Project Records

The project workbook allows project managers, team members, sponsors and stakeholders to easily track and monitor
activities. Any of these worksheets can easily be broken out into separate documents.

Suggested Sheets for All Projects

Input Data
Minicharter
Status Report
Budget
CBA
Risks
Issues
Action Items
Milestones
WBS
Roster
R&R
RAM

Project Records
RCM
A&C
Decision Log
Communication Plan
Stakeholder Analysis
Expectations
Change Log
DAL
PERT
Delphi
TimeSum
Qual Metrics

Project Records

workbook allows project managers, team members, sponsors and stakeholders to easily track and monitor project
y of these worksheets can easily be broken out into separate documents.

Suggested Sheets for All Projects

Filling out the Data sheet completes the header portion of all remaining sheets in the project workbook.
The Project Minicharter sheet can be used as a charter for small projects or a summarization of a full charter for larger
projects.
The Stoplight Report sheet contains a status report that can be used to keep sponsors, team members, and stakeholders
informed of project progress.
The Budget sheet allows you to track original budget, expenditures to date, and any cost variance.
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 Management Matrix sheet 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 Issues Log sheet allows you to identify and monitor project issues (unplanned events that have happened).
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 Roster sheet provides contact information for all those involved on the project.
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.

Project Records
The Resource Commitment Matrix sheet shows how many effort hours each person on the project has been allocated by
month.
The Assumptions and Constraints sheet allows you to track project assumptions and constraints.
The Decision Log sheet allows you to track all major decisions made during the course of the 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.
The Stakeholder Analysis sheet allows you to identify stakeholders, their role and their requirements.
The
The
The
The
The
The

Expectations sheet allows you to identify and track the expectations of various stakeholders.
Change Control Log sheet allows you to track all change requests that are in process or finalized.
Deliverable Acceptance Log sheet allows you to track the status of deliverable acceptances.
PERT Analysis sheet allows you to perform PERT analysis on WBS tasks.
Delphi Exercise sheet allows you to develop estimates for WBS tasks through the Delphi technique.
Timesheet Totals sheet allows you to track effort hours of your entire team by individual and by month.

TheProject Quality Metrics sheet allows you toidentify critical success criteria, related quality metrics and theirpriority.

Project --->>
Project # --->>
Project manager --->>
Sponsor --->>
Project artifacts --->>
Last updated --->>

Project Minicharter
Project
Project manager
Project artifacts
Background

0 Project #
Sponsor
Updated

Business need and

business benefits

Objectives

Scope

In Scope

Out of Scope

Deliverables

Deliverable

Due Date

Flexibility matrix

Scope
Schedule
Cost

Key considerations
Assumptions & Constraints

Category

Key considerations

Project Minicharter

Success criteria

12345-

Signatures
Sponsor

Signature
Printed name
Date

Project manager

Signature
Printed name
Date

Project Minicharter
0

Out of Scope

Due Date

Risks
Risk Description

Project Minicharter

Stoplight Report
Project
Project manager
Project artifacts

0 Project #
Sponsor
Updated

Deliverables
5
6

Schedule
Scope
Cost
Risk
Issues
Planned completion
Est. completion
Management Alert
ID

Situation Requiring Management Attention

Action Plan

Accomplishments During Reporting Period

Planned
Date
Description of Accomplishment Completion Completed

ID

Deliverables

Title/Description
1
2

Owner

Title/Descriptio
6
7

Stoplight Report
3
4
5

8
9
10

10

Owner

Comments

Title/Description

Budget
Project
Project manager
Project artifacts

0 Project #
Sponsor
Updated

Budget Status
Approved Budget
$0.00

Planned Expenditures to
Date

Actual Expenditures to Date

$0.00

$0.00

Planned Remaining Budget

Actual Remaining Budget

$0.00

$0.00

Additional $ needed

Budget Details
Internal Expenses
Salaries
Type of resource
Type of resource
Type of resource
Type of resource
Type of resource
Type of resource

Other Internal Expenses

Type of expense
Type of expense
Type of expense

Total Internal Expenses

External Expenses
Consulting Costs
Type of consulting
Type of consulting
Type of consulting

Hourly Rate

# Hours

$0.00
$0.00
$0.00
$0.00
$0.00
$0.00

0.00
0.00
0.00
0.00
0.00
0.00

Budget
Capital Expenditures
Type of expense
Type of expense
Type of expense

Total External Expenses

Total Budget

Variance
$0.00

Variance
$0.00

Total Cost
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00

Total Cost
$0.00
$0.00
$0.00

$0.00
Total Cost
$0.00
$0.00
$0.00

Total Cost
$0.00
$0.00
$0.00

$0.00
$0.00

Cost/Benefit Analysis
Project
Project manager
Project artifacts

0 Project #
Sponsor
Updated

Project Development and Maintenance Costs

Description
Cost of Project Development
Salaries
Other internal expenses
Consulting costs
Capital expenditures
Total project costs
Cost of Support
Operational costs
Nonrecurring costs
Recurring costs
Total ongoing support costs

FY01

FY02

FY03

FY04

FY05

Total

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

Benefits/Savings
Current Process
Total annual price
New Process
Total annual price
Annual savings
Cumulative savings
Cumulative costs
Cumulative total net savings

FY01

FY02

FY03

FY04

FY05

Total

$0.00
$0.00
$0.00
$0.00

$0.00
$0.00
$0.00
$0.00

$0.00
$0.00
$0.00
$0.00

$0.00
$0.00
$0.00
$0.00

$0.00
$0.00
$0.00
$0.00

$0.00
$0.00
$0.00
$0.00

Future Value

Cost/Benefit Analysis
Present Value

Interest Rate

# Periods

Future Value
$0.00

# Periods

Present Value
$0.00

Present Value
Future Value
$0.00

Interest Rate

Net Present Value

Period

Cash Flow

Present Value

1
2
3
4
5

Totals

$0.00
Project development cost ---->
Net Present Value ---->

$0.00
$0.00

$0.00

Risk Management Matrix (Risk Register)

ID

Risk Description

0 Project #
Sponsor
Updated
Probabili
ty
Impact
Detecta
bility
Importa
nce

Project
Project manager
Project artifacts

1 What is this risk?

10

11

12

Category

Trigger
Event/Indicator

Risk Response and

Description

What act or event initiates

either the risk occurrence
or precipitates the response
strategy?

How will you respond to this

risk and what actions will
you take to match that
response?

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

Risk Management Matrix (Risk Register)

13

14

15

nt Matrix (Risk Register)

0

Owner

Who
monitors
this risk?

Date Date to
Status Entered Review

nt Matrix (Risk Register)

Issues Log
Project
Project manager
Project artifacts

ID

Issue Description

1 What is the issue?

2
3
4
5
6
7
8
9
10
11

0 Project #
Sponsor
Updated

Project Impact
How will this impact scope, schedule &
cost?

Action Plan/Resolution
How do you intend to deal with this issue?

Owner
Who manages this
issue?

Issues Log
12
13
14
15

Importan
ce

Date
Entered

Date to
Review

Date
Resolved

Action Items
Project
Project manager
Project artifacts

ID

Action Item

1 What is the item to be completed?

2
3
4
5
6
7
8
9
10
11
12
13
14

Project #
Sponsor
Updated

Owner
Who manages
this issue?

Status

Date
Entered

Planned
Completion

Action Items
15

Actual
Completion

Comments

Deliverable Milestones
Project
Project manager
Project artifacts

ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Milestone

Project #
Sponsor
Updated

Description

Planned
Completion

Actual
Completion

Objectives

Deliverable Milestones

Assumptions

Constraints

Work Breakdown Structure

ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14

Task

Project #
Sponsor
Updated
Dependen
cies

Project
Project manager
Project artifacts

ID # of task

Effort
Status Hours

Cost

Start Date

Planned
Estimate to
Completion Completion

Work Breakdown Structure

15

Actual Completion

Resource

Roster
Project
Project manager
Project artifacts

Name

Core/
Extended
Team

Project #
Sponsor
Updated

Title

Dept.

Phone

Cell Phone

000.000.0000

000.000.0000

Name

Core/
Extended
Team

Title

Dept.

Phone

Cell Phone

E-Mail

Project Role

E-Mail

Project Role

Roles and Responsibilities

Name

Core/
Extended
Team

Project #
Sponsor
Updated
%
Assigned

Project
Project manager
Project artifacts

Deliverables
Deliverables Leading Participating On

Project Role

Roles and Responsibilities

Responsibility

Other Project
Assignments

Resource Assignment Matrix

Project Management and Requirements

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

Data Modeler

Business Sys. Analyst

Project Manager

Business Project Lead

Business Driver

Internal Sponsor

Project Task

Business End Users

Project #
Sponsor
Updated
Customer Sponsor

Project
0
Project manager
Project artifacts

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
Execution

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
Closing

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
Input required
Reviews the deliverable

C1: primary creator; C2: contributor

I
R

Approves the deliverable

Notified when the deliverable is complete
Owns the deliverable upon completion

A
N
O

QA Analyst

Data Analyst

Data Staging Programmer

Tech Support Specialist

Tech/Security Architect

Appl'n Developer

OCM Consultant

Data Staging Designer

DBA

ributor

Resource Commitment Matrix

Project
Project manager
Project artifacts

Names

0 Project #
Sponsor
Updated

Jan

Feb

Mar

Apr

May

Effort Hours Committed

June
July
Aug

Sept

Resource Commitment Matrix

Total

Oct

Nov

Dec

Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

0
0
0
0
0
0

Assumptions and Constraints

Project
Project manager
Project artifacts

ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Description

Comments

Project #
Sponsor
Updated

Type

Status

Date
Entered

Decision Log
Project
Project manager
Project artifacts

ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Decision Description

Comments

Project #
Sponsor
Updated

Owner

Status

Date
Entered

Communication Plan
Project
Project manager
Project artifacts

ID

0 Project #
Sponsor
Updated

Communication

1 What type of communication is this?

2
3
4
5
6
7
8
9
10
11
12
13
14
15

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

Frequency

Communication Plan
16
17

Format

Owner
Who sends?

Recipient/
Attendees
Who gets?

Stakeholder Analysis
Project
Project Manager
Project Artifacts

ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Stakeholder

0 Project #
Sponsor
Updated

Role

Risk
Impact Influence Tolerance

Stakeholder Analysis

ysis
0

Needs

Responsibility

ysis

Expectations
Project
Project manager
Project artifacts

ID

0 Project #
Sponsor
Updated

Expectation Description

Source

Must Have

Want to Have

Expectations

Nice to Have

Date
Identified

Change Log

ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Change Description

0 Project #
Sponsor
Updated

Priority

Project
Project Manager
Project Artifacts

Originator

Date
Entered

Date
Assigned

Evaluator

Change Log

Status

Date of
Decision

Included in
Rev. #

Deliverable Acceptance Log

Project
Project manager
Project artifacts

ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Deliverable Description

Comments

Deliverable Acceptance Log

Project #
Sponsor
Updated

Evaluator

Status

Date of
Decision

PERT Analysis
Project
Project Manager
Project Artifacts

ID

Task

Most
Likely

Project #
Sponsor
Updated

Min

Max

15/15
PERT Comp'
Est ed Est
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Std +1 Std
Dev
Dev
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-1 Std
Dev
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PERT Analysis
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PERT Analysis
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+2 Std
Dev
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-2 Std +3 Std
Dev
Dev
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-3 Std
Dev
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Delphi Exercise
Project
Project manager
Project artifacts

0 Project #
Sponsor
Updated

Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Task
Team members

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Delphi Exercise
Most likely
Minimum
Maximum

Delphi Exercise
Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Delphi Exercise
Task
Team members
Most likely
Minimum
Maximum

Sample task here

Name 1

Name 2

Name 3

Name 4

Name 5

Name 6

Name 7

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total

Average

0
0
0

#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Name 8

Total
0
0
0

Average
#DIV/0!

Timesheet Totals
Project
Project manager
Project artifacts

Name

0 Project #
Sponsor
Updated

Jan

Feb

Mar

Apr

May

Effort Hours Spent

June
July
Aug

Sept

Timesheet Totals

Total

Oct

Nov

Dec

Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

0
0
0
0
0
0

Project Quality Metrics

Project
Project Manager
Project Artifacts

ID

Critical Success Criteria

Project #
Sponsor
Updated

Potential Quality Metric

Priority

Metric Target

Act

Action Plan