project management workbook

Project Name Here:

of 32

Project Workbook Information

Suggested Sheets for All Projects

Data Filling out the Data sheet completes the header portion of all remaining sheets in the project workbook.

Minicharter

Budget

CBA

Risks

Defects Log

Issues The Issues Log sheet allows you to identify and monitor project issues (unplanned events that have happened).

Action

Miles

WBS

Roster The Roster sheet provides contact information for all those involved on the project.

R&R

RAM

A&C The Assumptions and Constraints sheet allows you to track project assumptions and constraints.

Decision The Decision Log sheet allows you to track all major decisions made during the course of the project.

Comm

Stake The Stakeholder Analysis sheet allows you to identify stakeholders, their role, and their requirements.

Expectations The Expectations sheet allows you to identify and track the expectations of various stakeholders.

The Project Change Control Log sheet allows you to track all change requests that are in process or finalized.

Deliver The Deliverable Acceptance Log sheet allows you to track the status of deliverable acceptances.

Man Power Effort

Qual Metrics

IT/ QA Testing In accordance with the Quality Plan, the types of QA testing required for the project

The project workbook allows project managers, team members, sponsors, and stakeholders to easily track and monitor project activities. It acts as a repository of key project information. Any of these worksheets can easily be broken out into separate documents or be modified to fit your particular needs. Use this information to support your status reports.

The Project Minicharter sheet can be used as a charter for small projects or a summarization of a full charter for larger projects.

The Budget sheet allows you to track original budget, expenditures to date, and any cost variance. This section can be substituted with other Excel budget planning and tracking financial sheets

The Cost/Benefit Analysis sheet allows you to review the proposed project and potential alternatives and make a project selection based on a greater ROI (return on investment).

The Risk Register allows you to identify, qualify, quantify, and prioritize risks (events that might happen; the uncertainty of a project), create mitigation and contingency plans, and assign risks owners.

The Daily Defects Log is based on Daily Defects e-mails, and posting to Share Point, by the Jordan QA Team. These defects are to be reviewed by the Technical Project Lead, with copies to the Sponsor, DB Services, Systems Engineering

The Action Items sheet allows you to track and monitor action items assigned to team members. Action items are tasks that must be done but are too insignificant from a time perspective to track in your project schedule.

The Deliverable Milestones sheet allows you to identify major deliverable milestones and the due dates, objectives, assumptions, and constraints relevant to that deliverable milestone.

The Work Breakdown Structure sheet includes the activities that must be completed during a project, the effort required, all relevant dates, and the resources assigned to do the work.

The Roles and Responsibilities sheet shows the primary role of team members, any deliverables in which they are involved, and the percentage of time they are expected to work on the project.

The Resource Assignment Matrix sheet shows you what type of resource is responsible for, or somehow involved with, each deliverable. The tasks listed are samples; you should update the RAM with tasks appropriate for your project.

The Communication Plan sheet allows you to detail your communication plan: how you are going to communicate, whom you will be communicating with, how often, in what format, etc.

Project Change Control Log

The Man Power Effort sheet allows you to estimate/plan man power hours of your entire team by group, by specific Phase and by month. It can be used to track both plan man hours and actuals.

The Project Quality Metrics sheet allows you to identify critical success criteria, related quality metrics, and their priority.

of 32

Project Project title hereProject # Project # hereProject Manager Project manager name hereSponsor Sponsor name hereProject artifacts Location of project documents hereLast updated Date of update hereProject Acctg Code 123456789

of 32

Project MinicharterProject Project title here Project # Project # here

Project Manager Project manager name here Sponsor Sponsor name here

Project artifacts Location of project documents here Updated Date of update here

Project Acctg Code 123456789

Background

Objectives

Scope In Scope Out of Scope

Deliverables Deliverable Due Date

Flexibility matrix Scope

Business need and business benefits

High Level Project Approach (provided by Technical Lead(s), and use Deliverable Acceptance Document (DAD) Process for sign-off

C18

Options are: Most flexible Moderately flexible Least flexible

of 32

Project MinicharterFlexibility matrixSchedule

Cost

Key considerationsAssumptions & Constraints

Risks

Category Risk Description

Success criteria 1 -

2 -

3 -

4 -

5 -

Signatures

SponsorSignature

Printed name

Date

Signature

Printed name

Date

Project Manager

C19


C20


B21

Note A for assumptions, C for constraints

C22

This is a field you can use to identify risks by categories such as technological, personnel, etc.

of 32

BudgetProject Project title here Project # Project # here




Budget Status

Approved Budget Planned Expenditures to Date Actual Expenditures to Date Variance$0.00 $0.00 $0.00 $0.00

Planned Remaining Budget Actual Remaining Budget Variance

$0.00 $0.00 $0.00

Additional $ needed

Budget DetailsInternal Expenses

Salaries Hourly Rate # Hours Total Cost

Type of resource $0.00 0.00 $0.00






Other Internal Expenses Total Cost

Type of expense $0.00



Total Internal Expenses $0.00External Expenses

Consulting Costs Total Cost

Type of consulting $0.00



Capital Expenditures Total Cost




Total External Expenses $0.00Total Budget $0.00

of 32

Cost/Benefit AnalysisProject Project title here Project # Project # here




Project Development and Maintenance CostsDescription FY01 FY02 FY03 FY04 FY05 Total

Cost of Project Development

Salaries

Other internal expenses

Consulting costs

Capital expenditures

Total project costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Cost of Support

Operational costs

Nonrecurring costs

Recurring costs

Total ongoing support costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Benefits/SavingsCurrent Process FY01 FY02 FY03 FY04 FY05 Total

Total annual price

New Process

Total annual price

Annual savings $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Cumulative savings $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Cumulative costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Cumulative total net savings $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Future ValuePresent Value Interest Rate # Periods Future Value

$0.00

Present ValueFuture Value Interest Rate # Periods Present Value

$0.00 $0.00

Net Present ValuePeriod Cash Flow Present Value

1

2

3

4

5

Totals $0.00 $0.00

Project development cost $0.00

Net present value $0.00

A33

How much is the money worth today?

D33

How many years will the project last?

F33

This is how much money you expect the project to be worth.

A37

This is how much money you expect the project to be worth.

D37

How many years will it take until the company starts seeing this profit?

F37

This is how much the money you project making would be worth in today's market.

B41

FV for the period's return. Note: Change the PV # Periods to match the Period here.

F41

This is how much the money you project making would be worth in today's market.

Risk Register

Project Project title here Project # Project # here




ID WBS Risk Description Probability Impact Imp

ort

an

ce

Risk Category Trigger Event/Indicator Contingency Plan Owner Status

What is this risk?

1 0

3 0

4 0

5 0

6 0

7 0

8 0

9 0

10 0

11 0

12 0

13 0

14 0

15 0

16 0

17 0

18 0

19 0

20 0

Risk Category Risk Response

Technical/Quality Avoid

Project Mgt Transfer

Resource Mitigate

Schedule Accept

External

Detectability Risk

Response

Priority (Risk Rank)

Date Entered

Date to Review

Map related risk back to WBS

Probability: 4: Highly likely (76%-100%) 3:Likely (51%-75%) 2: Somewhat likely (26%-50%) 1: Unlikely (0%-25%)

Impact 4: Critical 3: Severe 2: Moderate

Detectability: 4: Determined after impact has been realized 3: Realized upon trigger event 2: Immediately prior to trigger event; can be mitigated prior to trigger if monitored 1: Determined well in advance of occurance or trigger event

Categories: Technical/ Quality Project Mgt Resource Schedule External

What act or event initiates either the risk occurrence or precipitates the response strategy?

Options are: Avoid Transfer Mitigate Accept

If the risk becomes a reality, what will you do in response, as a backup, or alternative/ workaround?

Who monitors this

risk?

D7

Probability: 4: Highly likely/probable (76%-100%) 3: Likely (51%-75%) 2: Somewhat likely (26%-50%) 1: Unlikely/improbable (0%-25%)

E7

Impact: 4: Critical: Threatens the viability of the business or represents failure of the project 3: Severe: Threatens the achievement of business vision or severely reduces project benefits 2: Moderate: May delay achievement of the vision or reduce project benefits 1: Minimal/minor: No impact on business vision but may increase project costs and timescales

F7

Detectability: 4: Determined after impact has been realized 3: Realized upon trigger event 2: Immediately prior to trigger event; can be mitigated prior to trigger if monitored 1: Determined well in advance of occurrence or trigger event

H7

This is a field you can use to identify risks by categories such as technological, personnel, etc.

J7

Options are: Avoidance Transference Mitigation Acceptance

N7

Options are: Open Closed

F8

Detectability: 4: Determined after impact has been realized 3: Realized upon trigger event 2: Immediately prior to trigger event; can be mitigated prior to trigger if monitored 1: Determined well in advance of occurrence or trigger event

Daily Defects LogProject Project title here Project # Project # here




No. Date Identified Defect ID Summary Defect Type Project Status/Comments

1

2

3

4

5

6

7

8

9

10

Detected in Release

Date Resolved

of 32

Issues LogProject Project title here Project # Project # here




ID Issue Description Project Impact Action Plan/Resolution Owner Imp

ort

ance

Dat

e E

nte

red

Dat

e to

Rev

iew

Dat

e R

eso

lved

1 What is the issue?

2

3

4

5

6

7

8

9

10

11

12

13

14

15

How will this impact scope, schedule & cost?

How do you intend to deal with this issue?

Who manages this issue?

F7

Options are: 5: High 4: Medium-high 3: Medium 2: Low-medium 1: Low

of 32

Action ItemsProject Project title here Project # Project # hereProject Manager Project manager name here Sponsor Sponsor name hereProject artifacts Location of project documents here Updated Date of update hereProject Acctg Code 123456789

ID Action Item Owner Status Da

te E

nte

red

Comments

1 What is the item to be completed?

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Pla

nn

ed

Co

mp

leti

on

Act

ual

C

om

ple

tio

n

Who manages this issue?

D7


of 32

Deliverable MilestonesProject Project title here Project # Project # here




ID Milestone Description Objectives Assumptions Constraints

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Planned Completion

Actual Completion

of 32

Work Breakdown StructureProject Project title here Project # Project # here




ID Task Dep

end

enci

es

Status Cost Start Date Resource

1 ID # of task

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Effort Hours or Man Weeks

Planned Completion

Estimate to Completion

D7


of 32

Work Breakdown Structure

Note: Suggest using Microsoft Project, Visio and other WBS software to replace this form

Project/Governace Organizational ChartProject Project title here Project # Project # hereProject Manager Project manager name here Sponsor Sponsor name hereProject artifacts Location of project documents here Updated


of 32

RosterProject Project title here Project # Project # hereProject Manager Project manager name here Sponsor Sponsor name hereProject artifacts Location of project documents here Updated Date of update hereProject Acctg Code 123456789

Name Title Dept. Phone Cell Phone E-Mail Project Role

000.000.0000 000.000.0000

Core/ Extended

Team

of 32

Name Title Dept. Phone Cell Phone E-Mail Project Role

Core/ Extended

Team

of 32

Roles and ResponsibilitiesProject Project title here Project # Project # hereProject Manager Project manager name here Sponsor Sponsor name hereProject artifacts Location of project documents here Updated Date of update hereProject Acctg Code 123456789

No. Name % A

ssig

ned

Function/Title Project Role Responsibility

Core/ Extended

Team

of 32

RASCI Chart(Responsibility, Approver, Supportive, Consulive, Informed)

Project Project #

Project Manager Sponsor

Project artifacts Updated

Project Acctg Code

Functional Roles

Activity Project Sponsor Business SME

Project Proposal Document A S C R C I IProject Kick Off Meeting I I S C I I RBusiness Requirements Document I A C R C S IFunctional Spec Document I A R S C S IVendor Recommendation I A R C C I IProject Charter I C A C I C RFinancial Review & Approval A S R S I I SBaseline Project Schedule I A S I S S R

RASCI Definitions: Stakeholder Definitions:R - Responsibility. Owns the work, process, issues or resource to complete the activity Project Sponsor - Person funding the project

A - Approver. Approves costs, scope and in some cases the timeline. It is assumed that Business Project Owner - Person who owns the implementation of the project

the Approver has financial authority or prior financial approval. or product for the business

S - Supportive. Provides resources or can play a supporting role in implementation. IT Project Owner - Person who owns the IT implementation of the project

C - Consulted. Has information and/or capability needed to complete the work. and the technical support of the final solution

I - Informed. Must be notified on results, but does not need consultation. IT Business Partner - Person who liases between the business and IT.

Business SME - Person who provides expertise in requirements gathering and

overall expertise in the product or solution

Business Project Manager - Person who coordinates the project deliverables from

the business side.

IT Project Manager - Person who coordinates the IT components of the project

Business Project Owner

IT Project Owner

IT Business Partner

Business Project

ManagerIT Project Manager

of 32

Resource Assignment MatrixProject Project title here Project # Project # here




Project Task Bu

sin

ess

En

d U

se

rs

Bu

sin

ess

Sp

on

so

r

IS S

po

ns

or

Bu

sin

ess

Dri

ver

Bu

sin

ess

Pro

jec

t L

ea

d

Pro

ject

Ma

na

ge

r

Bu

sin

ess

Sy

s. A

na

lys

t

Da

ta M

od

ele

r

DB

A

Da

ta S

tag

ing

De

sig

ne

r

Ed

uc

ato

r

Ap

pl'n

De

velo

pe

r

Te

ch

/Sec

uri

ty A

rch

ite

ct

Te

ch

Su

pp

ort

Sp

ec

iali

st

Da

ta S

tag

ing

Pro

gra

mm

er

Da

ta S

tew

ard

QA

An

aly

st

Project Management and Requirements

* Base your Phase and task/deliverbales in this RAM on your project schedule

Initiation

1 Develop preliminary project scope

2 Identify business need

3 Develop preliminary budget

4 Identify preliminary return on investment

5 Complete project charter

Planning

1 Establish project identity

2 Identify project team/resources

3 Conduct stakeholder analysis

4 Prepare draft project schedule

5 Conduct project kickoff meeting

6 Gather detailed user requirements

7 Define current business processes (as is)

8 Revise project schedule

9 Develop project communication plan

10 Develop project organizational structure

11 Identify training plan

12 Develop project quality plan

13 Develop scope management plan

14 Develop risk management plan

15 Develop change management plan

16 Develop cost management plan

17 Develop schedule management plan

18 Develop technical specifications

19 Develop technical architecture

20 Conduct project procurement

21 Finalize project budget

22 Finalize return on investment

23 Ongoing project management

Design

1 Specification Review

2 Detailed Project/Product Requirements Analysis

3 Design / Develop System

4 POC Design Test and Verification

5 Design Review, Final Phase Exit Review

Implementation

1 Develop training materials

2 Execute communication plan

3 Develop software

4 Develop new business processes (to be)

5 Deploy new software

6 Conduct training

of 32

Closure

1 Get deliverable acceptance

2 Close out contracts

3 Finalize budget

4 Finalize return on investment

5 Conduct closure survey

6 Conduct/document lessons learned

7 Archive project

Legend

Creates the deliverable C1: primary creator; C2: contributor

Input required I

Reviews the deliverable R

Approves the deliverable A

Notified when the deliverable is complete N

Owns the deliverable upon completion O

of 32

Assumptions and ConstraintsProject Project title here Project # Project # here




ID Description Comments Type Status Date Entered

1

2

3

4

5

6

7

8

9

10

D7

Options are: A: assumption C: constraint

E7


of 32

Decision LogProject Project title here Project # Project # here




ID Decision Description Comments Owner Status Date Entered

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

D7

Who made the decision?

E7


of 32

Communication PlanProject Project title here Project # Project # here




ID Communication Description Frequency Format Owner

1 What type of communication is this? Who sends? Who gets?

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Recipient/ Attendees

What is the description of the contents/purpose of this communication?

E7

Examples: E-mail Meeting

B8

Examples: Executive status report Team status report

of 32

Stakeholder AnalysisProject Project title here Project # Project # here


Project Artifacts Location of project documents here Updated Date of update here


ID Stakeholder Role Impact Influence Needs Responsibility

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Risk Tolerance

D7


E7


of 32

ExpectationsProject Project title here Project # Project # here




ID Expectation Description Source Must Have Want to Have Nice to Have Date Identified

of 32

Project Change Control LogProject Project title here Project # Project # here




Change Request Description Pri

ori

ty

Requested By Evaluator Status Comments

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Ch

ang

e C

on

tro

l #

Request Date

Deadline to Resolve

Impact of Sched (days)

Impact on Cost ($)

Date of Decision

C7


D7

Who identified the change needed?

I7

Who will decide what action is taken on the change?

J7

Options are: In review Rejected Deferred Approved

of 32

Deliverable Acceptance LogProject Project title here Project # Project # here




ID Deliverable Description Comments Evaluator Status

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Date of Decision

E7

Options are: In review Rejected Accepted

of 32

Man Power EstimateProject Project title here Project # Project # here




Name

Effort Hours Spent

Resource Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total

A plan 0

act 0

B plan 0

act 0

C plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

of 32

Man Power EstimateProject Project title here Project # Project # here




Name

Effort Hours Spent

Resource Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

plan 0

act 0

TOTAL plan 0 0 0 0 0 0 0 0 0 0 0 0 0

act 0 0 0 0 0 0 0 0 0 0 0 0 0

of 32

Project Quality MetricsProject Project title here Project # Project # here




ID Critical Success Criteria Potential Quality Metric Priority Metric Target Action Plan

of 32

IT/QA Testing Requirements MatrixProject Project title here Project # Project # here




The release contains the following features:

1

2

3

4

5

IMPORTANT: Test Requirements Are to Be Advised By Project Engineering Lead

Testing Type Req

uir

ed (

Y o

r N

)

Bu

sin

ess

Sp

on

sor

IT S

po

nso

r

Bu

sin

ess

Dri

ver

Bu

sin

ess

Pro

ject

Lea

d

Pro

ject

Man

ager

Sto

rag

e E

ng

inee

r

Sys

tem

s E

ng

inee

r

DB

A

Infr

astr

uct

ure

Arc

hit

ectu

re

Ap

pl'n

Dev

elo

per

Lea

d E

ng

inee

r

QA

Dep

artm

ent

Hea

d

QA

Man

ager

QA

Pro

ject

Lea

d

QA

Su

per

viso

r

Quality Testing Requirements

QA Round 1

1 Security

2 Operational Issues

3 Baseline Development

4 Initial fail over testing

5

QA Round 2

1 Load Testing

2 Performance Testing

3 3rd Party Connectivity

4 Orchestration (internal system interfaces)

5 Validate fail over

6 Run Book review (internal system interfaces)

7 Product Support Issues (check that logs do not fill up)

8

QA Round 3

1

2 Security (external interfaces)

3

4

5

QA Round 4

1

2

3

4

5

LegendCreates the deliverable C1: primary creator; C2: contributor

Input required I

Reviews the deliverable R

Approves the deliverable A

Endurance (run at 75-80% capacity for 72 hours minimum)

of 32

Notified when the deliverable is complete N

Owns the deliverable upon completion O

project management workbook

Documents