Project Management Templates

Project management templates from Project Agency please alter to suit your needswww.projectagency.co.uk Blank Project Management TemplatesSaving Time!Saving Money!Saving Stress!Please feel free to copy any of the attached documents. You can alter any of them to suit the needs of your specific project or organisation.If you want information about the services provided by Project Agency please call 0208 446 7766 or email events our web site is Note: in supplying these templates, Project Agency cannot be held responsible for how they are completed!Listed below are some forms you will find on the next pages.Please complete the forms as appropriate. Please note, completing the forms is an aid to help you deliver your projects, not an end in itself.Page No. Defining Project Responsibilities3 Stakeholder Analysis4 Milestone Chart5 Milestone Report6 Variation Form7 Risk Log8 Business Case Form9 Project Definition Form or PID10 Project Reporting Form12 Highlight Report13 Change Control Form14 Change Control Log15 Actual V Planned16These project management templates have been produced for open distribution to anyone. Please feel free to pass them onto friends or colleagues. The forms have been used by professional staff at all levels staff who have to deliver projects. Some of these projects are small quick delivery (less than a month), others large long term projects which cost significant sums of money.We would be delighted to hear how you used these forms and how useful they were in supporting the delivery of your project. Please email events. Do look at where you can find a range of information, products and services. Finally, good luck with all of your projects and we would be delighted to talk with you about any project management issues you may have. Call on +44 (0)20 846 7766 or email events Project management check sheet172Project Agency Tel: 020 8446 7766 Defining Project ResponsibilitiesPERSONNELTASKS/ACTIVITIESStakeholder AnalysisThe purpose of stakeholder analysis is to inform the project manager and sponsor who should contribute to the project, where barriers might be, and the actions that need to be taken prior to detailed project planning.StakeholderTheir interest orrequirement from the projectWhat the project needs from themPerceived attitudes and/or risksActions to take16Project Agency Tel: +44 (0) 20 8446 7766 Milestone ChartMain milestones/phases shown on higher chart, and sub-milestones for each phase on charts belowTIME in suitable units -days, weeks, months, etc.MILESTONESResponsibilityMilestone ReportProject:Date of Milestone meeting/discussion:Deliverables dueDue dateR/A/G*Action to take to bring deliverable or task back on schedule* R = Red flags off plan - describe in detail: quality, cost, time A = Amber is almost off schedule or will definitely be off schedule NOTE: you may need to agree the precise definition before use G = Green flags to plan or better - show savingsVariation FormActivity name /No.DescriptionDate to be deliveredRevised est.Q/C/TReason for delay.Q/C/T? ExplainEffect on projectSigned:Project SponsorProject ManagerDateRisk AnalysisScore as follows, for Likelihood and Impact: High = 3, Medium = 2, Low = 1Nature of Risk or UncertaintyLikelihoodHigh/Medium/LowImpactHigh/Medium/LowLikelihoodx ImpactScoreActions required and who will take responsibility to manage the riskBusiness Case FormPlease complete the form below and submit it to your project sponsor.Background to the project (PLEASE KEEP BRIEF)General aims(s)Initial RisksExpected OutcomesBenefits of running with this project Initial estimates of cost and time:Time:Outcome of the business caseDecision from (x x)Date Project Definition Form or PIDProject Title:Put here a very brief titleSponsor:Insert actual sponsor nameState below the link with the corporate agenda the actual wording please.Put here the actual words in the corporate agenda showing the link with this projectProject Background:The background to the project. Enough information to inform the reader.Project Benefits:An outline of what the benefits are to the organisation, individuals or stakeholders in delivering the projectProject Objectives:The specific objectives for the project. NOTE: the objectives can be one line or more detailed text.Project Deliverables:What you will be delivering at the end of the project. NOTE: these are the what you will have at the end of the project, e.g. a report, a building, improved service levels etc.This project will include:This project will not include:This section defines the boundaries of the project.Planning details should not be included at this stage.Success Criteria:How you will measure the success of the project. NOTE: the success criteria must be measurable.Constraints:Examples here can be specific (a skill which the project team must have) resources, or a legal deadline NOTE: only include time and money if you can quantify them.Key Assumptions:The assumptions you are making in putting this document together.Project Manager:Who fulfils this role and what they do.Project Sponsor:Who fulfils this role and what they do.Project Board/Steering Group Members:Who fulfils these roles and what they do. NOTE: may not be appropriate for all projectsProject Team Members:BudgetResource Costs:Other Costs:Total costs (attach a breakdown of the overall budget) VAT* Some projects may have important VAT issues. Have you spoken to accountancy to discuss these?Start Date:Completion Date:Signature of Project Manager:Date:Approval from Sponsor:Date: For your organisation, you will need to liaise with your Finance people in order to develop financial information that will inform project delivery. The data on this form in relation to finance needs to be fine tuned to your organisational and project management needsProject Reporting FormProject Title:Number:Project Sponsor: Project Manager: Progress ReportReport No.RAG Status*:RED / AMBER / GREENHeadlinesTasks, Milestones, Outcomes delivered this periodCompletion datesTasks, Milestones, OutcomesCommentsPlanActualMajor Risks and IssuesInclude an assessment of the impact and any actions takenRecommendations and Requests for Decisions or SupportTasks, Milestones, Outcomes scheduled for next periodCompletion datesTasks, Milestones, OutcomesCommentsPlanForecast* RED"Major concern - escalate to the next level" Slippage greater than 10% of remaining time or budget, or quality severely compromised. Corrective Action not in place, or not effective. Unlikely to deliver on time to budget or quality requirements AMBER"Minor concern being actively managed” Slippage less than 10% of remaining time or budget, or quality impact is minor. Remedial plan in place.GREEN"Normal level of attention" No material slippage. No additional attention neededHighlight/Progress ReportProject Name:PROJECT NAMEReporting Period:Project Manager:Project Sponsor:Prepared by:Date Prepared:RAG Status RProject Phase:0Project Description:Project End Date:dd/mm/yyyyKey Deliverables Completed this periodKey Deliverables Outstanding this periodKey Deliverables for next reporting periodDelivery DateDelivery DateRisk ManagementIssue ManagementChange ManagementLog NoRiskAction/StatusLog NoIssueAction/StatusReq NoDetailsApprovedFinancial StatementCapitalRevenueExternalSourceBudgetActualRemainingForecastSourceBudgetActualRemainingForecastSourceBudgetActualRemainingForecast000Change Control SheetProject TitleProject NumberProject ManagerCHANGE REQUESTOriginatorPhone:Date of requestChange request no.allocated by Change ControllerItems to be changedReference(s)Description of change (reasons for change, benefits, date required)Estimated cost, and time to implement (quotation attached? Yes No )Priority / Constraints (impact on other deliverables, implications of not proceeding, risks)CHANGE EVALUATIONWhat is affectedWork required (resources, costs, dates)Related change requestsName of evaluatorDate evaluatedSignatureCHANGE APPROVAL Accepted Rejected DeferredNameSignedDateCommentsCHANGE IMPLEMENTATIONAssetImplementerDate completedSignatureChange Control LogProject TitleProject NumberProject ManagerChange numberDescription of changeDate receivedDate evaluatedDate approvedDate completedActual V PlannedActivityPlanned TimeActual TimeDifferencePlannedCostActualCostDifferenceProject Management - Check SheetAmend this Check Sheet to suit your projectA: SET UP - INITIATION 1 Developed the business case?2 Is a full options appraisal necessary?3 Is the project in line with the strategic plan?4 Has the project received sign off by sponsor or project board?B: SET UP - DEFINITION1 Has a PID or project definition form been completed?2 Are roles explicit and documented?3 Are levels of authority clear?4 Have you carried out a stakeholder analysis and planned accordingly?5 Have you assessed risks and put a plan into action to monitor them?6 Are you clear what is driving the project Quality, Cost or Time (1 only)7 Have clear project review procedures been established?8 Has planning started for a start up workshop (or series of workshops)?9 Team selection - have you got the correct mix of skills and professional experience?C: DELIVERY PLANNING1 Have you broken the project down into its component parts work breakdown2 How accurate are your estimates? If a low percentage then recalculate.3 Have you developed a milestone chart or produced a Gantt chart?4 Have you developed an overall project budget? Have you sought advice from financial expertsYNCOMMENTS5 Have you identified the critical path for the project?6 Have you developed a communications plan and included its component parts into the Gantt charts?7 Are you continuing to carry out risk analysis throughout the project?8 Are quality standards high? How do you know?D: DELIVERY1 Have you identified the appropriate type of control loose versus tight?2 Project reporting are you clear who reports what and to whom and how?3 Do you have a clear procedure for managing change?4 Have you developed a planned versus actual schedule? How up to date is it?5 Tolerance have you an agreed tolerance figure?6 Variations are these quickly flagged?E: CLOSEDOWN AND REVIEW1 Post project review has been planned?2 Learning identified?3 Is the project still delivering the benefits intended?4 Is there a case for abandoning the project off schedule or delivered a significant part of it?5 End of project review reports are produced and circulated?YNCOMMENTSServices provided by Project Agency Project Agency provides a wide range of services. Some of these are listed below:r Delivering practical project management training:o designed to ensure project managers and project team members understand the processes and skills to deliver effectively o customised to meet specific needs really targeting organisational needso working with project teams focusing on delivering a specific project alongside developing their team skillso running PRINCE2 qualification programmes or PRINCE2 training workshopsr Developing in-house project management systems i.e. a customised project management system ensuring consistency of approach - complete with templatesr Running briefing sessions for project sponsors so they can understand their important role in projectsr Carrying out audits of projects after project completion, end of stage or an audit of internal project management approaches. r Organising and running start up workshops for groups pre project ensuring projects get off to a really effective startr Developing effective business cases. r Effective project leadership. r Working with senior managers identifying the key projects for the organisation and their priorityr Individual coaching support to project managers and project sponsorsr Developing programme management strategies and establishing project programme support officesPlease do visit our web site for further company information or call 020 8446 7766 for further information