program workkit - planning documents_v1

Objective:

Planning Documents

Planning Tools

Closeout Documents

Lookups

Help and Support: We have endeavored to make this easy to use and we hope you find it to be! If you have any questions about this

Instructions

Provide one central location for all key planning documentation and meeting templates.

Major planning documents including gate 0 [program plan], gate 1 [Business Case], and gate 2 [charter], and after gate 2

[Launch summary for Product Programs]

Major closeout documents including [lessons learned, final closeout report]

Source for majority of data valadation lists.

Planning tools for Gate 1 [scenario planner] and Gate 2 [benefits register, Communication's Plan]

Client - New [Select Complexity]

1

2

3

PROGRAM PLAN

[Name] Program [Program Name] Category Complexity

[list any resource requirements not listed in core team below or considerations]

ResourcesSponsor [Name] Program Manager [Name]

Product Manager [Name] IT PM / Lead (Agile) [Name]

Roadmap - Critical Path Phases/Milestones Start End

Impact

Assumptions and Considerations[Assumptions]

[Considerations]

Risk

Risk Impact

[Phase or Milestone 1] Date Date

[Phase or Milestone 1] Date Date[Phase or Milestone 1] Date Date[Phase or Milestone 1] Date Date

[Phase or Milestone 1] Date Date[Phase or Milestone 1] Date Date

[What problem or opportunity is this program trying to solve or address?]

Problem/Opportunity

[What Does Good / Done Look Like:? What key features or closures must occur for the transfer back to operations?]




Success Factors

Scope[Describe the scope, limitations, expectations, and business impact of this Initiative]

Impact


Business Risks[What negative effects could this have on the Business? What negative Impact could occur by doing this?]

Risk

4:45 PM12/3/2015

Category Client - New

[pro]

1[pro]

2[pro]

3[pro]

3

1

2

3

Interdependencies[Interdependencies]

Risk Impact

Risk Impact

Risk Impact

[What negative effects could this have on the Business? What negative Impact could occur by doing this?]

Approach and Alternative OptionsSelected Option: [Describe preferred option selected in this section] [con]

[Consider phased approaches, delayed starts, and reduced scope] [con]



Program Risks

[Value Proposition: Desired Benefit[s] or end state to be achieved at end of program]: Example benefit categories: Cost of Goods - Reduced Cost of Goods (COGM and / or COGS); New Product - Introduces a new product into the

company;New Technology - Introduces a new technology for an existing product into the company; Existing Capacity - Additional product will be produced without adding equipment or space; New Capacity - Additional product will be

produced through expansion of equipment or space; Business Continuity - Process and/or business risk will be reduced (may negatively impact COGS); Compliance - Regulatory and/or Compliance risk will be reduced (may negatively

impact COGS); People- Enhances ability of individuals to contribute to company objectives

BUSINESS CASEPM [Name] Sponsor [Name] Program [Program Name]

Problem/Opportunity Justification - Strategic Alignment

[What problem or opportunity is this program trying to solve or address?] [Justifiy why this should be addressed] - Note any direct alignment to Strategy

Benefit Statement [Value Proposition]

4:45 PM12/3/2015

Date: 3-Dec-15

# Scenario Scope Feasibility Cost Resources Time Risks and Limitations Benefits Considerations & Assumptions

1 [option] [details about option] Low High Low < 30 Days

2 [option] [details about option] Med - High Med - High Med - High < 60 Days

3 [option] [details about option] Medium Medium Medium < 3 Months

4 [option] [details about option] Low Low High 3-6 Months

5 [option] [details about option] Low High Low < 6 Months

6 [option] [details about option] Med - High Med - High Med - High 6-12 Months

7 [option] [details about option] Medium Medium Medium12-18

Months

8 [option] [details about option] Low Low High > 18 Months

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

PM:

SCENARIO PLANNING

[PROGRAM]

[Name]

Client - New [Select Complexity]

[Deliverable 1] Date

Additional Requirements[List estimated Budget needed and timing of phased funding release, training, change management, etc]

[Deliverable 1] Date[Deliverable 1] Date[Deliverable 1] Date

Deliverables Date[Deliverable 1] Date[Deliverable 1] Date

Closeout Date Date[Phase or Milestone 1] Date Date

Execution Date DateTransition Date Date

Initiation Date DatePlanning Date Date

Roadmap - Critical Path Phases/Milestones Start End

[What specific objectives does this inititiatiate intend to accomplish?] [what benefit does this realizing this objective deliver?] Date[What specific objectives does this inititiatiate intend to accomplish?] [what benefit does this realizing this objective deliver?] Date[What specific objectives does this inititiatiate intend to accomplish?] [what benefit does this realizing this objective deliver?] Date

Scope[Describe the scope, limitations, expectations, and business impact of this Initiative]

[list any resource requirements not listed in core team below or considerations]

[What specific objectives does this inititiatiate intend to accomplish?] [what benefit does this realizing this objective deliver?] Date[What specific objectives does this inititiatiate intend to accomplish?] [what benefit does this realizing this objective deliver?] Date

Objectives Benefits Delivered Date

ResourcesSponsor [Name] Program Manager [Name]

Product Manager [Name] IT PM / Lead (Agile) [Name]

Product Owner [Name] Systems Analyst [Name]

CHARTER

PM [Name] Program [Program Name] Category Complexity

4:45 PM12/3/2015

Prepared by: [Name] Print Date: 3-Dec-15

Nature of benefit Value of benefit Date of benefit

Choose an item.

Choose an item.

Choose an item.

Choose an item.

Choose an item.

BENEFITS REALIZATION PLANNING TEMPLATE

[Program]

Declaration of no measurable benefits

Approved by Explanation

Description of benefit Person responsible for assessment Notes

Subjective Measures

Objective Measures

Measurement approach Notes


Communication [What] Purpose [Why] Key Message [Details] Target [Who] Frequency [When] Type/Method(s) [How]

Initiation Meeting

Distribute Project Initiation Plan

Project Kick Off

Status Reports

Team Meetings

Project Advisory Group Meetings (this may apply only to

larger projects)

Sponsor Meetings

Executive Sponsor Meetings (this may apply only to larger

projects)

PMO Audit/Health Check

Post Project Review

Quarterly Project Review

Presentations to Special Interest Groups

Periodic Demos and Target Presentations

Other…

COMMUNICATIONS PLAN

[Program]

Print Date: 3-Dec-15

Project Start: January 1, 2015

Project End: December 31, 2015

Delivered:

1. 1.

2. 2.

3. 3.

4. 4.

5. 5.

6. 6.

7. 7.

8. 8.

9. 9.

10. 10.

Top 3 Success Factors:

Notable Success Factors

Shortcomings & Solutions

Approvals

Prepared By: Approved By:

Project Manager Operational Lead

Project Sponsor

Executive Sponsor

Prepared by:

LESSONS LEARNED

[Program]

[Name]

Shortcoming Reccommended Solution

Project Success Factors that support it

Project Success Factors that support it

Project Manager:

Functional Owner:

Core Team Members Key Milestones:


Launch

Date

Original

Budget

Total

PCRs

Adjusted

Budget $

Process

[Program]

POST PROJECT REVIEW - CLOSEOUT REPORT

$ $

Project Description

Yes

No

Additional Comments

Lessons Learned

LessonProject Team’s

Recommendatio

Project Impacts

Cost Sched. Risk

Did the Project Meet Goals Described in the Scope Statement and Functional Specifications?

(If no, please explain)

Explanation

Anticipated Return on Investment

Details

Explanation

Was the Project Completed on Time in Accordance with the Baseline Project Schedule with approved changes?

(If no, please explain.)

Explanation

Actual Expenditure $ Over/Under Budget

[check one]

Over Budget

By %

Under Budget

By %