Project Plan Definition

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Purpose
The Project Plan formalizes the following:

Agreement between the Executive Sponsor and Project Manager

Project purpose

Business and project goals and objectives

Scope and expectations

Roles and responsibilities

Assumptions and constraints

Quality Management approach

Project Management approach

Ground rules for the project

Components
Each Project Plan component is essentially a work product resulting from
subtasks in the Make Plan Project Management task, but can be revised during
other project management activities. It is important to document all parameters
that will have an impact on the project, its planning and execution.

Author:
Creation Date:
Last Updated: 6/3/2014 12:47:00 PM
Version:

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Project Plan Definition

1.1.1. Introduction
Purpose of the Plan
State the purpose of the Project Plan. Indicate in a short statement that the Plan will
provide a definition of the project, including the business goals and objectives. In
addition, state that the Plan is an contract between the Project Manager, Executive
Sponsor, Project Team and other management of the enterprise associated with and/or
affected by the project.

Background Information about the Project

Describe the project history. Include information such as previous initiatives, business
environment changes (may be related to competition, regulation, resource availability),
and the impetus and rationale for the project. Describe, in essence, how the project
came about.

Project Approach
Explain how the various behavioral and team management techniques, methodology
and task structure will be utilized most effectively to meet the requirements and
objectives of the project. State which development path was chosen to complete the
project and the reason for the selection. Identify the character of the project (standard,
pathfinder, demonstration, etc.).

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1.1.2. Goals and Objectives

Business Goals and Objectives
Goals and Objectives are defined as follows:
Goal:
A goal is an aspiration of the company that states a direction in which the
company will focus its efforts in support of its mission.
Objective:
Objectives are short-term targets (typically 12-24 months or less) of defined,
measurable achievement.
In the Business Goals and Objectives section, identify the corporate goals and
objectives that the project intends to support, as well as how they are measured.
Some typical business objectives are:

Decrease costs, errors, reworks by a specific percentage

Decrease processing or turnaround times by a specific percentage

Increase productivity or capacity by a specific percentage

Eliminate backlogs by a specific percentage

Increase market share by a specific percentage

Reduce risk by a specific percentage

Comply with regulatory requirements (avoid fines or penalties)

Provide better access to data needed for decision making within a specific
time limit

Project Goals and Objectives

State the goals and objectives expected to be achieved as a result of implementing the
project, and describe how meeting them will support the corporate objectives and
goals. Set project objectives by establishing why the project has been commissioned
and what it is expected to achieve for the enterprise. Identify the specific results to be
realized and the benefits to be achieved. Be certain to establish the time frame in which
the objectives are expected to be met. Define a visible method to monitor and measure
progress in meeting the objectives.

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1.1.3. Scope
A clear and concise definition of scope is key to the success of any project. Scope
should describe from a quantitative perspective what is to be accomplished. Its purpose
is to aid in establishing realistic work plans, budgets, schedules, and expectations.
Should identified work arise that falls outside the defined scope, the Project Manager
must either deem the work out of scope and defer it, or expand the scope of the project
to include the work. The latter choice would result in formal changes to the work plan,
resource allocation, budget and/or schedule.

Scope Definition
State specifically what work will be done and which parts of the enterprise will and will
not be included in the project. If the project is part of a phased approach, it may include
deliverables from the previous stage and the scope defined by which objects will be
further defined and developed. Focus on the components identified within the Project
Plan Scope Definition. Define the scope of the project by determining which criteria
constitutes maintenance of the product. This will prevent the occurrence of scope
creep and never-ending projects.
Scope definition should identify:

The architectural components involved

The parts of the enterprise included in the project

The enterprise locations to be included

The types of information handling and their associated technologies to be included

Costs, Benefits and Risks

This is the financial scope of the project. Briefly state the costs and benefits associated
with the project and include a reference to the Project Budget Report and/or Cost
Benefit Analysis Report in the attached Appendix. In the Costs section include the cost
of administrative time, meetings and project management task time.
Include a description of the Risk Management approach to be used on the project and
refer to the Risk Assessment contained in an Project Plan Appendix. The Risk
Management Technique within Architect can provide the foundation for structuring such
an approach.
A Risk Assessment should be performed and the findings should be attached as a
document in the Project Plan Appendix. The Risk Assessment is concerned with
identifying, characterizing, prioritizing and deciding whether to accept the exposure
associated with each risk that threatens the projects ability to meet its objectives within
schedule and budget. State how often a risk assessment will be performed throughout
the life of the project, the potential impacts on the projects success, and how the
results and recommended contingencies to manage or mitigate the risks will be
communicated to those interested/involved parties.
State that Risk Reduction is continually performed throughout the life of the project.
Risk Reduction is concerned with developing and executing corrective measures,
monitoring corrections and evaluating their effectiveness. Corrective actions must be
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agreed upon, based on the assessed impact of the risk, the projects ability to accept
the risk, and the feasibility of mitigating the risk.
Be sure to include the option of using the Project Risk Metric Model within Architect,
which can help the Project Manager assess the overall project risk level. Distinct risk
reduction actions are suggested within the Model that can effectively lower the level of
risk exposure for each type of risk that a project faces.

Project Products/Deliverables List

This is the deliverable scope. Project Products may include formal deliverables as well
as informal concrete results. Include in this section a list of the deliverables and their
contents (if appropriate) to be produced during the project. Detailed descriptions of
each deliverable may be contained within the Appendix. Including a detailed list of
deliverables in the Appendix provides a structured approach that ensures that all
persons involved in the project understand what is expected. The components of the
list should include for each deliverable:

Stage

Deliverable Name

Description

Acceptance Criteria

Assigned to (Team Member Name)

Date(s) in Progress

Quality Review Date

Delivery Date

Acceptance Date

Remember to include project management deliverables, such as the Project Plan and
Work Plan.

Milestones
This is the temporal scope of the project. List and briefly describe significant project
accomplishments that will act as primary checkpoints for the projects progress and cost
measuring. These are generally the points at which the completion of an activity or
group of activities causes the project to reach a milestone by producing a highly visible
or significant product or result (e.g., equipment delivery, material delivery, review
meeting, approval checkpoint). Not every task completion date in the project will be a
milestone, but every milestone should be tied to a deliverable.
For budgeting purposes and to aid in monitoring project progress, calculate the
percentage of completion that the project should achieve at each major milestone.
Include also the estimated time of completion for each milestone. On large projects, it is
recommended that milestones be within two months of each other. Milestones are
targets that should be met without deviation from the estimate. If they are not met, it is
likely that the project will not finish on time. Ensure that milestones are clearly identified
in the Project Work Plan.

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Impacted Business Areas

This is the organizational scope of the project. Identify business areas that are
impacted during the duration or completion of the project and state how they are
impacted. For example, if the project is an application development project, some
organizations may have to perform processes manually until the new automated
process is implemented. If a business area cannot function at all during the course of
the project, the project timing should be of high priority.

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1.1.4. Assumptions
Briefly describe any assumptions made about the project related to resources, scope,
expectations, schedules, etc. Assumptions should be specific and measurable.

1.1.5. Constraints
Project Constraints
Describe the principal constraints and limitations under which the project must be
conducted, concerning the project environment or parameters (timeframes and
deadlines, funding, skill levels, resource availability, etc.).

Related Projects
List any other projects that are impacted by the project described in the Plan. Managers
of related projects should be kept in the communication loop on all matters related to
this project.

Critical Dependencies
It is essential that the dependencies between related tasks and subtasks be
understood to ensure that tasks are sequenced correctly and that the critical path of a
project is recognized. Indicate that a detailed Project Network-PERT Chart, which
depicts the work dependencies between project tasks, is included in the Project Plan
Appendix.
Determine the relationship between work performed in a given task or subtask with the
work performed in other tasks or subtasks. Identify the predecessor and successor
activities, the nature of the dependency between them and the amount of gap, lag time
or overlap that can occur between the activities. Indicate whether each dependency is
Start to Start, Finish to Finish, Start to Finish or Finish to Start.
Identify any tasks within a related project on which this project is dependent and
describe the relationship. Account for these dependencies in the project risk analysis
and develop contingency plans as needed to circumvent problems arising from projectto-project dependencies.

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1.1.6. Quality Management Approach

Activity Reviews/Walkthroughs
Identify the types of project reviews and walkthroughs that will be conducted. Include
items such as test plans and test scripts to be reviewed. Indicate when reviews should
occur in relation to other tasks.

Tools and Techniques

List and briefly describe the tools and techniques that will be used on the project to
ensure quality. Tools may include specific software packages for project scheduling,
testing, etc.

Test Approach
Briefly describe the approach that will be used to test the project results prior to putting
them into production. All products developed as a result of the project should be tested.

Performance/Quality Standards
Identify any performance or quality standards that must be met upon approval of the
final results of the project. This may include acceptance criteria for the final work
product.

Quality Management Roles

Define the specific quality management roles and their accompanying responsibilities
that individuals will be assigned to ensure quality on the project. Responsibilities should
include reviewing work products produced by both Project Team members and Project
Managers.

Training
State how the necessary training will be conducted and the approach to evaluate the
training.

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1.1.7. Project Management Approach

Work Breakdown Structure (WBS) Gantt Chart
Include a high-level WBS of the project, highlighting the stages and major tasks that
must be performed to complete the project. Architect: Planner may be used to create a
WBS. Indicate that a detailed WBS is included in the Project Plan Appendix. A Gantt
Chart reflects the project schedule, which is composed of the WBS, the projected dates
each task is to be started and completed, and the resources assigned. The Architect
Process Blueprints provide a standard WBS for a variety of development
methodologies, and may be used intact on a project or customized as required. For
projects that do not adhere to a specific methodology, a new WBS may be created.

Basis of Estimates
State how the metric estimates in the WBS have been generated. Indicate if any
special criteria, such as on-project training, affect the metrics.

Project Effort Estimation

Describe the general approach for resource estimating. Include the following
categories:

Project Team Members/Administrative Support - generally describe the types of

resources to be used, the quantity of work required from each resource for each
activity, and the rationale for how their time is allocated.

Projects, Facilities & Equipment - Describe how these resources will be made
available (existing, lease, purchase) and generally describe the timing of outlays.

End-user Management - Describe the extent to which these resources will be

involved with reference groups, project reviews, etc.

Resource requirements, including an accounting of resource usage over time, should

be included in the Work Plan.

Project Standards
Identify standards agreed to by the Project Team that govern the way in which the
project will be conducted. Such standards include team behavioral norms, status
reporting, staff meetings, product review acceptance criteria, and celebration criteria.
Describe which standards, if any, already exist within the enterprise and are appropriate
for reuse on the project. Such reusable standards typically include project model
management, technology, documentation management and training techniques,
naming conventions, quality assurance, and testing and validation. These may be
standards that are recognized and embraced by the industry as a whole, or those that
are unique to the enterprise.

Project Roles and Responsibilities

Identify specific resources that are required to complete the project. Determine the
availability of the resources and assign them to the project. People are a primary
project resource. The selection of individuals to serve on a project team depends upon:
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Role requirements

Availability of the resource

Methodology and process knowledge

Technology knowledge

Current systems knowledge

Knowledge of the business, business processes and procedures

Knowledge of preceding project states

Subject matter expertise

In addition to skilled project team members, project resources include project

workspace and supplies, software, hardware and telecommunications facilities. A chart
depicting such information may be included in the Project Plan Appendix.

Change and Issue Management Approach

Include a description of the issue management approach to be used on the project.
Issues should be tracked for all items that arise during the project but are outside of the
project plan. State that issues will be logged in the Project Impact Report Log, and
explain how they will be handled for resolution. If numerous departments and
organizations within the enterprise are involved in or impacted by the project, indicate
the chain of authority for resolving and escalating issues.
Define the approach to be used to manage any changes to the project scope, timeline,
budget or resources that must be approved by the Executive Sponsor prior to being
incorporated into the Project Plan. Include a copy of a Project Impact Report in the
Project Plan Appendix.

Communications and Control Approach

Describe the roles and responsibilities of each Team Member along with the
communication plan to ensure that Team Members understand what is expected of
them. Describe the mechanism for communicating responsibilities across the Project
Team and within the organization at large (to the extent that it is required).
Develop a specific strategy that promotes communication among Team Members if the
Project Team is geographically dispersed. If the Project Manager is expected to travel
between locations to enhance Team morale and communication, outline this in the Plan
and ensure that such travel is built into the budget and schedule.
Indicate the method for maintaining the Project Plan, including how each Team Member
will report progress specific to each assigned task. Define how often the Project
Manager will update the Plan using the scheduling software. Identify how progress on
the project will be determined and how it will be communicated to those involved in or
impacted by the project. Identify how often status reports will be distributed and to
whom. Determine how often progress meetings will be held and who is expected to
attend. If external contractors are involved in the project, identify how their performance
and progress will be monitored.

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1.1.8. Attachments/Appendices
Any item that is a detailed work product produced while planning the project should be
included as an Attachment or Appendix to the Project Plan. Appendices should
represent detailed levels of information and related documents. Such work products
include, but are not limited to, the following items:

Project Work Plan

This is a detailed WBS of all stages, tasks and subtasks. It includes a Gantt Chart
which shows estimates of how long it will take to complete each subtask, task and
stage, the resources required to complete each task, the task dependencies and
interrelationships, and any special considerations that must be made. When creating
this WBS, use Architect: Planner to specify which role will perform each subtask. All
assumptions and constraints must be taken into consideration. Since scheduling is an
iterative process, the Project Manager must continually review the Project Work Plan
and adjust it based upon ongoing activities and progress achieved.

Project Network-PERT Chart

This is a network diagram showing the work dependencies between project tasks and
subtasks.

Project Team Contact Directory

This is a list of all Team Members and other individuals involved in or impacted by the
project. The list should include their names, physical locations, phone numbers,
alternative contact numbers, User-IDs, Mail Stops, home addresses, titles, and any
other pertinent information that will enable better communication between the impacted
individuals. This list may be produced as a result of Stakeholder Analysis.

Risk Assessment
A Risk Assessment, Risk Reduction Plan and supporting risk documentation should be
included in the Project Plan Appendix.

Project Budget Report/Cost Benefit Analysis Report

If a budget has been approved for the project, attach a copy of the Project Budget
Report in the Appendix for individuals who need to access budget information. A Cost
Benefit Analysis Report should be completed during the planning stage of the project.
The Cost Benefit Analysis and Project Budget Report may contain information on the
same or different items, depending on the project type and scope.

Project Impact Report

A copy of the standard Project Impact Report should be included in the Project Plan
Appendix, to be used by individuals included in or impacted by a project.

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1.1.9. Approvals
Sign-off Sheet
Include a Sign-off Sheet that must be signed by the Project Team, Project Manager,
Executive Sponsor and management of the enterprise associated with the project (i.e.,
Steering Committee, Board of Directors, Internal Reference Group, etc.). The Sign-off
Sheet represents the contract between the project and the business area affected by
the project. A separate sign- Sign-off must be obtained each time the Project Plan is
revised.

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Project Plan
<Name of Project>

Author:
Creation Date:
Last Updated: 6/3/2014 12:47:00 PM
Version:

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Project Plan

Table of Contents
Project Plan Definition..................................................................................................1
Purpose..............................................................................................................1
1. Introduction............................................................................................................2
Purpose of the Plan...........................................................................................2
Background Information about the Project........................................................2
Project Approach................................................................................................2
2. Goals and Objectives............................................................................................3
Business Goals and Objectives.........................................................................3
Project Goals and Objectives............................................................................3
3. Scope.....................................................................................................................4
Scope Definition.................................................................................................4
Costs, Benefits and Risks..................................................................................4
Project Products/Deliverables List.....................................................................5
Milestones..........................................................................................................5
Impacted Business Areas..................................................................................6
4. Assumptions...........................................................................................................7
5. Constraints.............................................................................................................7
Project Constraints.............................................................................................7
Related Projects.................................................................................................7
Critical Dependencies........................................................................................7
6. Quality Management Approach.............................................................................8
Activity Reviews/Walkthroughs.........................................................................8
Tools and Techniques........................................................................................8
Test Approach....................................................................................................8
Performance/Quality Standards........................................................................8
Quality Management Roles...............................................................................8
Training..............................................................................................................8
7. Project Management Approach.............................................................................9
Work Breakdown Structure (WBS) Gantt Chart................................................9
Basis of Estimates.............................................................................................9
Project Effort Estimation....................................................................................9
Project Standards..............................................................................................9
Project Roles and Responsibilities....................................................................9
Change and Issue Management Approach.....................................................10
Communications and Control Approach..........................................................10
8. Attachments/Appendices.....................................................................................11

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Project Work Plan............................................................................................11

Project Network-PERT Chart...........................................................................11
Project Team Contact Directory.......................................................................11
Risk Assessment..............................................................................................11
Project Budget Report/Cost Benefit Analysis Report......................................11
Project Impact Report......................................................................................11
9. Approvals.............................................................................................................12
Sign-off Sheet..................................................................................................12
Table of ContentsIntroduction.......................................................................................2
Introduction...................................................................................................................5
Purpose of Plan.................................................................................................5
Background Information about the Project........................................................5
Project Approach................................................................................................5
Goals and Objectives....................................................................................................6
Business Goals and Objectives.........................................................................6
Project Goals and Objectives............................................................................6
Scope Definition.................................................................................................7
Costs, Benefits and Risks..................................................................................7
Project Products/Deliverables List.....................................................................8
Milestones..........................................................................................................9
Impacted Business Areas..................................................................................9
Assumptions...............................................................................................................10
Project Assumptions.........................................................................................10
Constraints..................................................................................................................11
Project Constraints...........................................................................................11
Related Projects...............................................................................................11
Critical Dependencies......................................................................................11
Quality Management Approach..................................................................................12
Activity Reviews/Walkthroughs.......................................................................12
Tools and Techniques......................................................................................12
Test Approach..................................................................................................12
Performance/Quality Standards......................................................................12
Quality Management Roles.............................................................................12
Training............................................................................................................12
Project Management Approach..................................................................................13

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Work Breakdown Structure (WBS) Gantt Chart..............................................13

Basis of Estimates...........................................................................................13
Project Effort Estimation..................................................................................13
Project Standards............................................................................................13
Project Roles and Responsibilities..................................................................13
Communications and Control Approach..........................................................14
Attachments/Appendices............................................................................................15
Appendix A - Project Work Plan.......................................................................15
Appendix B - Project Network-PERT Chart.....................................................15
Appendix C - Project Team Contact Directory.................................................15
Appendix D - Risk Assessment........................................................................15
Appendix E - Project Budget Report/Cost Benefit Analysis Report................15
Appendix F - Project Impact Report................................................................15
Appendix G - Project Resource Requirements Checklist...............................16
Approvals....................................................................................................................18
Sign-off Sheet..................................................................................................18

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Project Plan

Introduction
Purpose of Plan

Background Information about the Project

Project Approach

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Goals and Objectives

Business Goals and Objectives

Project Goals and Objectives

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Scope

Scope Definition

Costs, Benefits and Risks

Describe each risk type in the table. For each, determine the cost of the event and the
likelihood that the event might occur. Identify how you will reduce the impact of each
risk event (mitigation).*

RiskEvent

Costof
Event

Likelihood
ofEvent

MitigationStrategy

*Note: If the Risk Analysis Detail becomes too large and cumbersome, move it to an
Appendix with a reference at this location.

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Project Products/Deliverables List

This worksheet is designed to keep track of all of your projects deliverables in an orderly fashion. Name and describe each deliverable
and cite the version, phase of the project lifecycle in which it must be delivered, delivery schedule and status. Include the Team Member
who is the point person for either creating the deliverable or making sure it gets completed.
NOTE: You may wish to attach separate sheets that checklist the specific Acceptance Criteria that must be met by a given deliverable.

Stage

Deliverable
Name

Description

Acceptance
Criteria

Assignedto
(Team
Member
Name)

InProgress
(Date)

Quality
Reviewed
(Date)

Delivered
(Date)

Accepted
(Date)

Initiation
Planning
Requirements
Analysis
Business
Analysis
Design
Implementation
Rollout
Close

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Milestones

Impacted Business Areas

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Assumptions
Project Assumptions

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Constraints
Project Constraints

Related Projects

Critical Dependencies

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Project Plan

Quality Management Approach

Activity Reviews/Walkthroughs

Tools and Techniques

Test Approach

Performance/Quality Standards

Quality Management Roles

Training

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Project Plan

Project Management Approach

Work Breakdown Structure (WBS) Gantt Chart

Basis of Estimates

Project Effort Estimation

Project Standards

Project Roles and Responsibilities

Detailed Roles and Responsibilities Definitions Chart*

Role
ProjectTeamMember

Responsibility

*Note: If the Detailed Roles and Responsibilities Definitions Chart becomes too
large and cumbersome, move it to an Appendix with a reference at this location.

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Project Plan

Change and Issue Management Approach

Communications and Control Approach

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Project Plan

Attachments/Appendices
Appendices may include, but are not limited to, the following items:

Appendix A - Project Work Plan

Appendix B - Project Network-PERT Chart

Appendix C - Project Team Contact Directory

Appendix D - Risk Assessment

Appendix E - Project Budget Report/Cost Benefit Analysis Report

Appendix F - Project Impact Report

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Project Plan

Appendix G - Project Resource Requirements Checklist

ProjectRequirementsChecklist
Item

Quantity

When
Availability
Required? Secured?

ForHow
Long?

Comments/
Action

HumanResources
CoreTeamMembers
ParttimeTeam
Members
TechnicalSpecialists
BusinessExperts
CurrentSystems
Experts
BusinessSponsors
Consultants
TrainingResources
Supportstaff
PhysicalResources
ProjectWorkspace&
Supplies:
OfficeSpace
MeetingRooms
OfficeFurniture
OfficeSupplies
Software:
WordProcessor
Project
ManagementTool
SpreadsheetTool
GraphicsTool
PresentationTool
Methodology
Application
Development
Tools
ProjectRepository
Hardware:

PCs
(configured)

Network

Servers
Telecommunication
Facilities:
FaxMachines
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ProjectRequirementsChecklist
Item

Quantity

When
Availability
Required? Secured?

ForHow
Long?

Comments/
Action

InternetAccess
Tele/Video
Conferencing
Phones

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Project Plan

Approvals
Sign-off Sheet
I have read the above Project Plan and will abide by its terms and conditions and
pledge my full commitment and support for the project.
Executive Sponsor:

Date:

Project Manager:

Date:

Project Team Member:

Date:

Project Team Member:

Date:

Project Team Member:

Date:

Project Team Member:

Date:

Enterprise Manager:

Date:

Enterprise Manager:

Date:

Enterprise Manager:

Date:

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