ProjectConnections.

com Template Project Plan Document Example – Small Project

Example from Global Brain Inc. and QRPD, www.qrpd.com

INTRODUCTION: Project Plan Document Example – Small Project

The Example Project Plan Document Starts on the Following Page

What This Is
Example approach to creating a “light” project plan for a small project.
This example is derived from the plan created by a company that needed to unify its product
development/project management lifecycle (PLC) process across 3 divisions. Each division had its own
slightly different PLC; the project’s goal was to combine the best of each site’s approach to define a
common process that all 3 sites would use. This “common process creation” was the project. The team
consisted of 5 core members from the 3 divisions, plus another 10 “extended” members who were
needed for reviews and communication to functional groups who would be affected by the project.
The team needed to get buy-in to the project and plan the project such that goals were set to ensure the
project finished in the needed time, and reviews were held to make sure the project’s deliverables would
meet everyone’s needs. However, the project was much simpler than their big development efforts and
could be run more “informally.” They settled on this plan approach as what they needed. Their approach
can be easily adapted to other types of projects.
This project example is from Global Brain Inc.; the project deliverables used are from their QRPD
methodology, Quality Rapid Product Development, www. Qrpd.com
Why It’s Useful
As this team knew, some projects just don’t need a long involved project plan document; they may be
“small” in that they’re of short duration, simple or straightforward, well-defined, and/or to be executed by a
small team.
The temptation may be to run without a plan at all—just “get it done.” However, any project no matter how
small can benefit from some project planning fundamentals, such as identifying the project goals, risks,
timeline, and team roles.

How to Use It
1. Identify the project(s) you believe could benefit from this light approach to planning.
2. Review the items this team included in their project plan.
3. Ask yourself whether the items in this plan, at this level of detail, will accomplish everything you need
in terms of defining the goals thoroughly, organizing the team, setting deadlines, managing risks, etc.
4. If you see areas where your project will need more detail, add that detail to the template.
5. Use the template to plan the project with your team members.
6. Refer to the plan file as the project progresses. Its format lends itself to specific pages being copied,
used in meetings, posted on office walls, etc. to keep key goals and deadlines visible.

See also these related templates:

Tracking Document for a Small Project – for ideas on how progress on your small project will be
tracked and communicated.
Project Definition: Vision Document – for more information on how to use the Project Vision (one item
used in this light project plan document).

The Example Project Plan Document Starts on the Following Page

Copyright© 2004-2006 Emprend Inc/ ProjectConnections.com and Global Brain Inc. Page 1
Permission for Members to use personally according to our Terms of Service
ProjectConnections.com Template Project Plan Document Example – Small Project
Example from Global Brain Inc. and QRPD, www.qrpd.com

Example – Plan Document for Small Project

Project Plan Document

Common Project Life Cycle (PLC) Project

Version 1.5
August 10, 2003

Change history:
Version 1.0 First team meeting – draft of Team list and Vision section
Version 1.1 Update to Vision
Version 1.2 Added Risk table and Dependencies
Version 1.3 Updated Vision, Risks
Version 1.4 Updated Vision for Preliminary Design Review
Version 1.5 All sections updated after preliminary design review

Copyright© 2004-2006 Emprend Inc/ ProjectConnections.com and Global Brain Inc. Page 2
Permission for Members to use personally according to our Terms of Service
ProjectConnections.com Template Project Plan Document Example – Small Project
Example from Global Brain Inc. and QRPD, www.qrpd.com

Project Vision for Common PLC Project

Editor: S. Smith Rev 1.5 August 8, 2003

0. Project Goal: To define a common project lifecycle (PLC) which quickly and inexpensively provides
shared language and terminology and facilitates joint development projects.
1. Target Customers
 Division1 Development group
 Division2 Development group
 Division 3 Development group
 Possibly other Company Development groups
 Non-development groups who will work with these Development groups using the PLC
 Company management, who will monitor project progress via this process.

2. Key success factors

The output of the PLC update project will be judged by the following success factors:
 Enabling project results: The updated PLC process must include best practices (both internal
and external to the Company) which support on-target, on-time development.
 Applicability: The process must be applicable to, and easily usable by, both hardware and
software development projects by all target customers. Specifically, a new project manager
should not be daunted by the PLC, and should be able to easily see how to apply the PLC to their
project.
 Minimal process development effort: We want to focus our efforts on product development, not
process development – this effort should not take on a life of its own.
 Limited scope of new process materials: Don't overload/overwhelm people with lots of new
process documentation, training, etc. Keep it simple, get it into use.
 Availability: The PLC must be defined in time to be used on an imminent project in Division1.
This project will kick off with the draft framework on August 20.

3. Key technology and features

 The process will have 5 phases.
 The process will allow for different domain-specific processes for hardware and software projects.
The domain-specific processes will be common for all target customers.
 Deliverables of this project include: The PLC binder; quick reference document(s) including
project-specific guidelines ("cheat sheets") for using PLC; updated "big PLC chart" in 11x17
format.
 TBD as to whether we'll make more wall charts – depends upon cost.
 TBD: will this project provide any materials to support roll-out in each Division?

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Permission for Members to use personally according to our Terms of Service
ProjectConnections.com Template Project Plan Document Example – Small Project
Example from Global Brain Inc. and QRPD, www.qrpd.com

4. Crucial Factors
 The updated binder will include details of basic deliverables. However, it is assumed that different
groups will have project-specific samples, for instance a functional spec heavily tailored to a
particular kind of software project. We will identify specific samples to include in the Quick Ref
document(s).
 Updated binder should include sample documents from different kinds of projects.
 "Quick Ref" pages should be a section in the big binder, as well as a standalone set of pages for
easy use.
 All files in PDF format at a minimum, with format suitable for printing. Base creation will be in MS
Word 2000.
 Training – the respective deployments and related training will be done in each location. Team is
assuming that the updates will be logical enough that no group will need a "cross reference"
between prior deliverables and updated PLC deliverables list.
 In the deliverables lists, use an icon to note which deliverables are for Software – this helps the
software teams not be overwhelmed by all the hardware-related detail in the PLC. (This also
helps the HW project managers know which deliverables are software-only.)

5. Financials
 Week of Aug 20 – will kick off Division1 project with draft PLC framework. S. Smith will provide
PDF file, Division1 will handle its own duplication.
 Project to complete by October 15, 2003.
 Budget: TBD, to be resolved by N. Cox and S. Smith.

What this project does NOT include (these items may be done later – follow-on):
 Developing a training program for adopting in each location. (Will be done in each location
separately as part of deployment.)
 Pocket cards for reference by team members.
 Downloadable forms for all the PLC deliverables. This can be done as needed as the process
gets into use.

Open scope issues:

 Amount of RUP (Rational Unified Process) detailed deliverables harmonization.
 Number of project-specific quick-reference pages to create.

NOTE: This Project Vision format is from the QRPD methodology (Quality Rapid Product Development
www.qrpd.com)

Copyright© 2004-2006 Emprend Inc/ ProjectConnections.com and Global Brain Inc. Page 4
Permission for Members to use personally according to our Terms of Service
ProjectConnections.com Template Project Plan Document Example- Small Project
Example from Global Brain Inc. and QRPD, www.qrpd.com

Team Roles List

Team member Role Department Contact Info

Person1 Project Manager OutsideGroup1 (phone, email)
Person2 Management consultant OutsideGroup1 (phone, email)
Person3 Division1 Champion Divison1 Development (phone, email)
Person4 Division1 Software leader Division1 Software Development (phone, email)
Person5 Division1 Hardware leader Division1 Hardware Development (phone, email)
Person6 Reviewer of PLC - system release perspective Division1 Software Development/ Release Mgr (phone, email)
and SQA manager
Person7 Division2 Champion and Banker Division2 Development (phone, email)

Person8 Division2 deployment project leader Division2 Development/ Quality (phone, email)
Person9 Division 2 Software leader Division2 Software Development (phone, email)
Person10 Division2 Hardware leader Division2 Hardware Development (phone, email)
Person11 Division3 deployment leader, SW leader Division3 Development/ Quality Manager (phone, email)
Person12 Division3 overall champion Division3 Development (phone, email)
Person13 Reviewer (process perspective). May be deployment Division3 Development/ process engineer (phone, email)
project manager.
Person14 Software Process expert Company Process Group (phone, email)
Person15 Tech Pubs coordinator Tech Pubs (phone, email)
TBD Division1 cross functional rep(s)
TBD Division2 cross-functional rep(s)

Copyright 2004-2006 Emprend Inc/ ProjectConnections.com and Global Brain Inc. Page 5
Permission for Members to use personally according to our Terms of Service
ProjectConnections.com Template Project Plan Document Example- Small Project
Example from Global Brain Inc. and QRPD, www.qrpd.com

Project Task Timeline with Milestones (milestones in Bold Text)

1. Design PLC updates and Create Due Create SW & HW-specific project Due Date 3. Update full PLC binder Due Date
Quick Reference Document date sheets for Quick Ref
Hold Kickoff/Vision Meeting including 8-1 (In Vision meeting, identify which 8-1
identifying team, risk list; review plan. types of projects need a “cheat sheet”
in the Quick Reference)
Create draft changes to PLC 8-5 Create one draft example of a Quick 8-5
reviews/phases; identify impacts on 5- Reference cheat sheet for a specific
phase deliverables list; identify possible type of project to demonstrate the
RUP deliverables impacts concept
Hold Preliminary Design Review (PDR); 8-8 (Above material incorporated in 8-8
review content, make decisions, review PDR)
plan for rest of project.
Approve Project Plan
Division1 return all PDR feedback to Sue 8-10
Division 2 return initial feedback to Sue 8-13
Update deliverables content and full list 8-13 Create the quick reference format 8-13
Iterative receipt of comments, publishing 8-13 to Suggest subset of deliverables all 8-13 to 17 Identify changes to SW 8-15
of updated content, informal reviews 17 projects will be required to do deliverables – RUP harmonization.
Send final changes out to everyone 8-17
Hold DDR 1-3 pm PDT 8-20 (Review as part of DDR) 8-20 (Review as part of DDR) 8-20
Update Quick Ref from review results 8-23
Update PLC Big Chart to match 8-27
Hold FDR 8-30 Create additional quick-ref sections 8-31 Pubs – start re-ordering 8-31
for other types of projects. First set deliverables to 5 phases
Make final updates, Approve Release of 8-31
Quick Reference Version 1.0
Second set 9-12 Do detailed deliverables mark-up 9-23
Review markups, make corrections 9-29
Review Pubs reordering of delivs 9-15; 28
Approve final updated binder 10-15

Copyright 2004-2006 Emprend Inc/ ProjectConnections.com and Global Brain Inc. Page 6
Permission for Members to use personally according to our Terms of Service
ProjectConnections.com Template Project Plan Document Example- Small Project
Example from Global Brain Inc. and QRPD, www.qrpd.com

Project Dependencies List

Dependency Description Critical Group Critical Date/ Issue Notes or Impact

Date Range
Division 1 and 2 Software All SW leads Aug 1 Critical joint software release Buy-in from software leads on the update goals
leads availability for Vision listed in team list is happening in this and approach is critical. Also, we will be creating
meeting timeframe. Their time will be key planning deliverables in this meeting to launch
pinched but we have to have the project quickly but properly.
them there.
ACTION: Made importance clear to all division
Champions and got their statement of buy in. We
all agree that this meeting is critical and should not
be held unless all parties are able to attend.
FOLLOW-up: remind champions and SW leads
again the week before this date!
Software process expert Person14 Aug 6-8 Her time in high demand Her input is key for deciding scope of RUP-related
availability for PDR prep always… updates to include on SW items. ACTION: PM will
and meeting get firm commitment from her and her manager on
her involvement; by 7-15 we’ll define how much of
her time the prep etc. will take.
Team member availability See established Aug 13-20 None specifically – just We must have input and approval from key
for DDR prep and meeting team list people getting busy and representatives of each group on the team to
having less time, attention to proceed to next work on the project.
give to this task.
ACTION: we’ll create quick checklists to ensure
thorough review gets done by all.
Div1 HW and SW member All Div 1 HW Aug 17-29 Is happening near the big We must have input and approval from key
availability for FDR prep and SW leads in new platform release that representatives of each group on the team to
and meeting; final signoff team list affects all tech leads in Div1. proceed to next work on the project.
ACTION: we’ll create quick checklists to ensure
thorough review gets done by all.
Tech pub availability for Tech Pubs Sept 1 to Oct 15 Resources stretched given FALL BACK: If this becomes an issue, the Quick
pubs work to update PLC the other product Reference will still be in people's hands for
binder documentation projects immediate use, but the big binder update would get
happening now. delayed.

Copyright 2004-2006 Emprend Inc/ ProjectConnections.com and Global Brain Inc. Page 7
Permission for Members to use personally according to our Terms of Service
ProjectConnections.com Template Project Plan Document Example- Small Project
Example from Global Brain Inc. and QRPD, www.qrpd.com

Project Risk List

Risk Risk Level Impact Steps being taken

Tech Pubs resources Minor - they have done a PLC Schedule delay- full binder Bob and Sue to investigate before PDR
not available update before being ready
Medium if the experienced
person we’re supposed to get
is not available after all.
Cross-functional Minor – groups are all Resistance to usage, or Div2 and Div3 to check with key cross-functional reps to keep
acceptance risk generally supportive. confusion, if the updated them abreast of work throughout the project, watch for any
process perturb other groups' concerns.
We just have to ensure we
understanding of the
diligently get their inputs.
development process and their
role and detailed work

Acceptance and use by Medium – some PMs and Process not used, benefits not Don't roll out too quickly. Deployment plans and scope of this
all teams teams are used to running realized project are keeping this in mind.
more informally, this will cause
Big emphasis on Quick Reference and Cheat Sheets for specific
some changes.
project types to make it easy for software teams to use PLC.

Senior management Medium – they support the Easier for less-inclined PMs Will get Mike and Tom to come to Aug Div1 kick-off meeting and
buy-in overall goal buy may not and teams to use the process. management team presentation to hear how important this
realize how important certain initiative is and why, critical elements of the update to achieve
details are; we will need to the desired benefits, and what kind of support they need to
educate them. express.

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Permission for Members to use personally according to our Terms of Service