Texas Department of Information Resources

PM Lite 2.0
Process
Documentation

Version: 2.0 • February 27, 2015

 Texas Department of Information Resources

Section 1. PM Lite 2.0

1.1 Description
PM Lite (Project Management Lite) is a project management process made up of tools, templates,
and best practices that empowers its users to be more efficient and effective in project delivery
regardless of project size1 or complexity.

In PM Lite’s most recent release (PM Lite 2.0) DIR’s PPMO simplified Project Management Institutes
(PMI) project management processes facilitating a “liter”, and easy to use, toolset that aligns to a
global standard.

The Program and Portfolio Management Office (PPMO) at DIR have created the PM Lite process to
help enable state and local entities to achieve their core missions through successful project
delivery. PM Lite is an optional process. Using these tools and templates can help your organization
achieve project consistency, standardization, and project success.

1.2 Uses
Anyone formulating and running a project can use these tools, templates, processes and best
practices. The PM Lite process, can be used to manage projects regardless of project size,
complexity, project type, or methodology.1

Section 2. PM Lite 2.0 Templates

File Project
Template Name Version Description/Purpose
Format Phase
The Business Case defines the business need
along with the necessary information, from a
Portfolio
business standpoint, to determine whether or
Review
*Business Case 2.0 .doc not the project is worth the required investment.
(Pre-
It demonstrates alignment to business and
Initiation)
strategic objectives and is used to prioritize the
project among other project demands.
The Project Charter officially authorizes the
project and allocates resources. The chartering
*Project Charter 2.0 .doc
process forms the project core team and
Initiation
officially kicks off the project.
Project The Project Management Plan defines "how"
Management 1.0 .doc the project is executed, monitored and Planning
Plan controlled, and closed.
The Project Schedule is a Microsoft schedule, it
.mpp
is created to help plan and track important
*Project Schedule 1.0 -OR-
dates within the project.
Planning
.xlsx
The Requirements Document details specific
Requirements
2.0 .xlsx project and product requirements that must be Planning
Document met to satisfy the business objectives.
The Milestone Timeline is used as a “visual”
representation of the schedule for key project
Milestone Timeline 2.0 .vsd deliverables and milestones. The Milestone Planning
Timeline is beneficial for presenting a visual
schedule for the project.

1 PM Lite does NOT supersede the Texas Project Delivery Framework.

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 Texas Department of Information Resources

File Project
Template Name Version Description/Purpose
Format Phase
The Project Register is a tool that can be used
to capture and track key project information,
Monitor &
*Project Register 2.0 .xlsx making it easier to monitor, control, and track
Control
project details throughout the life of the
project.
The Project Meeting Notes Template is used to
Project Meeting Monitor &
2.0 .doc document and communicate notes for all
Notes Control
project meetings.
The Status Report is utilized for communicating
Project Status the overall health of the project to the core Monitor &
2.0 .doc
Report team and key project stakeholders to keep Control
everyone abreast of project progress.
The Project Change Request (PCR) is used by
Project Change the Project Manager to request a change to Monitor &
2.0 .doc
Request the project scope, schedule, costs, project Control
milestones and/or deliverables.
The Lessons Learned document is used to
identify and preserve the lessons learned on
each project. The purpose of this document is
to help the project team share knowledge
*Lessons Learned 2.0 .doc
gained from the experience. A successful
Closure
Lessons Learned program will help project
teams repeat desirable outcomes and avoid
undesirable outcomes.
The Project Closure document formalizes the
*Project Closure 2.0 .xlsx
completion of the project.
Closure
*These templates are highly recommended when using PM Lite, regardless of project size or complexity. 1

Section 3. PM Lite 2.0 Process

The PM Lite 2.0 Process has five core phases and one pre-process phase. The five
phases represent a typical project life-cycle. They include initiation, planning,
executing, monitoring and controlling, and closure. The diagram below identifies which
templates are typically created and/or completed during each phase of the project
lifecycle.2

2PM Lite 2.0 is based on Project Management Institute (PMI) five process groups as defined in the Project Management
Body of Knowledge (PMBOK).

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 Texas Department of Information Resources

3.1 Portfolio Review (Pre-Initiation)

The Portfolio Review is a DIR internal process for prioritizing, aligning, and evaluating project
requests. When the business idea is submitted by the Project Sponsor, the Portfolio Review Board
reviews and assigns the project to a Project Manager based on prioritization and strategic
alignment.

3.1.1 Business Case

► The Project Sponsor or Business Owner submits this template. This template will
address the business issue and the expected business outcome as well as the
key resources necessary for the project. It is defines how the project will align
to the goals of the agency and/or state.

3.2 Initiation
The Initiation Phase reviews the business idea and turns it into a formal project.

3.2.1 Key Activities:

► Review Lessons Learned from similar projects
► Identify project risks and constraints
► Define expected outcomes and key milestones
► Define high-level scope, schedule, and costs
► Identify Stakeholders
► Identify Resources
► Schedule Project Kickoff
► Define project roles and responsibilities

3.2.2 Project Charter

► The Charter is where you will define a project scope, create an estimated timeline,
and establish a project budget. Once this document has been completed and
approved, the Initiation Phase closes and the project moves into the Planning Phase.

3.3 Planning
The Planning Phase develops the approach and schedule for delivering the project. The triple
constraint (Scope, Schedule, and Cost) is finalized in the Planning Phase. The project team is
formalized and the communications plan and project deliverables are identified.

3.3.1 Key Activities:

► Finalize the project goals/scope
► Identify project/product requirements and project metrics and key performance
indicators
► Develop the project schedule & high-level milestones
► Assign project tasks
► Solidify the project team
► Develop Project Plan, including Communications Plan for Stakeholders

3.3.2 Project Schedule

► The Project Schedule Template is pre-configured to align to standard Project
Management life cycle processes. There are two versions of the PM Lite 2.0 Project
Schedule Template. One is a MS Project and the other an Excel spreadsheet. Pick the
tool that works best for your project and organization. The project schedule allows you
to plug in dates, resources, and budget information. Once populated with dates and
resources, key performance indicators (KPIs) such as schedule variance and %
complete, can then help track the project performance.

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 Texas Department of Information Resources

3.3.3 Requirements Document

► This template provides a mechanism to track product/project deliverables against
requirements to ensure business and product requirements are met.

3.3.4 Milestone Timeline

► A Milestone Timeline can be created using MS Visio, a diagramming application. Once
a project schedule is created the key deliverables and milestones should be mapped
and aligned to the “visual” milestone timeline according to when they will occur in the
project.

3.3.5 Project Management Plan

► This template lays out a plan and strategy for “how” the project will be executed. The
Project Charter defines the “what” while the Project Management Plan defines the
“how”.

3.4 Execution
In the Execution Phase, the project plan is worked, the project deliverables are completed, and
the project is implemented or “goes live.” The Execution Phase is where the work defined in the
Project Charter is performed to satisfy the project objectives.

3.4.1 Key Activities:

► Execute the project plan
► Maintain project communications
► Manage quality of deliverables
► All project tools and templates should be used as appropriate to ensure on time
project delivery

3.4.2 Templates
All PM Lite 2.0 tools and templates can be used during this phase.

3.5 Monitoring & Controlling

The Monitoring & Controlling Phase of the project is an overarching phase that commences in the
Initiation Phase and extends through Project Closure. Templates included in the Monitoring &
Controlling phase include reporting, tracking, and communication tools to ensure successful
project delivery.

3.5.1 Key Activities:

► Track project status
► Track and communicate project activities
► Monitor project health and status
► Measure/monitor & report project key performance indicators

3.5.2 Project Register

► The Project Register can be used to track action items, decisions, deliverables, risks,
issues, stakeholder contact information, and more.

3.5.3 Meeting Notes

► The Meeting Notes Template is meant to be utilized at all project meetings to
document the meeting agenda, action items, decisions made in the meeting, who
attended the meeting and scheduling the next meeting.

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 Texas Department of Information Resources

3.5.4 Status Report

► The Status Report communicates key performance indicators (KPIs), key project dates,
and key risks/issues related to the project in order to keep all project players equally
informed.

3.5.5 Project Change Request (PCR)

► Use this form to document major changes in the project that impact scope, schedule,
costs, quality, or key project performance and health. This form should NOT be used to
manage daily operational project management, project monitoring and control
activities, as doing so will add significant overhead to the project management
activities.

3.6 Closure
In the Project Closure Phase, the project artifacts are archived in the project repository, the project
activities are completed, and the project transitions to operational status.

3.6.1 Key Activities:

► Transition project
► Close the project
► Archive project artifacts
► Document lessons learned
► Perform Customer Satisfaction Survey

3.6.2 Lessons Learned

► Populate the Lessons Learned document using Project Register information and any
other pertinent project artifacts, as well as project team feedback obtained from any
lessons learned brainstorming.

3.6.3 Project Closure

► The Project Closure Template documents confirmation that all in scope business
objectives have been met and necessary project items have been finalized. This
includes making sure all listed project deliverables have been completed and project
documentation saved in suitable shared storage. This template also allows you to
document how outstanding actions/issues are to be handled.

Section 4. PM Lite Process Best Practices

► PM Lite 2.0 Best Practice. For process and template best practices see the PM
Lite 2.0 Best Practice document.

Section 5. Feedback
If you have any questions on PM Lite or on project management practices, please
contact DIR’s PPMO at [email protected].

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