a project management assignment

PERSONNEL

TASKS/ACTIVITIES

Stakeholder

Their interest or

requirement from the project

What the project needs from them

Perceived attitudes and/or risks

Actions to take

TIME [in suitable units -days, weeks, months, etc.]

MILESTONES

Responsibility

Deliverables due

Due date

R/A/G*

Action to take to bring deliverable or task back on schedule

Activity name /No.

Description

Date to be delivered

Revised est.

Q/C/T

Reason for delay.

Q/C/T? Explain

Effect on project

Nature of Risk or Uncertainty

Likelihood

High/

Medium/

Low

Impact

High/

Medium/

Low

Likelihood

x Impact

[Score]

Actions required and who will take responsibility to manage the risk

Background to the project (PLEASE KEEP BRIEF)

General aims(s)

Initial Risks

Expected Outcomes

Benefits of running with this project

Initial estimates of cost and time

£:

Time:

Outcome of the business case

Decision from (x x)

Date

Project Definition Form [or PID]

Project Title:

Put here a very brief title

Sponsor:

Insert actual sponsor name

State below the link with the corporate agenda – the actual wording please.

Put here the actual words in the corporate agenda – showing the link with this project

Project Background:

The background to the project. Enough information to inform the reader.

Project Benefits:

An outline of what the benefits are to the organisation, individuals or stakeholders in delivering the project

Project Objectives:

The specific objectives for the project. NOTE: the objectives can be one line or more detailed text.

Project Deliverables:

What you will be delivering at the end of the project. NOTE: these are the what you will have at the end of the project, e.g. a report, a building, improved service levels etc.

This project will include:

This project will not include:

This section defines the boundaries of the project.

Planning details should not be included at this stage.

Success Criteria:

How you will measure the success of the project. NOTE: the success criteria must be measurable.

Constraints:

Examples here can be specific (a skill which the project team must have) resources, or a legal deadline – NOTE: only include time and money if you can quantify them.

Key Assumptions:

The assumptions you are making in putting this document together.

Project Manager:

Who fulfils this role and what they do.

Project Sponsor:

Who fulfils this role and what they do.

Project Board/Steering Group Members:

Who fulfils these roles and what they do. NOTE: may not be appropriate for

all projects

Project Team Members:

Budget(

Resource Costs:

Other Costs:

Total costs (attach a breakdown of the overall budget)

· VAT*– Some projects may have important VAT issues. Have you spoken to accountancy to discuss these?

Start Date:

Completion Date:

Signature of Project Manager:

Date:

Approval from Sponsor:

Date:

Project Title:

Number:

Project Sponsor:

Project Manager:

Progress Report

Report No.

RAG Status*: RED / AMBER / GREEN

Headlines

Tasks, Milestones, Outcomes delivered this period

Completion dates

Tasks, Milestones, Outcomes

Comments

Plan

Actual

Major Risks and Issues Include an assessment of the impact and any actions taken

Recommendations and Requests for Decisions or Support

Tasks, Milestones, Outcomes scheduled for next period

Completion dates

Tasks, Milestones, Outcomes

Comments

Plan

Forecast

* RED

"Major concern - escalate to the next level" Slippage greater than 10% of remaining time or budget, or quality severely compromised. Corrective Action not in place, or not effective. Unlikely to deliver on time to budget or quality requirements

AMBER

"Minor concern – being actively managed” Slippage less than 10% of remaining time or budget, or quality impact is minor. Remedial plan in place.

GREEN

"Normal level of attention" No material slippage. No additional attention needed

Highlight/Progress Report

Project Name:

PROJECT NAME

Reporting Period:

Project Manager:

Project Sponsor:

Prepared by:

Date Prepared:

RAG Status

R

Project Phase:

0

Project Description:

Project End Date:

dd/mm/yyyy

Key Deliverables Completed this period

Key Deliverables Outstanding this period

Key Deliverables for next reporting period

Delivery Date

Delivery Date

Risk Management

Issue Management

Change Management

Log No

Risk

Action/Status

Log No

Issue

Action/Status

Req No

Details

Approved

Financial Statement

Capital

Revenue

External

Source

Budget

Actual

Remaining

Forecast

Source

Budget

Actual

Remaining

Forecast

Source

Budget

Actual

Remaining

Forecast

0

0

0

Project Title

Project Number

Project Manager

CHANGE REQUEST

Originator

Phone:

Date of request

Change request no.

allocated by Change Controller

Items to be changed

Reference(s)

Description of change (reasons for change, benefits, date required)

Estimated cost, and time to implement (quotation attached? Yes ( No ()

Priority / Constraints (impact on other deliverables, implications of not proceeding, risks)

CHANGE EVALUATION

What is affected

Work required (resources, costs, dates)

Related change requests

Name of evaluator

Date evaluated

Signature

CHANGE APPROVAL

( Accepted ( Rejected ( Deferred

Name

Signed

Date

Comments

CHANGE IMPLEMENTATION

Asset

Implementer

Date completed

Signature

Project Title

Project Number

Project Manager

Change number

Description of change

Date received

Date evaluated

Date approved

Date completed

Activity

Planned Time

Actual Time

Difference

Planned

Cost

Actual

Cost

Difference

A: SET UP - INITIATION

1 Developed the business case?

2 Is a full options appraisal necessary?

3 Is the project in line with the strategic plan?

4 Has the project received sign off by sponsor or project board?

B: SET UP - DEFINITION

1 Has a PID or project definition form been completed?

2 Are roles explicit and documented?

3 Are levels of authority clear?

4 Have you carried out a stakeholder analysis and planned accordingly?

5 Have you assessed risks and put a plan into action to monitor them?

6 Are you clear what is driving the project Quality, Cost or Time (1 only)

7 Have clear project review procedures been established?

8 Has planning started for a start up workshop (or series of workshops)?

9 Team selection - have you got the correct mix of skills and professional experience?

C: DELIVERY PLANNING

1 Have you broken the project down into its component parts – work breakdown

2 How accurate are your estimates? If a low percentage then recalculate.

3 Have you developed a milestone chart or produced a Gantt chart?

4 Have you developed an overall project budget? Have you sought advice from financial experts

Y

N

COMMENTS

5 Have you identified the critical path for the project?

6 Have you developed a communications plan and included its component parts into the Gantt charts?

7 Are you continuing to carry out risk analysis throughout the project?

8 Are quality standards high? How do you know?

D: DELIVERY

1 Have you identified the appropriate type of control – loose versus tight?

2 Project reporting – are you clear who reports what and to whom and how?

3 Do you have a clear procedure for managing change?

4 Have you developed a planned versus actual schedule? How up to date is it?

5 Tolerance – have you an agreed tolerance figure?

6 Variations – are these quickly flagged?

E: CLOSEDOWN AND REVIEW

1 Post project review has been planned?

2 Learning identified?

3 Is the project still delivering the benefits intended?

4 Is there a case for abandoning the project – off schedule or delivered a significant part of it?

5 End of project review reports are produced and circulated?

Y

N

COMMENTS