Project Management Resources

ADDITIONAL PROJECT MANAGEMENT RESOURCES

The foundational steps and the interconnected activities that overlap, repeat, or evolve as the project progresses to accommodate changing needs and ensure successful outcomes.

Starting, Planning, Implementing, Tracking and Adjusting, Closing

Each project phase is associated with templates to help effectively manage your project. Choose the template(s) that will work best for your project.

Project Management Templates by Phase

Originating Phase

Project Origination is the first phase of the project life cycle. In this phase, the need for a project is defined and evaluated. It is reviewed, prioritized and approved for the next phase.

The primary template associated with this phase is below:

Project Proposal

Project Proposal describes the objective, solution, scope, risks of a proposed project and requests SPPMO full or consultant support.

Initiating Phase

Project Initiation is the second phase of the project life cycle. In this phase, the project charter is created and approved to formalize the project goals and deliverables. The project team is identified, roles and responsibilities established and the project official starts.

The templates associated with this phase are as follow:

Project Charter

The Project Charter formally authorizes the project to begin. It provides a high-level overview of the scope, deliverables, budget, and approvals of the project.

Project Team Roles
and Responsibilities

The Roles and Responsibilities guide describes the typical roles and responsibilities of the key stakeholders for a project.

Project Kick-off

The Project Kick-off formally brings all stakeholders together to review the overview of the project and ensures that everyone has a common understanding of the project and their roles. It officially starts the project and sets the stage for the project phases to come.

RAID Log

The RAID Log is used to track, manage and control project Risks, Action, Issues, and Dependencies.

Planning Phase

Project Planning is the third phase of the project life cycle. Once the project charter has been approved, it is time to develop the project plan that will guide the project through the next phases and keep the project on time and on budget. In this phase, the schedule is created, the project deliverables are defined, the project team is formalized and the communication plan is created.

The templates associated with this phase are as follow:

Project Plan

The Project Plan is an extension of the Project Charter and provides in-depth information about how the project will be executed, monitored and controlled.

Project Schedule

Project Schedule provides an overview of the project activities, planned dates for starting/completing activities, milestones, and persons responsible for them. The timelines for the project are shown in one or more of the following forms: milestones, deliverables, activity and/or Gantt.

Communication Plan

The Communication Plan defines who needs to be aware of and informed of the important project information. It details, how and how often information should be distributed and who will be responsible for the distribution.

RACI Chart

The RACI Chart defines, documents and maps out the project tasks, milestones or key decisions involved in completing the project and assigns which roles are Responsible for each action and which role is Accountable, or who needs to be Consulted or Informed. RACI stands for Responsible, Accountable, Consulted, Informed.

Stakeholder Analysis

Stakeholder Analysis is the process of identifying and analyzing the needs of stakeholders by grouping them according to their levels of participation, interest, and influence in the project; and determining how best to involve and communicate to each stakeholder group.

Related to SPPS training on Public Participation / Public Engagement Plan.

Delivering Phase

Project Delivery is the fourth phase of the project life cycle. In this phase, activities defined during the project planning phase are executed, monitored and controlled.

The templates associated with this phase are as follow:

Status Meeting Agenda

The Status Meeting serves to obtain updates on the current status of the project activities. The agenda tracks project activities as a quick reference and ensure they have been addressed.

Status Report / Dashboard

The Status Report communicates the current status of the project to stakeholders and executives.

Decision Document

Decision documents provide recommendations and details for key project decisions to be made. They include the options considered, risks and benefits. The decision outcome is recorded, communicated and archived to provide a record of key project decisions.

Related to SPPS Decision Process.

Closing Phase

Project Closure is the final phase of the project life cycle. In this phase, you will provide final deliverables, release project resources and determine the success of the project.

The templates associated with this phase are as follow:

Lessons Learned

The Lessons Learned document summarizes any insights and shared knowledge gained during a project that can be used to inform future projects.

Project Closure Report

The Project Closure Summary formally closes a project. It summarizes final information about the project deliverables, scope, milestones, budget and lessons learned.