purchased ................................................................ 11
Market Analysis ............................................................................................................................ 11
Requirements Analysis ................................................................................................................. 11
Contracts ....................................................................................................................................... 12
Deliverables and the Procurement Schedule................................................................................. 12
Communications Planning Template ........................................................................................ 13
Distribution ................................................................................................................................... 13
Updating the Communication Plan............................................................................................... 13
Communication Plan Storage ....................................................................................................... 13
Project Budget Estimate Template............................................................................................ 14
Cost Management Plan Template ............................................................................................. 16
Project Variance Levels ................................................................................................................ 16
1
Variance Management .................................................................................................................. 16
Budget Updates............................................................................................................................. 16
2
Project Plan Format
Project Name: Date:
Project Number: Agency:
Modification Dates: Prepared by:
Please answer the following questions by providing a response as appropriate.
Budget for project by fiscal year and
Budget Amount: Fiscal Year: Funded:
Budget Amount: Fiscal Year: Funded:
Budget Amount: Fiscal Year: Funded:
Total Budget:
Points of Contact:
This should be the list of individuals that will be involved with the project during the Execution
Phase.
Position Name/Agency Phone E-mail
Project Manager
Senior Management
Sponsor
Senior Technical
Sponsor
Procurement Contact
Project Team Member
Project Team Member
Customers:
Other Stakeholders:
Other Stakeholders:
Prime Contractor Information Company:
Position Name Phone E-Mail
Project Manager
Senior Technical
Sponsor
Contracts Contact
Other
3
PROJECT EXECUTIVE SUMMARY
Provides an executive level overview of the Project Plan: Identify the business need or problem,
identify the project goals and objectives, and define the management strategy used to implement
the project.
Business Need/Problem:
All projects start with a business problem/issue to solve.
Statement of Work:
This statement should be short and to the point. It should not contain language or terminology
that might not be understood.
Project Objectives:
Provide a brief, concise list of what the project is to accomplish.
Project Approach:
Describe the strategy to deliver the project. For example, it may describe a phased strategy,
contracting approach, reference to implementation, etc. Subsections may be created to present
this strategy.
TECHNICAL PROJECT COMPONENTS
Provides a detailed listing of the Requirements Definition, Specification, Design, and
Implementation and Training Plans for inclusion into the project activities.
4
Scope Statement Template
Project Description
General description of the project
Project Justification
What is the business need that the project will address?
Project s Product
Brief summary of the product description
Phase Description
Summary of phase or multiple phases that are the subject of this planning activity
Major Deliverables for this(these) phase(s)
High level description of the deliverable, approach to be used, and completion criteria
Deliverable Approach Completion Criteria
Functional Scope
High level business process flow charts, process descriptions, boundaries, etc.
Organization/Stakeholder Scope
Organizations/Stakeholders that will be involved/impacted and how
Technical Scope
Technologies that will be used or excluded, and why
5
Geographical Scope
Sites that will be or will not be impacted
Costs/Benefits Summary
Summary of cost/benefits expected or not expected from this(these) phase(s)
Assumptions and Constraints
Key project assumptions and constraints for this(these) phase(s)
Risk Factors
Description of potential risks that could impact on project success
Critical Success Factors
Description of what will be the determining factors that are needed to ensure project success
Scope Management Plan
Description of how project scope will be managed and how scope changes will be integrated into
the project
Commitment and Approval
Position Name Date
Project Manager
Senior Management
Sponsor
Resource Manager
Customer
6
Cost Analysis Template
Project Overview and Background
Brief overview, background and definition of the project.
Discussion of Alternatives
Discuss the project ground rules and assumptions.
Status Quo Current Process (As-Is-Model)
Discussion of Alternative concepts and Goals
Program Concept
Functional Concept
Technical Concept
Project Alternatives (To-Be-Model)
Acquisition Strategy
Discussion of Alternatives
Schedule
Lifecycle Costs and Benefits
Discuss the costs and benefits of the product according to its lifecycle.
Lifecycle Cost and Benefit Summary
Risk and Sensitivity Analysis
Lifecycle Cost-Benefit Comparison
7
Project Resource Plan Template
Project Resource Information
Determine the major resources that will be needed in the execution of the project. For each
resource determine the cost, availability, and skill level or specification required. These
resources may include the following: people, money, equipment, facilities, materials and
supplies, and information technology.
Resource Cost Estimate Availability Skill/Specification
Assumptions
Document any assumptions made in resource allocation.
Risks
Document any particular risks involved in resource allocation.
8
Resource Staffing Plan
After establishing the human resources required for the project, develop a staffing plan that shows the number of
personnel, by type, that will be required on the project on a monthly basis.
Example:
Personnel Month
Category
January February March April May
Project X X X X X
Manager
Quality X X X X X
Engineer
CA X X X X X
Programmer X X X X
Tech Writer X X
Personnel Month
Category
9
Risk Plan Template
Risk Description
Probability Impact Exposure
Current Affected Impact Time
Status Phase Frame
Risk Area Critical Path Section
Control Responsible Date
Person Identified
Contingency Plan
Mitigation Plan
Historical Events
10
Procurement Plan Template
Description of the Items and Services to be Purchased
The intended use of the items
The performance requirements to be met by the items
The benefits and/or justification of the purchase
Market Analysis
General market conditions
Technological trends
Available products
Similar systems in use and performance
Detailed sources of information on the item
Number of potential clients participating
Requirements Analysis
Process requirements ensuring that the system will meet the requirements of the work process
Technical requirements ensuring that the system will have the capabilities and the capacity
required, and will fit into the State s technical infrastructure and operation environment
Project management requirements including definition of vendor and agency responsibilities
11
Specifications including the technical data required in specifying and inspecting the selected
product
Contracts
Types of contracts/ordering agreements
The Selection Process and Criteria
Negotiation strategies
Deliverables and the Procurement Schedule
A list of all major deliverables
A description of and timeline for the procurement process, including all required approvals
12
Communications Planning Template
Distribution
Flow of project information throughout the project
Stakeholder What info do Why do they When will they How will they get it
they need need it get it
Updating the Communication Plan
Describe how and when the Communications Plan will be updated throughout the project.
Communication Plan Storage
Describe where physical project files will be kept within the agency as well as where electronic
media might be stored for project team access.
13
Project Budget Estimate Template
Total
Labor Labor Material Travel Education Other
Project Task per
Hour Cost Cost Cost Cost Cost
Task
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
$ $ $ $ $ $
14
$ $ $ $ $ $
$ $ $ $ $ $
Other:
$ $ $ $ $ $
$ $ $ $ $ $
Sub-Totals:
$ $ $ $ $ $
Risk (Contingency)
$ $ $ $ $ $
TOTAL (scheduled)
Comments: (List assumptions for costs as appropriate.)
15
Cost Management Plan Template
Project Variance Levels
(Describe the cost variance levels approved for this project)
Variance Management
(Describe how variances will be measured and managed throughout the project)
Budget Updates
(Describe how budget updates will be handled)
16
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