Project Info

Project Information

Project Name:
Project Number:
Project Manager:

Tab Colors and there meaning: Do not enter anything on this page.

Enter on this page once then hide.

These are optional pages, use if you want.

These forms must be complete before you funding request.

These forms are to be completed after funding approval.

These are checklists that you can use to guide your PM experience.

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Project Objective Statement
Project Name:
Project Number:
Project Manager:

Overview: Write your project overview here.

Objective: Write your project objective here.

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Scope
Project Name:
Project Number:
Project Manager:

Project Scope Statement

Summary of Project:
The project scope defines the work that is required to deliver the project product or service t meet the project objectives
(how the project will be accomplished).

Purpose of Project:
A brief description of the project should be provided. Describe who (in terms of individuals roles and / or organizational
areas) will use the final outcome of the project and identify any other areas that will be impacted by the results of the
project.

Background and Justification:

This section should describe in business terms that reason for the project and the overall timing and expectations.
Some background information about how and why the project was initiated should also be included.

Priority:
The priority of the project to the client as a whole, and its priority relative to other projects.

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Benefits Matrix
Project Name:
Project Number:
Project Manager: Who How When

Type Verification Measurement Review

Description Value Assumptions & Extrapolations
(T/I) Contact Criteria Frequency

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Benefits Matrix
Project Name:
Project Number:
Project Manager: Who How When

Type Verification Measurement Review

Description Value Assumptions & Extrapolations
(T/I) Contact Criteria Frequency

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Costs Matrix
Project Name:
Project Number:
Project Manager: Who How When
Cost Amount Assumptions & Measurement Review
Description Recipient Contact
Criteria Frequency
Component in Dollars Extrapolations

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 Total Cost 0

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Project Team
Project Name:
Project Number:
Project Manager:
Name Representing Role Phone Email
Sponsor
Project Manager
Cost Analyst
HR Specialist
Marketing Specialist

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Project Team
Project Name:
Project Number:
Project Manager:
Name Representing Role Phone Email

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Flexibility Matrix
Project Name:
Project Number:
Project Manager:
Most Least
Optimize Why?
Flexible Flexible
Quality/
Scope

Time/
Schedule

Cost/
Resources

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Major Business Deliverables
Project Name:
Project Number:
Project Manager:

Del ID Deliverables
1

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Exploration Risk Evaluation Questionnaire
Project Name:
Project Number:
Project Manager:
NA = Not Applicable to this project / 1 = Strongly Agree / 2= Somewhat Agree / 3 = Neutral / 4= Somewhat Disagree / 5 = Strongly Disagree

1 - We have done many projects like this before.

2 - We have identified the project cost and feel confident that we will come in on budget.
3 - We have given project time frames that should fit within the teams schedule.
4 - Each proposed team member has the skills and experience to fill their responsibilities.
5 - Has a firm foundation been established for the estimate of project size?
6 - Have reasonable assumptions been made about product and process factors that affect productivity?
7 - The deadlines are realistic and can be met without any overtime.
8 - The needed human resources have been identified and budgeted for.
9 - The needed mechanical resources have been identified and budgeted.
10 - We anticipate no problems gaining project approval.
11 - The contract terms have been identified and are realistic.
12 - The necessary resources are available to complete the project.
13 - We have a good idea of the author’s expectations, limitations, and involvement.
14 - We have a clear understanding of what the final product needs to be.
15 - We have access to the necessary vendors needed to complete the project.
16 - We have no imposed deadlines for this project.
17 - Project deadlines are realistic and feasible with all the other projects taken into account.

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Exploration Risk Evaluation Questionnaire
Project Name:
Project Number:
18 - The project is wanted by the company and the project team.
19 - The company's Business Practices will not change during the project?
20 - Enter the actual number of departments involved in the project.
21 - Enter the actual number of vendors involved in the project.
22 - Enter the number of computer related systems involved.
23 - This project will not over allocate the current staff.
24 - Good business requirements have been gathered for this project.
25 - The team does not required any additional training to accomplish this project.
26 - Implementation of this project will not require any addition training.
27 - The listed benefits are not time sensitive (if project is late the benefit is still viable).
28 - The areas of responsibility have clearly been defined.
29 - The project manager will be given the authority to accomplish the tasks involved in getting the project done.
30 - A cost analyst has help determine the project costs.
31 - This project is inside our core business focus.
32 - Have any alternative estimating methods been used for cost comparison?
33 - This project is being pro-active in our business environment, not reacting to a situation.
Total Risk 0
Number of Risks 0

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Exploration Risk Evaluation Questionnaire
Project Name:
Project Number:
Average Risk #DIV/0!

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Risk Evaluation Questionnaire
Project Name:
Project Number:
Project Manager:
NA = Not Applicable to this project / 1 = Strongly Agree / 2= Somewhat Agree / 3 = Neutral / 4= Somewhat Disagree / 5 = Strongly Disagree
1 - Have any assumptions changed since the last estimate?
2 - I understand the description for this project.
3 - I understand the objective for this project.
4 - I have been given and understand the project budget.
5 - I have been given and understand the project time frames.
6 - I have been given and understand the project acceptance criteria.
7 - I understand why the project is being done.
8 - I have all the materials needed for the project.
9 - I have the proper people and resources assigned to the project to help me be successful.
10 - I have worked with the vendors before.
11 - I have the skills and experience to fill the role and responsibilities I have been asked to perform on this project.
The project team has the skills and experience needed to fill their roles and responsibilities they need to perform on
12 -
this project.
13 - The deadlines are realistic and can be met.
14 - I willingly accept this project and feel it will be successful.
15 - The staff is trained in the areas needed for the implementation of the project.
16 - The current computer systems are adequate to handle the system increases caused by the project.
17 - The needed human resources have been identified and budgeted for.

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Risk Evaluation Questionnaire
Project Name:
Project Number:
18 - The needed mechanical resources have been identified and budgeted for.
19 - The project team has worked together before.
20 - This project is one of the company's top ten in priority.
21 - The project priority has been communicated to the stakeholders.
22 - Aggressive goals have realistic strategies for accomplishment.
23 - The contract terms have been negotiated.
24 - I have a clear understanding of what the final product needs to be.
25 - I have access to the necessary outside resources and vendors needed to complete the project.
26 - I do not have any imposed deadlines for this project.
27 - The deadlines are realistic and feasible with all the other company projects taken into account.
28 - The project is wanted by the company and the project team.
29 - All team members understand the project vision and are in support of it.
30 - Have all critical Business Practice decisions been made?
31 - The company's Business Practices will not change during the project?
32 - This is a simple project.
33 - Enter the actual number of departments involved in the project.
34 - Enter the actual number of vendors involved in the project.
35 - Enter the number of computer related systems involved.
36 - Will we use consultants? 1 for No, 3 if we have used this consultant before, 5 if first time with consultant.

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Risk Evaluation Questionnaire
Project Name:
Project Number:
37 - This project will not over allocate the current staff.
38 - Examining prior projects, have we accounted for all activities we usually perform?
39 - Is the overlap between project activities reasonable?
40 - Are holidays, vacations, non-productive time, etc. computed into schedules?
41 - Is the rate of planned progress reasonable, based on prior projects?
42 - Are related totals consistent? (e.g. total units produced vs. total effort)
43 - Do summaries agree with detailed breakdowns?
44 - Do dates, milestones and timeframes match each other?
45 - Are the dates, milestones, and timeframes consistent with prior performance?
46 - Does the allocated effort match the workload?
47 - Does the allocated effort match the cost/budget plans?
48 - Is all other project information consistent with the Project Development Plan?
49 - Good business requirements have been gathered for this project.
50 - The best person for the job is available to work on the project.
51 - Implementation of this project will not require any addition training to implement.
52 - The listed benefits are not time sensitive (if project is late the benefit is still viable).
53 - The areas of responsibility have clearly been defined, and communicated to the project team.
54 - I know the escalation process to take if major issues arise.
55 - The sponsor has signed off on the project objectives.

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Risk Evaluation Questionnaire
Project Name:
Project Number:
56 - The stakeholders are looking forward to this projects implementation.
57 - The stakeholders have been informed about what changes to expect when the project is implemented.
58 - I have been given the authority to accomplish the tasks I have been given.
59 - All the departments involved in the project have been included in the planning process.
60 - Similar projects have been very successful and were on-time and on-budget.
61 - This project is inside our core business focus.
62 - This project is being pro-active in our business environment, not reacting to a situation.
63 - All the project team members have adequate time to dedicate to the project.
64 - How many project team members are on the team? Please enter the number into the cell to the right of the regular answer cell. 0 0
Total Risk 0
Number of Risks 1
Average Risk 0.00

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Risk Analysis Matrix
Project Name:
Project Number:
Project Manager:
1 = Low Risk - 5 = High Risk
A B A*B must be completed if Risk Impact is > 10
Risk Impact
Likelihood Impact Date
Identified Risk if > 10 Preventative Actions Contingency Actions Owner
(1 - 5) (1 - 5) Eliminated
Watch Out
Exploration Risk #DIV/0!
Evaluation Score

Planning Risk 0
Evaluation Score

Total Project Risk 0 Average Project Risk #DIV/0! Identified 0

Risks
Resolved Risks 0
Current Risks 0

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Assumptions Matrix
Project Name:
Project Number:
Project Manager:
Date
Assumption Description Phase Assigned to Status
Assigned

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 Issues Log
Project Name:
Project Number:
Project Manager:
Closed Target Owned
Status Description
Date Date By

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Project Definitions
Project Name:
Project Number:
Project Manager:

Term or Acronym Term Definitions

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External Dependency Log
Project Name:
Project Number:
Project Manager:
Owned Contact Target Closed
Dependency Description Phone # Email
By Name Date Date

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Stakeholder Analysis
Project Name:
Project Number:
Project Manager: A B A*B

Stakeholder Influence Impact Overall Analysis Action Action Action

Phone & Email If > 10 Watch out
Name or Group 1-5 1-5 Plan Assigned to: Date
Sponsor 0

Product Manager 0

Project Manager 0

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Tasks
Project Name:
Project Number:
Project Manager:

Task ID Identified Project Tasks Owner

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Project Acceptance Criteria
Project Name:
Project Number:
Project Manager:
Criteria This form is used at the
Acceptance Criteria
ID beginning of the project.
1

3 Project Manager Signature Date

5 Sponsor Signature Date

10

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Criteria Acceptance
Project Name:
Project Number:
Project Manager:

ID Acceptance Criteria This project has been accepted by the key stakeholders by meeting the following criteria, dully
noted by their accompanying signatures.
1 0

2 0 Subject Matter Expert Project Manager Cost Analyst Sponsor Date

3 0 Subject Matter Expert Project Manager Cost Analyst Sponsor Date

4 0 Subject Matter Expert Project Manager Cost Analyst Sponsor Date

5 0 Subject Matter Expert Project Manager Cost Analyst Sponsor Date

6 0 Subject Matter Expert Project Manager Cost Analyst Sponsor Date

7 0 Subject Matter Expert Project Manager Cost Analyst Sponsor Date

8 0 Subject Matter Expert Project Manager Cost Analyst Sponsor Date

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Criteria Acceptance
Project Name:
Project Number:
Project Manager:

ID Acceptance Criteria This project has been accepted by the key stakeholders by meeting the following criteria, dully
noted by their accompanying signatures.
9 0 Subject Matter Expert Project Manager Cost Analyst Sponsor Date

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Success Criteria
Project Name:
Project Number:
Project Manager:
Criteria
Success Criteria
ID
1

10

11

12

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Failure Criteria
Project Name:
Project Number:
Project Manager:

Criteria ID Failure Criteria Preventive Action

1

10

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Deliverables, Tasks, and / or Milestones Form
Project Name:
Project Number:
Project Manager:
Start Target Actual
Deliverables/Task/Milestones Owner Duration Dependencies
Date Finish Finish

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Project Status Report
Project Name: Schedule Status Information
Project Manager: Planned % Complete:
Project Sponsor: Actual % Complete:
Variance: 0
Status for week ending: RED YELLOW GREEN

Major Accomplishment for the week:

Major Milestones for the next three weeks:

Risk/Impacts:

Corrective Action:

Comments:

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Change Log
Project Name:
Project Number:
Project Manager:

Changes Made Reason Date Changed Previous File Current File

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Responsibility Assignment Matrix (RAM)
Project Name:
Project Number:
Project Manager:
Original Current
Completion
Task # Task Description Commit Commit Name
Date
Date Date

Legend
Letter Definition
A Person assigned to complete the task
R Resource person for that task

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Responsibility Assignment Matrix (RAM)
Project Name:
Project Number:
Project Manager:
Original Current
Completion
Task # Task Description Commit Commit Name
Date
Date Date
I Must be informed of the task

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Lessons Learned
Project Name:
Project Number:
Project Manager:

What happened What to do next time Contact Person

What we did What we did about it
(Good and Bad) (Same or Different) Phone Number

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 What happened What to do next time Contact Person
What we did What we did about it
(Good and Bad) (Same or Different) Phone Number

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Kick-Off Checklist
Project Name:
Project Number:
Project Manager:

This Checklist is intended to be used to jog your memory of things that will be needed in order to create a success
project kick-off meeting.

What the kickoff meeting should cover and who should attend.
Has the sponsor been put on the attendee list?
Has all project office been put on the attendee list?
Has the project team been put on the attendee list?
Are there any key stakeholders that would benefit in attending the project kickoff?
Has a date, time, and location been set for the meeting?
Has an agenda been put together to be distributed along with the announcement letter?
1) Has the Executive Sponsor agreed to talk to the group and announce the project and its objectives?
2) Has the project office agreed to percent any updates to the project process and how the project is to be managed?
3) Has a Project Manager agreed to review the complete project background and to facilitate the project kickoff meeting?
Has a kick off letter been sent to the attendees announcing the meeting?
Kick-Off Meeting Agenda Items
Welcome and Team Introductions - Project Manager
Review Project Objective - Sponsor
Review Team Schedules - Project Manager
Team Structure Project Manager
Discuss Project goals, costs, benefits - Group
Break - Lunch
Scope Definition - Group
Project Deliverable - Group
Update Stakeholder Evaluation - Group
Discuss Project Constraints - Group

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Kick-Off Checklist
Project Name:
Project Number:
Project Manager:
Risk Assessment - Group
Project Approach - Project Manager
Make Assignment - Project Manager

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Project Communication
Project Name:
Project Number:
Project Manager:

This checklist is intended to be used to jog your memory of things that will be need to be communicated and how we
can communicate effectively.

Has a communication plan been created for communicating to end users, project teams, and stakeholders?
What communication is needed for users' budgeting prior to the project start?
When do we start communicating to the end user about the upcoming changes?
How often do we send out communications to the end user about the upcoming changes?
What milestones need to be communicated to the sponsor during the project?
Does the standard communication matrix meet the needs of the project team?
What stakeholders need to be communicated to during project executions?
Has the approved communication plan been put in the project file?
Has a directory/folder been setup on the network to house all the project files?
Has an email distribution group been setup for quick communication to project team members?
Has all team members, sponsors, and executive team been setup with access to the project directory/folder?
Has the location for all hardcopies been determine?
Has the location of the directory/folder been communicated to the team members, sponsors, and executive team?
Has someone been assigned to gather all the information needed to complete the needed reports (usually the Project Manager)?
Has the project sized been determined so we know which forms will be communicated?
Do you have any communication concerns (i.e. telecomunters, remote workers, phone, email)?

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Project Review
Project Name:
Project Number:
Project Manager:

This checklist is intended to be used to jog your memory of things that will be needed in order to get a go/no-go
decision.

Used when decided rather or not to start or to terminate a project before closer.
Is the project still consistent with the organizational goals?
Is the project practical or useful?
Is management sufficiently enthusiastic about the project to support its implementation?
Is the scope of the project consistent with the organization's financial strengths?
Does the project have the support of all the departments (e.g., finance, publishing, marketing, etc.)?
Is the organizational project support being spread too thin?
Is support of this project sufficient for its success?
Could this project be farmed out without loss of quality?
Is the current project team properly qualified to start or continue the project?
Does the organization have the required skills to achieve full implementation of the project?
Has the subject area of the project already been thoroughly plowed?
Has the project lost it key person or champion?
Is the project team enthusiastic about the projects success?
Would the potential results be more efficiently developed in-house then purchased or subcontracted out.
Does it seem likely that the project will achieve the minimum goal set for it, is it sill profitable, and timely?
Has the project size been estimated and agreed upon by all involved.
Has a project template been completed?

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Project Review
Project Name:
Project Number:
Project Manager:
Has the request been approved by the proper person?
Has a project file been established?
Have the relevant business documents been gathered, reviewed, and organized into the project file?
1) Contracts
2) Proposals
3) Policies and Procedures
4) Requirements Document
5) Others
Does the sponsor, project manager, and executive agree to the business foundation of the project?
Has the project team reviewed relevant documents?
1) Status reporting level
2) Approval requirements and procedures
3) Performance levels
4) Time reporting process
5) Expected milestones and dates
6) Funding process
7) Change control process
Has an escalation process been defined and implemented for handling issues?
Have all critical definitions been defined and recorded in the project template?
Have the stakeholders been informed of the project?
Has a go / no-go decision been made and recorded at the exploration phase?

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Project Review
Project Name:
Project Number:
Project Manager:
Has a go / no-go decision been made and recorded at the planning phase?
Has a go / no-go decision been made and recorded at the execution phase?

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 Project Completion Report
Project Name:
Project Number:
Project Manager:
Location:
Executive Sponsor:

Client Contact:
Project Duration:

Author:
Date of Report: 17-Jan-02

Distribution: Executive Sponsor

Project Manager
Steering Committee

Key Project Team

Others (include title)

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 Project Completion Report
Contents
Page
Introduction Provide any introductory comments deemed necessary to support this Project Completion Report. <Enter page>

Section 1 Performance <Enter page>

A review of project performance on:
Objectives, Scope/Project Description, Risk Management, Productivity, Communication & Reporting
and Roles & Responsibilities.

Section 2 Customer Interface <Enter page>

Customer feedback on more general aspects of the project.

Section 3 Impact on Team <Enter page>

Staff reaction to Systems, Environment, Training and Communication.

Section 4 Successes <Enter page>

The Steering Committee’s, Project Manager’s and Team Members’ identification of successfully
implemented tools, techniques, etc. from which future projects may benefit.

Section 5 Lessons Learned <Enter page>

The Steering Committee’s, Project Manager’s and Team Members’ identification of the project’s
disappointments, issues or setbacks. This will enable future projects to learn from past experiences
and improve ongoing results. Highlight the actions recommended and taken along with the results.

Section 6 Further Actions <Enter page>

List any further actions that need to be taken as a result of completing and analyzing this Report.

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 Project Completion Report
Introduction
Section 1: Performance
Objectives of the project
Agreed
targets/objectives:
Were all objectives met?

Scope/Project Description
Describe the Scope of
the project:

Was this Scope

delivered?

Risk Management
Were risks adequately
assessed and
managed?

Were planned
countermeasures
effective or appropriate?

Productivity
How was the project
team's productivity
managed?

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How was the project
team's productivity
managed? Project Completion Report
Were the right tasks
assigned to the right
people?

How productive was the

team as a group?

Communication & Reporting

Was communication
effective?

If not, what were the

failings?

Was progress reporting

adequately defined
(when, how, who) during
project planning?

Was progress reporting

efficient & effective?

Roles & Responsibilities

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 Project Completion Report
Were the roles &
responsibilities properly
defined at the start of the
project?

Define the team

composition to include
client participants and
their role: Executive
Sponsor, Project
Manager, analyst, etc.

Identify the individuals

that filled each role and
list their dates of service
on the project, location,
mail stop and telephone
number.

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 Project Completion Report
Section 2: Customer Interface
Customer's own assessment
Did the project meet
customer's expectations
and were the expected
results obtained?

To what extent or degree

was the customer
involved in the project?

Any other comments:

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 Project Completion Report
Section 3: Impact on Team
Systems Rating
Ease of use; user Good/Acceptable/Disappointing/Poor
friendly; reliability; etc.

Comments

Environment Rating
Workstations; Good/Acceptable/Disappointing/Poor
furnishings; equipment;
location; etc.
Comments

Training Rating
Induction; ongoing; etc. Good/Acceptable/Disappointing/Poor

Comments

Communication Rating
Team meetings; Good/Acceptable/Disappointing/Poor
feedback; timely
Individual Performance
Evaluations; etc.
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Team meetings; Project Completion Report
Good/Acceptable/Disappointing/Poor
feedback; timely
Individual Performance
Evaluations; etc.
Comments

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 Project Completion Report
Section 4: Successes
WHAT WERE THE SUCCESSES OF THE PROJECT? (things done well that future projects may wish to achieve/use)

Part A: Steering Committee’s Comments

Part B: Project Manager & Project Team Comments

Part C: Project Management

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 Project Completion Report
Section 5: Lessons Learned
Part A: Steering Committee’s Comments
Disappointments; Lessons Learned
issues; setbacks

Part B: Project Manager's Comments

Things that could be Lessons Learned
improved

Part C: Project Team Comments

GENERAL
Disappointments; Lessons Learned
issues; setbacks

SYSTEMS-SPECIFIC
Disappointments; Lessons Learned
issues; setbacks

DOCUMENTATION-SPECIFIC

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 Project Completion Report
Disappointments; Lessons Learned
issues; setbacks

Part D: Project Management Aspects

Things that could be Lessons Learned
improved

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 Project Completion Report
Section 6: Further Actions
Further necessary Who should take action? Timeframe to
actions arising from this complete
review action

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