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Appendix I

Templates for IT Project Management

I felt that including multipage templates in the text of the chapters would hinder the flow of the material. Therefore, I provided a brief outline of the template elements within the corresponding book chapters. For the reader’s convenience, templates were displayed as smaller figures to facilitate discussion of the material. These figures were numbered to correspond with the com- pleted template exhibits presented within this appendix. Figure 3.1 displayed in Chapter 3, for example, corresponds with Exhibit 3.1 and so forth.

Exhibit 3.1 Template for establishing the information-processing needs Exhibit 3.2 Template for a feasibility report

Exhibit 5.1 Template for a deployment plan document

Exhibit 5.2 Template for a software development plan document Exhibit 5.3 Template for an installation and commissioning plan Exhibit 5.4 Template for a quality assurance plan

Exhibit 5.5 Template for a procurement plan Exhibit 5.6 Template for a risk management plan

Exhibit 5.7 Template for a software maintenance plan Exhibit 6.1 Template for a handover/takeover format Exhibit 7.1 Template for a progress report for sub-projects Exhibit 7.2 Template for an IT project progress report

Exhibit 7.3 Template for recording the minutes of a progress review meeting

Exhibit 8.1 Template for a cash flow statement Exhibit 9.4 Template for a review/inspection report

Exhibit C.1 Template for a sample resource request form

331

( Information processing needs Compiled by: Date: Brief description of the business process: List the possible days for peak loads: 1. 2. 3. Period for which the transaction data needs to be online: Period for which the transaction data needs to be stored offline: Any other relevant information: )

1. Name of the department
2. Name of the business process
3. Performed by
4. Information collected from
5. Input data received per transaction
6. Overhead for control data
7. Total data volume per transaction (sum of rows 5 & 6)
8. Expected number of transactions per day
9. Total data volume per day (row 7 multiplied by 8)

Exhibit 3.1 Template for establishing information-processing needs

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( Templates for IT Project Management ) ( 339 )

( Date Version number Record of changes Prepared by Approved by )

<Title page> Feasibility report For <Project ID> Revision history:

<End of title page>

<Table of contents page>

<Insert table of contents>

<Content pages>

1. Scope of the project.

2. The goals set for the proposed project.

3. Information processing needs to be fulfilled by the project.

4. Deliverables from the proposed infrastructure.

5. Proposed IT infrastructure:

a. Servers

b. Workstations

c. Networking hardware

d. Networking accessories

e. System software

f. RDBMS

g. Middleware

h. Webserver

i. Application software:

6. Proposed support equipment:

a. Floor space requirement

b. Electrical power equipment

7. Organizational structure for managing the proposed infrastructure.

8. Security arrangements for the proposed infrastructure:

a. Physical access security arrangement

b. Protection against malware (viruses, spyware, adware etc.)

c. Firewalls

9. Cost estimate for the proposed IT infrastructure (attach a detailed estimate to the report)

Item	Estimated cost— minimum	Estimated cost— maximum
Hardware
System software
RDBMS
Webserver
App server
Application software
Security software
Administration utilities
Electrical equipment
Networking equipment and cabling
Floor space
Any other cost
Contingency/cost escalation allowance
Total cost

10. Annual maintenance cost for the proposed infrastructure

Item	Estimated cost— minimum	Estimated cost— maximum
Hardware
System software
RDBMS
Webserver
App server
Application software
Security software
Administration utilities
Electrical equipment
Networking equipment and cabling
Floor space
Any other cost
Contingency/cost escalation allowance
Total cost

11. Operational costs for running the proposed infrastructure (attach estimation sheets to the report)

Item	Estimated cost—minimum	Estimated cost—maximum
Salaries
Power
Telephones
Bandwidth for Internet access
Consumables like paper, ribbons, cartridges, backup media, etc.
Miscellaneous expenses
Total cost

12. Suggested upgrade path and replacement criteria

13. Project management strategy:

a. Activities that can be outsourced

b. Activities that are recommended to be performed in-house

Appendices

1. Attach all the information compiled from various sources (primary as well as second- ary)

2. Attach/Include the analysis sheets for analyzing the compiled information for deriving the information processing needs of the organization

Exhibit 3.2 Template for a feasibility report

( Date of release Release details/revisions Prepared by Approved by ) ( Machine Details of software including OS )

<Title page>

Deployment plan

For <Project ID>

Revision history:

Table of contents page

<Insert table of contents>

1. Introduction <Include a brief overview of the project, its scope, abbreviations, etc.>

2. References <Enumerate the list of documents referred. Include the work order, organi- zational process, standards, guidelines, templates, feasibility report, floor plan, etc.>

3. Hardware deployment drawing here <Either include the drawing or give reference to it here.>

4. Bill of material <Include the BOM here or give reference to it.>

5. Schedule <Include the schedule here or give its reference to it.>

6. Quality control activities:

a. Inspections <Enumerate the proposed inspections and their timing here.>

b. Testing <Include the types of testing proposed as well as references to the test plans and test cases here.>

7. Handover plan <Include the people to take over the facility, artifacts to be handed over, references to signoffs, etc. here.>

8. Waivers <Enumerate the waivers obtained from an organizational process, if any here.>

Software deployment plan

Exhibit 5.1 Template for deployment plan document

( Date of release Release details/revisions Prepared by Approved by ) ( Activity Proposed quality control activities URS Peer review, end user review, and managerial review SRS Peer review, end user review, and managerial review Software design Peer review, expert review, and managerial review Database design Peer review and unit testing of table scripts Coding and construction Peer review, unit testing, and integration testing Software testing System testing, load testing, and concurrent testing Any other activity As necessary )

Software development plan For <Project ID>

Revision history:

Table of contents page

<Insert table of contents>

1. Introduction <Include a brief overview of the project, its scope, abbreviations, etc.>

2. References <Enumerate the list of documents referred. Include the work order, organi- zational process, standards, guidelines, templates, feasibility report, floor plan, etc.>

3. Strategy for acquiring the application software <Describe the strategy proposed for acquiring the application software for the project. This information should be available in the feasibility report.>

4. Implementation strategy <Describe the proposed strategy for implementing the soft- ware. This information also should be available in the feasibility report.>

5. Software development life cycle <Enumerate the software development life cycle selected for (a) the development of fresh software (b) the customization of COTS prod- uct, if selected.>

6. Quality assurance for the software <Enumerate the proposed quality assurance for the software.>

7. Standards <Enumerate the standards for coding, software design, database design, testing, formats and templates, and checklists>

Activity	Selected standard
Software design
Database design
Coding and construction
Software testing
Any other activity

8. Software maintenance <Describe the proposed software maintenance strategy. If it is proposed to be outsourced, include the actions planned for outsourcing the work

and if proposed to be handled in-house, enumerate the actions planned for effectively handling the activity. Alternatively, give reference to a software maintenance plan if a separate document is available.>

9. Staffing <Describe the staffing strategy either for outsourced development and main- tenance, or in-house development and maintenance, or a combination of in-house and outsourced development and maintenance.>

10. Change management <Describe the actions planned for handling mid-project changes.>

11. Delivery <Enumerate all the deliveries planned including their scheduled dates.>

Delivery	Deliverables	Scheduled date
Delivery 1
Delivery 2
Delivery 3
Delivery 4
Delivery 5

12. Implementation <Describe the actions planned for implementing each of the deliveries.>

Delivery	Actions planned
Delivery 1
Delivery 2
Delivery 3
Delivery 4
Delivery 5

13. Roles and responsibilities <Describe the roles and responsibilities of all the stakehold- ers in the project.>

Role	Responsibilities
IT Project Manager
Software Project Manager
Quality Assurance
Configuration Control Board
Software Project Leader
Software Project Team—In-house
Sub-contractor
Software Project Team—Sub-contractor
Any other role

14. Managerial methods, tools, and techniques <Describe the methodology of managing the project as well as the tools and techniques proposed for use in the project.>

Activity	Methods, tools, and techniques
Work management
Configuration management
Quality management
Productivity management
Progress monitoring
Integration management
Measurement and metrics

15. Communication <Describe the communication mechanisms tools and techniques proposed for use in the project.>

Communication mechanism	Occasions for utilization
E-mail
Phone calls
Tele/Video conferences
In-person meetings
Faxes
Personal visits

16. Issue resolution <Describe the mechanisms to be followed for resolving issues as they arise, including the tools and techniques proposed for issue resolution in the project.>

17. Escalation <Describe the escalation mechanism for resolving disputes when they arise.>

18. Risk management <Describe the risk management activities proposed for the project. Please give a reference if a separate risk management plan is prepared.>

Exhibit 5.2 Template for a software development plan document

( Date of release Release details/revisions Prepared by Approved by ) ( Role Responsibilities IT Project Manager Software Project Manager Quality Assurance Configuration Control Board Software Project Leader Software Project Team—In-house Sub-contractor Software Project Team—Sub-contractor Any other role )

<Title page>

Installation and commissioning plan

For <Project ID>

Revision history:

Table of contents page

<Insert table of contents>

1. Introduction <Include a brief overview of the project, its scope, abbreviations, etc.>

2. References <Enumerate the list of documents referred. Include the work order, organi- zational process, standards, guidelines, templates, feasibility report, floor plan, etc.>

Note: Items 3 through 15 must be replicated for all the proposed iterations.

3. Facilities <Enumerate the facilities covered by this iteration here.>

4. Hardware details <Enumerate the hardware items, including the servers, workstations, and networking equipment along with their system software here.>

5. Software details <Enumerate the details of the application software that is scheduled to be delivered for this iteration of installation and commissioning.>

6. Installation team <Enumerate the team members responsible for this iteration.>

7. Roles and responsibilities <Enumerate the roles and responsibilities pertaining to this iteration.>

8. Installation procedures <Describe the procedures applicable to this iteration of instal- lation and commissioning. You may give references to organizational procedures if they are being used.>

9. Quality control <Enumerate the quality control activities proposed for this iteration.>

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10. User training <Describe the training proposed for end users including course titles, faculty, facilities, and schedules for conducting the training.>

11. Piloting plan <Describe the activities for running the installation on a pilot basis, fix- ing any uncovered defects and criteria for determining the installation’s readiness for cutover.>

12. Cutover plan <Describe the activities for cutover of the installation to production use, including the master data preparation, handholding, in-process inspection, etc.>

13. Handover plan <Describe all activities proposed to handover the installation including the people designated to takeover, schedule of takeover, documents to be signed, etc.>

14. Schedule <Enumerate the schedule of this iteration or give a reference to the sched- ule document.>

15. Any other item <Describe any other organization-specific item.>

Exhibit 5.3 Template for an installation and commissioning plan

( Date of release Release details/revisions Prepared by Approved by ) ( Artifact/Activity Proposed QC activities Procured hardware Inward testing to ensure that they are free from defects and conform to their specifications Procured COTS product for application or other software Acceptance testing Application software developed in-house All quality assurance activities set out in the soft- ware project’s software quality assurance plan Application software—outsourced development Specification of quality assurance activities in the purchase order; verification of quality records; and acceptance testing Networking Connectivity, load, and speed testing Server room deployment Inspection of equipment for conformance with the deployment plan Installation of system software on all computers Cursory inspection; configuration tool testing Master data preparation Inspection of quality records; sample testing System readiness Beta testing Any other project specific activity As necessary )

<Title page>

Quality assurance plan

For <Project ID>

Revision history:

Table of contents page

<Insert table of contents>

1. Introduction <Include a brief overview of the project, its scope, abbreviations, etc.>

2. References <Enumerate the list of documents referred. Include the organizational pro- cess, procedures, standards, guidelines, formats and templates, and any other relevant documents here.>

3. Quality objectives for the project <Enumerate all the quality objectives set for the project. They may include defect density, reliability, cost of quality, response times, load-bearing capability, concurrency control, etc.>

4. Quality control activities:

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5. Audits <Enumerate the proposed audits including conformance audits and investiga- tive audits for the project.>

6. Defect resolution <Include the procedure, formats, templates, tools, reporting, and escalation etc. prescribed for defect resolution.>

7. Metrics and measurement <Enumerate the measurements to be carried out, their periodicity, and the metrics to be derived for ascertaining the quality achieved in the project here.>

8. Waivers <Enumerate the waivers obtained from organizational process, if any, here.>

Exhibit 5.4 Template for a quality assurance plan

( Date of release Release details/revisions Prepared by Approved by ) ( Item description Required by date )

<Title page>

Procurement plan

For <Project ID>

Revision history:

Table of contents page

<Insert table of contents on this page>

1. Introduction <Include a brief overview of the project, its scope, abbreviations, etc.>

2. References <Enumerate the list of documents referred. Include the work order, organi- zational process, standards, guidelines, templates, feasibility report, etc.>

3. List of items decided for procurement <Enumerate the items or give reference to the BOM.>

4. Schedule <Include the schedule of procurement here or give reference to it.>

5. Waivers <Enumerate the waivers obtained from organizational process, if any, here.>

Exhibit 5.5 Template for procurement plan

Risk ID	Risk description	Risk probability	Risk damage ($)	Risk value ($)	Risk priority	Mitigation actions
IT01	Delayed supply of servers	10%	200	20	3	Regular follow up to ensure on-time supply
IT02	Delayed supply of work stations	5%	100	5	4	Regular follow up to ensure on-time supply
IT03	Delay in network	25%	200	50	2	1) Regular follow up
	cabling					to ensure on-time
						supply
						2) Connect in phases
IT04	Delay in develop- ment of application software	30%	1000	300	1	1) Careful planning 2) Regular follow up 3) Iterative develop- ment
IT05	Some more risks

Exhibit 5.6 Template for a risk management plan

( Date of release Release details/revisions Prepared by Approved by ) ( Training program Topics Desired faculty Possible date Functionality training Module-wise software func - tionality Development Team—PM Software design Architecture and design of the application software developed Development team—architect Standards and guidelines Guidelines proposed for the software maintenance project Organizational process group Software quality control Quality control activities pro- posed for the maintenance project Organizational quality group Software metrics Measurement and metrics proposed for the maintenance project Organizational metrics group Any other topic relevant to the organization )

<Title page>

Software maintenance plan

For <Project ID>

Revision history:

Table of contents page

<Insert table of contents>

1. Introduction <Include a brief overview of the project, its scope, abbreviations, etc.>

2. References <Enumerate the list of documents referred. Include the work order, organi- zational process, standards, guidelines, templates, feasibility report, floor plan, etc.>

3. Strategy for software maintenance <Describe the strategy decided for carrying out ap- plication software maintenance.>

4. Software maintenance team <Enumerate the desired skills for the maintenance team.>

5. Initial training plan <Include the topics necessary to ramp up the software maintenance team during handover of code to the maintenance team.>

( 6. Induction training plan < Include the topics necessary to induct a new resource to the maintenance team after the software is under maintenance. > 7. Metrics to be collected and analyzed: )

Training Program	Topics	Desired Faculty	Mode of training
Functionality training	Module-wise software functionality	PM of the maintenance team
Software design	Architecture and design of the application software developed	PM of the maintenance team
Standards and guidelines	Guidelines proposed for the software maintenance project		Self-study
Software quality	Quality control activities proposed for the maintenance project		Self-study
Any other topic relevant to the organization

Metric	Person responsible	Periodicity
Average time to fix defects	PM	Monthly
Maximum time taken to fix a defect	PM	Monthly
Minimum time taken to fix a defect	PM	Monthly
MTBF (mean time between failures)	PM	Monthly
Uptime of software	PM	Monthly
Cost per defect	PM	Monthly
Any other metric

Exhibit 5.7 Template for a software maintenance plan

( IT Infrastructure handover format Date of handover: Handed over by: Taken over by: All the above enumerated assets are verified by me and are in working condition. Signed: Name of the person taking over the assets: Date: )

Asset ID	Asset description	Location	Remarks

Exhibit 6.1 Template for a handover/takeover format

Progress report for sub-project

Sub-project ID: Date:

Project manager for the sub-project:

Overall progress:

	Planned	Actual
Total activities
Planned for completion by this date
Resource utilization:
Expenditure
Resource 2
Resource 3
Resource n

Activities completed this week:

Activity	Delay	Reasons for delay	Proposed corrective actions

Ongoing Activities:

Activity	Scheduled completion date	Percent completed	Probability of success

Activities proposed for next week:

Activity	Scheduled completion date	Probability of success	Any issues

Issues raised:

Issues	This week	Total
Raised
Resolved
Pending

( Special events: Process improvement suggestions: 1. 2. 3. Any other relevant information: 1. 2. 3. )

Event	Significance

Exhibit 7.1 Template for a progress report for sub-projects

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Progress report for project

Project ID: Date:

Project start date:

Project scheduled completion date:

Project manager:

Executive summary: <Briefly describe the highlights about the project progress.>

Overall progress:

Parameter	Planned	Actual
Total activities
Planned for completion by this date
Sub-projects on schedule
Resource utilization:
Resource 1
Resource 2
Resource 3
Resource n

Progress of the sub-projects:

Sub-project	Number of activities completed on time	Number of activities delayed	Number of on-going activities

Earned value analysis:

Metric	Value
Budgeted cost of work scheduled
Budgeted cost of work performed
Actual cost of work performed
Cost variance
Schedule variance
Cost performance index
Schedule performance index

( Issues needing management attention: Project metrics: Special events: Process improvement suggestions: 1. 2. 3. Any other relevant information: 1. 2. 3. )

Description of the issue	Date of origination	Pending with (name of the person)

Name of metric	Organizational standard	Actual achievement	Explanation for variance
Productivity
Quality
Effort
Schedule
Cost

Event	Significance

Exhibit 7.2 Template for an IT project progress report

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( Templates for IT Project Management ) ( 355 )

( Minutes of meeting Meeting conducted on: Chaired by: List of participants: 1. 2. 3. 4. Highlights of the meeting: < Describe the highlights of the meeting in this space. > Action points: Any other items discussed: MOM Prepared by: Date: )

Item No.	Action item	Date of origination	Scheduled date of completion	Person responsible	Status (open/closed)
1
2
3

Exhibit 7.3 Template for recording the minutes of a progress review meeting

( Cash flow statement for IT project Project ID: Project manager: Funds requirement: Dt. Notes: < Explain any special aspects here. There may be assumptions about the dates and prerequisites to be fulfilled, the consequences of not meeting any dates, penalties, etc. > 1. 2. 3. )

Nature of requirement	Earliest date of requirement	Latest date of requirement	Amount required	Minimum amount




Total

Exhibit 8.1 Template for a cash flow statement

Review/Inspection Report

Project name:

Name of the artifact/work being reviewed/inspected:

Name of the lead reviewer/inspector:

Date on which review is conducted:

Type of review/inspection:

Defects uncovered during the review/inspection (use an additional sheet if necessary):

Defect ID	Defect description	Defect origin	Closed on	Status (open/closed)

Signature of the lead reviewer/inspector: Date:

Closure action by the author: Corrective actions implemented:

Corrective action implemented	Defect IDs covered by this corrective action	Comments

Preventive action implemented:

Preventive action implemented	Defect IDs covered by this corrective action	Comments

Signature of the person resolving defects: Date:

Defect closure actions (to be filled in by the lead reviewer/inspector):

I have verified and found that all the defects described above are closed satisfactorily, except the following defects, which are retracted or pending:

Signature of the lead reviewer/inspector: Date:

Exhibit 9.4 Template for a review/inspection report

Req. No	Resource requested	Resource type	Qty	Required by date	Probable release date by phase
1.	Hardware engineers	Personnel	12	10th Oct 12	1. 5 by 20th Nov 12 2. 5 by 10th Dec 12 3. 2 by 1st Jan 13
2.	Networking engineers	Personnel	2	1st Oct 12	1st Jan 13
3.	Electricians	Personnel	2	1st Oct 12	1st December 12
4.	Networking cable	Material	2 Miles	1st Oct 12	Not applicable
5.	Continuity tester	Equipment	5	1st Oct 12	1st Jan 13

Exhibit C.1 Template for a sample resource request form