BSBPMG522- UNDERTAKE PROJECT WORK- 3 assessments

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Part of a suite of support materials for the

BSB Business Services Training Package

Project Planning Templates

BSBPMG522 Undertake project work

Table of Contents

1.1 – Initiation and scope ...................................................................................................1

Project brief ...................................................................................................................1

Project scope document ...............................................................................................2

Stakeholder analysis ....................................................................................................3

Communication plan (example) ...................................................................................4

Roles and responsibilities ............................................................................................5

Project snapshot ...........................................................................................................6

1.2 – Planning .....................................................................................................................7

Work breakdown structure ...........................................................................................7

Project plan ...................................................................................................................7

Gantt chart ................................................................................................................. 11

Activities schedule ..................................................................................................... 13

Budget ........................................................................................................................ 14

Risk register ............................................................................................................... 15

Risk assessment form ............................................................................................... 16

1.3 – Implementation ...................................................................................................... 17

Change requests ........................................................................................................ 17

Issues log.................................................................................................................... 17

1.4 – Monitoring ............................................................................................................... 19

Status update report ................................................................................................. 19

1.5 – Finalising and review.............................................................................................. 20

Budget variation report .............................................................................................. 20

Post-project review meeting ...................................................................................... 21

Handover report ......................................................................................................... 22

Post-project review report ......................................................................................... 23

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1.1 – Initiation and scope

Project brief

Project purpose and rationale

The justification and validity of the project needs to be confirmed before the project proceeds. This

document is used to clarify the project purpose and justification and to gain approval to proceed

to the next phase.

Project title

Working title.

Project purpose

Describe the purpose/need/rationale/feasibility for the project.

Background and strategic context

Explain the background to the project and how it relates to the key strategic plans.

Priority

Note the importance and/or urgency of the project to the organisation.

Related projects

Any other projects that have been undertaken in the past, are currently underway, or planned for

the future that will or may be affected by, or simply connected to, this project.

Project client/owner

The person who requires the project to be undertaken.

Project sponsor

The person who is providing the funds and has the ultimate authority over the project.

Project manager

The person who has the responsibility to manage the project on a day-to-day basis.

Project status

What has already been decided about the project? What decisions have already been made? What

work has already been done in relation to the project? Any assumptions or constraints?

Special provisions

Special regulations, ethical or legal considerations, etc.

Project approvals

Add any signatures that are required for approval to proceed to the next phase.

Project Manager Project Sponsor

Project Client/Owner Other

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Project scope document This template is a tool that can be used with key stakeholders to clearly define the logical

boundaries of the project. Ensure that you note any requirements that are out of scope to achieve

absolute clarity about what is and is not covered by this project, and to avoid the potential for

problems later on.

In Scope Out of scope

(exclusions)

Assumptions Constraints

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Stakeholder analysis Use this template to identify areas, groups or individuals who may participate in, or are affected

by, the project. Include everyone who has a vested interest. A useful question to ask is: ‘What will

make this project a success for you?’

Name Work area Stakeholder type

(client, end-user)

Impact on/by project,

requirements, success

criteria

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Communication plan (example)

What Who Purpose When/frequency Type/methods

Initiation

meeting

All stakeholders. Gather information

for initiation plan.

FIRST

Before project start

date.

Meeting.

Distribute

project

initiation

plan

All stakeholders. Distribute plan to

alert stakeholders

of project scope

and to gain buy in.

Before kick-off

meeting.

Before project start

date.

Project snapshot

distributed via

hard copy or

electronically.

May be posted on

project website.

Project

kick-off

All stakeholders. Communicate plans

and stakeholder

roles/

responsibilities.

Encourage

communication

among

stakeholders.

At or near project

start date.

Meeting.

Status

reports

All stakeholders

and project office.

Update

stakeholders on

progress of the

project.

Regularly

scheduled.

Weekly is

recommended for

small-medium

projects.

Distribute status

report electronically

and post via

website.

Team

meetings

Entire project team.

Individual meetings

for sub-teams as

appropriate.

To review detailed

plans (tasks,

assignments, and

action items).

Regularly

scheduled.

Weekly is

recommended for

entire team. Weekly

or bi-weekly for

sub-teams as

needed.

Meeting: detailed

plan.

Sponsor

meetings

Sponsor/s and

Project Manager.

Update sponsor/s

on status and

discuss critical

issues.

Seek approval for

changes to project

plan.

Regularly

scheduled.

Recommended

bi-weekly or

monthly and also as

needed when

issues cannot be

resolved or changes

need to be made to

project plan.

Meeting.

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Roles and responsibilities It is important to identify who the major players are on the project. List the major project roles,

responsibilities and the actual people involved. Add in any additional roles as required.

Role Name/s Responsibilities Signature/s

(if required)

Project client/owner

The person who requires the

project to be undertaken.

Project sponsor/project

director/project board

Senior management of the

project. Accountable for the

success of the project. Has the

authority to commit resources.

Project manager

Person responsible for running

the project on a day-to-day

basis within defined authorities

for cost and schedule as

agreed with the project

sponsor/board.

Manager of the project

manager

The operational/line manager

who the project manager

reports to on a day-to-day

basis.

Project team members

Staff who will be working on

the project.

Steering committee/

working party

To provide advice and

recommendations.

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Project snapshot The project snapshot summarises the purpose, deliverables, stakeholders, resources, risks,

interdependencies and success criteria of the project.

Project snapshot

Name of project:

Project purpose:

What are the goals/objectives of this project? Why are we undertaking it? What is the

problem/opportunity?

Deliverables with timeframes

What, when, etc.

Stakeholders

Who is the sponsor, project manager,

customers, and other key groups who can

impact, or be impacted by, this project.

Resources

Cash flow, people, equipment, facilities,

software, etc.

Risks

Resource limitations, deadlines, budget,

technology, legal and other constraints, etc.

Interdependencies

With other projects, groups, system

interfaces, etc.

Success criteria

How we know we are successful.

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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1.2 – Planning

Work breakdown structure A work breakdown structure (WBS) in project management is a tool used to define and group the

project’s discrete work elements (or tasks) in a way that helps organise and define the total work

scope of the project. The WBS is a dynamic tool and can be revised and updated as needed by the

project manager.

Level 1 Level 2 Level 3

Task 1

Sub-task 1.1

Work item 1.1.1

Work item 1.1.2

Work item 1.1.3

Sub-task 1.2

Work item 1.2.1

Work item 1.2.2

Work item 1.2.3

Task 2

Sub-task 2.1

Work item 2.1.1

Work item 2.1.2

Work item 2.1.3

Sub-task 2.2

Work item 2.2.1

Work item 2.2.2

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

Project plan The project plan is the basis for monitoring and controlling the project. All project information is

http://en.wikipedia.org/wiki/Project_management

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consolidated to date, forming the basis for monitoring and controlling once implementation of the

project commences.

Project title:

Project purpose

From project proposal – update if required.

Background and strategic context

From project proposal – update if required.

Other related projects

From project proposal – update if required.

Project objective

From project proposal – update if required.

Scope including key deliverables

From project proposal – update if required.

In scope.

Out of scope.

Assumptions

Constraints

Deliverables

Governance

From project proposal – update if required. Attach a project organisation chart and additional

information on responsibilities if required.

Project client/owner

From project proposal.

Project sponsor

Project Manager

Manager of the project manager

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Project team members

Key stakeholders

From project proposal – update if required. Include a more detailed stakeholder analysis in the

Appendices, if required.

Schedule

Using the information you generated in the work breakdown structure, update the schedule.

Include a Gantt chart or additional planning information in the Appendices.

Item Milestone date Responsibility

Resource and cost plan

Resource planning is where you determine what resources (people, equipment and materials) and

what quantities of each should be used to perform activities. Once the resources have been

determined, estimate the project costs. Include a more detailed resource and cost plan in the

appendices if required.

Deliverable/milestone/phase Resource Cost

Project risk assessment

From project proposal – update if required. Include a more detailed risk management plan in the

appendices.

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Risk Level

(high/medium/low) Management strategy

Quality management plan

Include a high level quality management plan here. Include a more detailed quality management

plan in the appendices if required.

Item from WBS Agreed quality standard Recovery procedure

Communications and reporting

Include a high level communications plan here. Include a more detailed communications

management plan in the appendices if required.

Stakeholder Information required When required Format

Controls

Outline how you are going to track, monitor and report on the project. For example:

● status reports

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● exception reports

● issues/risk log

● variance requests.

Appendices

List the appendices that are attached to your project plan, for example:

● stakeholder needs analysis

● work breakdown structure

● Gantt chart

● activities schedule

● budget/cash flow

● human resource planning schedule

● roles and responsibilities

● procurement schedule

● combined resources and cost schedule

● risk management plan

● quality management plan

● communications management plan.

Future related projects

Project approvals

Add any signatures that are required for approval to proceed to the next phase.

Project Manager Project Sponsor

Project Client/Owner Other

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

Gantt chart To use a Gantt chart, list the activities and tasks in column A, select an appropriate time interval

(days, weeks or months), allocate the dates to columns B onwards and plot the expected time

duration (total time from start to completion) under the appropriate column by selecting shading

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from the cells. When you wish to provide a status report, simply colour or shade in black those

items that are completed or estimate the percentage complete. This will give you an immediate

visual representation as to whether or not you are on schedule. You can add extra columns for

assignment of responsibilities, etc.

For small projects, a Gantt chart can be created as a spreadsheet.

Activity/task 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

Legend

If there are many tasks or stages in your project, you can identify them with a key or legend.

Task 1 Task 5

Task 2 Task 6

Task 3 Task 7

Task 4 Task 8

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Activities schedule The activities schedule is a tool used to monitor individual activities against the project plan. Information recorded on the schedule can be used when

providing project status updates to stakeholders.

Phases &

activities Responsibility Resources Effort (hrs) Started Deadline

Actually

completed Comment/status

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Budget The project budget is a prediction of the costs associated with a particular project. These costs

include labour, materials, and other resources required to complete the project.

Project Name:

Income Inc. GST Ex. GST

Total income

Expense Inc. GST Ex. GST

Subtotal

Contingency (+10%)

TOTAL

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Risk register This template is used to record identified risks associated with your project, analyse the impact

and determine resultant action to be taken.

Risk Likelihood

(H/M/L)

Impact

(H/M/L)

Risk response

(contingency

strategies)

Responsible

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Risk assessment form Identified risks are logged on a risk form and a copy is forwarded to the project manager.

Project details

Project Name: Project Name Project name to which the risk relates.

Project Manager: Name of the project manager responsible for mitigating the risk.

Risk details

Risk ID: Number allocated to this risk.

Raised by: Name of person who has raised the risk.

Date raised: Date of completion of this form.

Description of risk:

Briefly describe the identified risk and its possible impact on the project (e.g. scope, resources,

deliverables, timelines and/or budgets).

Likelihood of risk:

Describe and rank the likelihood of the risk

occurring (i.e. low, medium or high).

Impact of risk:

Describe and rank the impact on the project if

the risk occurs (i.e. low, medium or high).

Risk mitigation

Preventative actions recommended:

Briefly describe any action that should be taken to prevent the risk from occurring.

Contingency actions recommended:

Briefly describe any action that should be taken, should the risk occur, to minimise its impact

on the project.

Approval details

Supporting documentation:

Details of any supporting documentation used to substantiate this risk.

Signature: _______________________ Date: ___ /___ /____

PLEASE FORWARD THIS FORM TO THE PROJECT MANAGER

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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1.3 – Implementation

Change requests This form is used to assist with recording and management of changes in scope, time, quality or

budget. The change management procedure must be negotiated with the key stakeholders prior to

the sign-off of the project plan.

Change request – Project

Issued by

Item affected

Nature of change

requested

Reason for change

Impact on scope

Impact on budget

Impact on schedule

Change authorised: Yes/No Adj. completion date: Adj. final budget: $

Signed:

Project Manager

Signed

Sponsor

Signed

Client

Signed

Date Date Date Date

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

Issues log In this template all issues are treated as risks. They should be recorded when they arise, assigned

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a number and responsibility, a recovery strategy or alternate path agreed, acted upon and

recorded when closed.

Item Strategy Date logged Date resolved

Signed:

Project Manager

Signed:

Sponsor

Signed:

Client

Signed:

Date: Date: Date: Date:

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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1.4 – Monitoring

Status update report This is one example of a status report. The preferred format should be negotiated with the project sponsor. Attach minutes of project meetings.

Status report – Project

Item Work completed

to-date

Milestone date Revised/ actual

date

Budgeted cost Revised/ actual

cost

Responsible

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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1.5 – Finalising and review

Budget variation report The project budget is a prediction of the costs associated with a particular project. These costs

include labour, materials, and other resources required to complete the project.

Project name:

Income Budget Actual % Variation

Total income

Expense Budget Actual % Variation

Subtotal

TOTAL

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Post-project review meeting This template provides a proposed post-project review meeting agenda, detailing items to be

discussed when reviewing the overall project.

Post-Project Review Meeting – Agenda

Topic Speaker Time

Brief overview of project:

Purpose of project, major accomplishments, comments.

Project

Manager

5 mins

Review by team:

Goals, objectives, deliverables, schedule, budget, and success

criteria (Were they met, partially met, or missed?).

All 10 mins

What worked/what could have gone better?

Some areas to consider:

● project planning

● project management

● project scheduling and tracking

● project estimating

● communication (with team, other groups/stakeholders, sponsor)

● risk management

● vendor management

● issues management

● stakeholder management

● resourcing

● users

● development approach:

○ methodology

○ analysis and design

○ development

○ testing

○ implementation

● training, documentation

● technology

● overall approach to project (i.e. vendor package, staged

implementation, etc.)

● production and operation support.

All 20 mins

Lessons learned All 10 mins

Next steps All 5 mins

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Handover report This template summarises the project as delivered and any agreed changes to baseline scope,

quality, costs and schedule.

Handover report

Initial overall objectives

Agreed changes to objectives

Final agreed deliverables

Item Budgeted cost Final

cost

Schedule

date Final date

Total

Issues summary

Item Strategy Date logged Date

resolved

Documents attached

No. Title

____________________

Project Manager

_____________________

Project Sponsor

_____________________

Project Client

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y

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Post-project review report This template can be used to guide you through the process of conducting a post-project review.

This template can be used to document the key learning in terms of what worked well and what

could have been improved.

Post-Project Review Report

Name of project:

Date and location of meeting:

Names of attendees:

1. Overview by Project Manager:

Brief summary of highlights and achievements, etc.

2. Review by team of goals, objectives/deliverables and schedule as outlined in project plan

Cut and paste from project plan.

Met Missed Partially

met

Comments

Project goal/s

Objectives/deliverables

Success criteria

Schedule

Budget

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3. What worked well; what could have gone better?

Worked well Could have gone better

4. Lessons learned

5. Next steps / improvement plans

Project Title: Project Client: Date:

Version:

Project Sponsor: Project Manager:

File Name: Page x of y