For instructions on using this template, please see Notes to Author/Template Instructions on page 11.

Notes on accessibility: This template has been tested and is best accessible with JAWS 11.0 or higher.
For questions about using this template, please contact CMS IT Governance. To request changes to the
template, please submit an XLC Process Change Request (CR).

Centers for Medicare & Medicaid Services

CMS eXpedited Life Cycle (XLC)

<Project Name / Acronym>

Staffing Management Plan
Version X.X
MM/DD/YYYY

Document Number: <document’s configuration item control number>

Contract Number: <current contract number of company maintaining document>
CMS XLC Table of Contents

Table of Contents
1. Introduction .............................................................................................................. 1
1.1 Purpose ........................................................................................................... 1
1.2 Audience ......................................................................................................... 1
2. Overview ................................................................................................................... 1
3. Assumptions/Constraints/Risks ............................................................................. 1
3.1 Assumptions.................................................................................................... 1
3.2 Constraints ...................................................................................................... 1
3.3 Risks ............................................................................................................... 1
4. Staff Management Approach .................................................................................. 1
4.1 Methods & Tools ............................................................................................. 1
4.2 Staff Required ................................................................................................. 2
4.3 Staff Acquisition and Organization .................................................................. 3
5. Staff Development ................................................................................................... 4
5.1 Staff Orientation .............................................................................................. 4
5.2 Training Required ............................................................................................ 4
5.3 Training Schedule ........................................................................................... 5
Appendix A: Record of Changes .......................................................................... 6
Appendix B: Acronyms ......................................................................................... 7
Appendix C: Glossary ........................................................................................... 8
Appendix D: Referenced Documents ................................................................... 9
Appendix E: Approvals ....................................................................................... 10
Appendix F: Notes to the Author / Template Instructions ............................... 11
Appendix G: XLC Template Revision History .................................................... 12
Appendix H: Additional Appendices .................................................................. 13

List of Figures
No table of figures entries found.

Staffing Management Plan Version X.X ii <Project Name / Acronym>

CMS XLC List of Tables

List of Tables
Table 1: Staff Management Processes ........................................................................... 2
Table 2: Staff Requirements ............................................................................................ 2
Table 3: Project Staff and Organization........................................................................... 3
Table 4: Training Requirements ...................................................................................... 4
Table 5: Record of Changes ........................................................................................... 6
Table 6: Acronyms .......................................................................................................... 7
Table 7: Glossary ............................................................................................................ 8
Table 8: Referenced Documents ..................................................................................... 9
Table 9: XLC Template Revision History....................................................................... 12

Staffing Management Plan Version X.X iii <Project Name / Acronym>

CMS XLC Introduction

1. Introduction
1.1 Purpose
This document describes the processes and procedures used to staff the Project. This plan
supplements the overall Project Management Plan (PMP) and covers the staffing requirements
for the project. The Staffing Management Plan (SMP) is intended to be a living document,
reviewed at least annually and updated as needed.

1.2 Audience
The intended audience for the SMP is all project stakeholders, including the project sponsor,
senior leadership and the project team.

2. Overview
Instructions: Provide a high-level overview of the project. Focus on the process and
deliverable aspects of the project, including contract type, major milestones, and
stakeholders.

3. Assumptions/Constraints/Risks
3.1 Assumptions
Instructions: Describe any assumptions or dependencies regarding the staff
management approach for the project. These may concern such issues as: staffing
profile of external and internal resources, SOW requirements, etc.

3.2 Constraints
Instructions: Describe any limitations or constraints that may have a significant impact
on the staff management approach or project delivery from a staffing perspective.

3.3 Risks
Instructions: Describe any risks associated with staff management of the project and
proposed mitigation strategies.

4. Staff Management Approach

4.1 Methods & Tools
Instructions: Describe the overall approach for management of project staff. Include the
approach for identifying human resource needs and the approach to determining timing

Staffing Management Plan Version X.X 1 <Project Name / Acronym>

CMS XLC Staff Management Approach

needs for adding and removing project personnel. Describe the approach to allocating
staff between each CMS lifecycle phase, and when and how staff will be transitioned on
and off the project team. Describe the methods, processes, tools and techniques that
will be used for staff management, and how they will integrate with other project
processes (e.g., schedule management, contract management, subcontractor
management, project monitoring and control, risk management, etc.). As appropriate,
refer to the Project Management Plan (PMP) and/or any applicable subordinate plans
that may exist (e.g., Schedule Management Plan, Subcontractor Management Plan,
Risk Management Plan, etc.). Ensure appropriate entry/exit procedures exist (e.g.,
return of equipment, removal of user access privileges, transfer of files and working
papers, etc).

Table 1: Staff Management Processes

Process Tools & Techniques

4.2 Staff Required

The following is a detailed breakdown of the staff requirements by role needed to achieve the
project objectives and execute the project.

Table 2: Staff Requirements

Number of Timeframe Duration
Role/Responsibility Skills Required
Staff Required Needed Required

Instructions: Complete the table above as follows:

 Role/Responsibility – Enter the name of the role and briefly describe the
associated responsibility.

 Skills Required – For each role, describe the skills required to perform role.

Staffing Management Plan Version X.X 2 <Project Name / Acronym>

CMS XLC Staff Management Approach

 Number of Staff Required – For each role, enter the number of people required to
fulfill the role. This is the actual number of people required, not based on full
time equivalent, and includes both Federal and Contract staff.

 Timeframe Needed – Enter the estimated start date for the role.

 Duration Required – Indicate the length of time this role will be required for the
project.

 Add rows to the table as necessary.

4.3 Staff Acquisition and Organization

Instructions: Describe how the project team is structured (e.g., reporting structure or
chain of command, functional teams, etc.). Include an organization chart, if appropriate.
Also identify any external project participants that may support or participate in the
project’s functional team(s).

The following describes how the project will be staffed.

Table 3: Project Staff and Organization

Number of Number of
Number of
Role Staff Contractor Comments
Federal Staff Required
Required Support

Instructions: Complete the table above for each role identified in the section named
“Staff Required”

 Role – Enter the name of the role identified in the section named “Staff
Required.”

 Number of Staff Required –Enter the number of people required. This should be
the number identified in section named “Staff Required.”

 Number of Federal Staff Received – Enter the number of Federal staff committed
to support the project. This captures the actual number of people resource
management has agreed to provide to support the project

 Number of Contractor Support – Enter the number of staff to be acquired through

Staffing Management Plan Version X.X 3 <Project Name / Acronym>

CMS XLC Staff Development

a contracting vehicle.

 Comments – Provide any relevant comments or explanations for clarification.

This would include noting the need to hire new Federal Staff or potential source
for contractor support.

 Add rows to the table as necessary

5. Staff Development
5.1 Staff Orientation
Instructions: Describe any information, forms, processes, or procedures that new staff
must receive and/or complete prior to beginning work on the project (e.g., project travel
policy, Data Use Agreement, Application for Access to CMS Computer Systems, etc.).

5.2 Training Required

The following captures the training needed to ensure that necessary skill levels are available to
successfully conduct the project.

Table 4: Training Requirements

Suggested
Role/Staff Training Timeframe Anticipated Training
Vendor /
Resource Needed Needed Cost Method
Source

Instructions: Complete the table above as follows.

 Role/Staff Resource – Describe the role as defined in the PMP and identify the
expected staff resource(s) by name for each role.

 Training Needed – For each staff resource, describe the training needed to close
any skill gap and bring the resource to the appropriate competency level.

 Timeframe – Describe the timeframe the required training is needed. The PM

needs to consider the length of time required for the actual training and when the
training needs to be completed.

Staffing Management Plan Version X.X 4 <Project Name / Acronym>

CMS XLC Staff Development

 Anticipated Cost – Develop a cost estimate for training.

 Training method – Describe the training method to be employed, for example,

lectures, consultations, mentoring, computer assisted training, etc.

 Suggested Vendor/Source – Identify potential sources for performing training.

 Add rows to the table as necessary

5.3 Training Schedule

Instructions: Provide a schedule of training activities, which may or may not include
actual course information. Show the required tasks in chronological order, with
beginning and ending dates of each task, the key person(s) responsible for the task,
dependencies, and milestones. If appropriate, tables and/or graphics may be used to
present the schedule. Ensure that this information is appropriately integrated into the
overall project schedule.

Staffing Management Plan Version X.X 5 <Project Name / Acronym>

CMS XLC Record of Changes

Appendix A: Record of Changes

Instructions: Provide information on how the development and distribution of the Staffing
Management Plan will be controlled and tracked. Use the table below to provide the
version number, the date of the version, the author/owner of the version, and a brief
description of the reason for creating the revised version.

Table 5: Record of Changes

Version
Date Author/Owner Description of Change
Number

Staffing Management Plan Version X.X 6 <Project Name / Acronym>

CMS XLC Acronyms

Appendix B: Acronyms
Instructions: Provide a list of acronyms and associated literal translations used within
the document. List the acronyms in alphabetical order using a tabular format as
depicted below.

Table 6: Acronyms
Acronym Literal Translation

CMS Centers for Medicare & Medicaid Services

PMP Project Management Plan

PPA Project Process Agreement

RAM Responsibility Assignment Matrix

SDMP System Development Management Plan

Staffing Management Plan Version X.X 7 <Project Name / Acronym>

CMS XLC Glossary

Appendix C: Glossary
Instructions: Provide clear and concise definitions for terms used in this document that
may be unfamiliar to readers of the document. Terms are to be listed in alphabetical
order.

Table 7: Glossary
Term Definition

Staffing Management Plan Version X.X 8 <Project Name / Acronym>

CMS XLC Referenced Documents

Appendix D: Referenced Documents

Instructions: Summarize the relationship of this document to other relevant documents.
Provide identifying information for all documents used to arrive at and/or referenced
within this document (e.g., related and/or companion documents, prerequisite
documents, relevant technical documentation, etc.).

Table 8: Referenced Documents

Issuance
Document Name Document Location and/or URL
Date

Staffing Management Plan Version X.X 9 <Project Name / Acronym>

CMS XLC Approvals

Appendix E: Approvals
The undersigned acknowledge that they have reviewed the Staffing Management Plan
and agree with the information presented within this document. Changes to this Staffing
Management Plan will be coordinated with, and approved by, the undersigned, or their
designated representatives.
Instructions: List the individuals whose signatures are desired. Examples of such
individuals are Business Owner, Project Manager (if identified), and any appropriate
stakeholders. Add additional lines for signature as necessary.

Signature: Date:

Print Name:

Title:

Role:

Signature: Date:

Print Name:

Title:

Role:

Signature: Date:

Print Name:

Title:

Role:

Staffing Management Plan Version X.X 10 <Project Name / Acronym>

CMS XLC Notes to the Author / Template Instructions

Appendix F: Notes to the Author / Template Instructions

This document is a template for creating a Staffing Management Plan for a given
investment or project. The final document should be delivered in an electronically
searchable format. The Staffing Management Plan should stand on its own with all
elements explained and acronyms spelled out for reader/reviewers, including reviewers
outside CMS who may not be familiar with CMS projects and investments.
This template includes instructions, boilerplate text, and fields. The developer should
note that:
 Each section provides instructions or describes the intent, assumptions, and
context for content included in that section. Instructional text appears in blue
italicized font throughout this template.

 Instructional text in each section should be replaced with information specific to

the particular investment.

 Some text and tables are provided as boilerplate examples of wording and
formats that may be used or modified as appropriate.

When using this template, follow these steps:

1. Table captions and descriptions are to be placed centered, above the table.

2. Modify any boilerplate text, as appropriate, to your specific investment.

3. Do not delete any headings. If the heading is not applicable to the investment,
enter “Not Applicable” under the heading.

4. All documents must be compliant with Section 508 requirements.

5. Figure captions and descriptions are to be placed centered, below the figure.
All figures must have an associated tag providing appropriate alternative text
for Section 508 compliance.

6. Delete this “Notes to the Author / Template Instructions” page and all
instructions to the author before finalizing the initial draft of the document.

Staffing Management Plan Version X.X 11 <Project Name / Acronym>

CMS XLC XLC Template Revision History

Appendix G: XLC Template Revision History

The following table records information regarding changes made to the XLC template
over time. This table is for use by the XLC Steering Committee only. To provide
information about the controlling and tracking of this artifact, please refer to the Record
of Changes section of this document.

Table 9: XLC Template Revision History

Version
Date Author/Owner Description of Change
Number
1.0 12/09/2008 ESD Deliverables Workgroup Baseline version.
2.0 08/14/2014 Celia Shaunessy, XLC Changes made per CR 14-012.
Steering Committee
2.1 02/02/2015 Surya Potu, Updated CMS logo
CMS/OEI/DPPIG

Staffing Management Plan Version X.X 12 <Project Name / Acronym>

CMS XLC Additional Appendices

Appendix H: Additional Appendices

Instructions: Utilize additional appendices to facilitate ease of use and maintenance of
the document. An example of a suggested appendix is a responsibility assignment
matrix (RAM).

Staffing Management Plan Version X.X 13 <Project Name / Acronym>