Project Management
AGS Consulting & Training
Pro-ject Purpose
Need for Project
Requirements
Stakeholder Management Plan
Options Shortlist
Option evaluation
Scope Statement
Work Breakdown Structure
Activity and Task List
Network Logic Diagram
Activity Durations
Project Schedule
Resource requirements
Cost Estimate
Project Cashflow
Quality Method Statement
Project Organisation Structure
Team Directory
Communication Plan
Risk Identification
Risk Evaluation
Risk Management Plan
Procurement Management Plan
Tender Evaluation Criteria
Project Plan
Work Authorisation
Scope Verification
QA Audit Form - Purchasing Goods And Services
14
-- Team Survey
15
- Meeting Action Statement
15
-- Proposal Analysis
16
33a -- Weighting of Evaluation Criteria
16
33b - Application of Weighted Evaluation Criteria
16
- Contract Change
17
-- Change Request Form
18
Scope Change/Performance measurement
19
37a -- Schedule Status
19
37b - Schedule Update/tracking
19
38 - Project Budget Control
19
39a - Corrective Action Request (CAR)
20
39b - Corrective Action Request (CAR) Status Log
20
40 -- Risk Response
20
41 -- Project Performance Report
21
42 -- Contract Finalisation
22
43 - Project Finalisation Form
23
44 - Project Evaluation
24
45 -- Recommended Improvements
24
1 -- Project Purpose
Reason for Project: Build a new facility for a local business that operates in the restaurant industry. The small business serves lunch and dinner to the public seven days a week and wishes to transfer to a new location with improved visibility and with more modern capabilities.
Relationship to Business Plan:
The restaurant is looking to expand and rather than open a second location it has decided to increase the size of its current operation in a better location. The organization is looking to grow revenues by fifty precent in a three-year period.
3 -- Need for Project
This project is being developed in response to the need to grow a small business. Although other locations for a second business were considered, it was decided that a larger primary operation should be constructed in a more advantageous location.
4 - Requirements
Product requirements:
- Performance
The facility needs modern equipment and a sanitary space.
- Quality
The facility should be built to last 30 yrs with minimal maintenance.
Client/customer requirements:
- Cost
2 million dollars
-- Time
1-year
5 - Objectives
Primary objective: The primary objective is to construct a fully operational restaurant with modern equipment and aesthetically pleasing atmosphere in a strategic location that will increase revenues.
Secondary objectives: The secondary objective is to construct a business that exceeds the capabilities of all of the other businesses in the local area.
2 -- Stakeholder Management Plan
Stakeholder name+
(eg XYZ Corp., Jo Bloggs…)
Stakeholder type
(eg client, regulator, & #8230;)
Impact by/on project
(eg. related project)
Success criteria
(eg. improve image)
Requirements*
(eg. comply with ABC standard)
Implementation
(eg. get buy-in…., meet monthly)
1
Restaurant Owner
Primary
2
Restaurant General Manager
Secondary
3
Restaurant Operations Manager
Secondary
4
Restaurant Marketing Manager
Secondary
5
6
7
8
9
+: Relationship to project/team. *: Identify conflicts between the requirements of different stakeholders
6 -- Options Shortlist
Option 1 Seperate Carry -- Out Entrance
Option 2:
Option 3:
Option 4: Do nothing
7 - Option evaluation
Option
Objectives
Cost
Time
Quality
Risk
Total
A
4
2
1
1
2
10 * E
B
C
D
Options
Scoring
A
1. No benefit
B
2. Small benefit
C
3. Medium benefit
D
4. High benefit
E
Do nothing
8 - Scope Statement
"The scope is limited to creating a world class facility for a growing small restaurant business so that it can increase revenues. This will entail a premium location as well as a premium facility."
9 -- Work Breakdown Structure
10 -- Activity and Task List
Activity 1
Task 1 -- Site Evaluation
Task 2 -- Site Selection
Task 3 -- Purchase Agreement
Activity 2
Task 1 -- Restaurant Design
Task 2 -- Site Preparation
Task 3 -- Construction Phase
Activity 3
11- Network Logic Diagram
12 -- Activity Durations
Activity Name
Duration
Start
Finish
Resource(s)
Site Evaluation
3 Weeks
12/1/11
12/23/11
Stakeholders
Design Agreement
2 Weeks
12/12/11
1/06/12
Stakeholders
Project Sign Off
25 Weeks
13 -- Project Schedule
14 -- Resource requirements
Description
Human
Resources
Duration
(Days)
Other Resources
Quantity
15 -- Cost Estimate
WBS No. & Description
Resources
Duration
(Days)
Cost $
Labour
Equip't,
Materials
Other
Total
16 -- Project Cashflow
WBS
Item
Total
Budget
F/Y
Budget
J
J
A
S
O
N
D
J
F
M
A
M
J
All figures in $1,000's
17 -- Quality Method Statement
Deliverable
Acceptance Criteria
Verification
Checkpoint
Sign-off
Note: Template is indicative only -- pro-forma should be printed in landscape format, with wider columns.
Deliverable:
Items produced to carry out and complete a project.
Acceptance criteria:
Conditions which must be met for deliverable to be accepted.
Verification:
Method used to assess deliverables (audit, review, check, test…).
Checkpoint:
Situations where work can not proceed until approved.
Sign-off:
Name, initial (and date) of person who authorised or verified work.
18a -- Project Organisation Structure
18b -- Roles
Client
provide project brief approve changes in scope
pay for products and services
Projectxe "Project" Sponsorxe "Project sponsor" identify projectxe "Identify project" xe "Project"
contribute to projectxe "Project" definition xe "Project definition" contribute to selection of projectxe "Project" manager and team members guide project manager authorise work and commitment of resources verify scope ensure client interests are being metxe "Project manager"
Projectxe "Project" Managerxe "Project manager" lead the teamxe "Team" over project life-cycle manage all (nine) project functions be accountable to the sponsor for projectxe "Project" results develop project plan, manage production of deliverables and controls project report projectxe "Project" progress to the sponsor and client
Teamxe "Team" Memberxe "Team member "s support projectxe "Project" managerxe "Project manager" and other teamxe "Team" memberxe "Team member "s complete agreed tasks on timexe "Time" within budgetxe "Budget"
19 -- Team Directory
Surname
Position/Title
Address
Phone
Mobile
20a -- Meeting Hierarchy
Stakeholders
Attendees
Meeting & Reporting Frequency
Comment
Client
Client, Sponsor
PM
Monthly
Project/Product
Performance
Project Control
Group
Directors,
Managers, PM
Monthly
Business
Management
Project
Management
PM, Team Leaders,
Contractor,
Subcontractors
Fortnightly
Project Planning & Control
Task Management
Team Leaders
Team Members
Weekly/
Fortnightly
Task Planning & Control
Other
Stakeholders
PM, Team Leaders, other
As Required
See Stakeholder
Management Plan
Deliverable/task
Timing
* * * * * *: Insert name of team member. Insert role & responsibility in box below name -- P = participant. A = accountable. R = review. I = input. S = sign-off
Stakeholder
Type of information
(eg decisions, progress….)
Communication method
(eg report, meet...)
Communication medium
(eg phone, fax & #8230;)
required/
frequency
Comments
(eg potential blockages,, reference documents…)
Client
Sponsor/Project Director
Project Manager
Team Leaders
Other team members
Senior Management
Regulatory
This Plan is to be read in conjunction with project planning documents (meeting hierarchy, progress reporting process, document management etc.)
21 -- Risk Identification
Risks relating to personnel
Risks relating to assets
Risks relating to liabilities
Risks relating to revenue
Risks relating to the environment
Risks relating to image and reputation
22 - Risk Evaluation
Risk Factor
Likelihood
Impact
Plan/Decision
Responsibility
L
M
H
L
M
H
C
L = Low
M = Medium
H = High
C = Critical
23 -- Risk Management Plan
Procedures for managing risk through project life
Results of risk identification and quantification
Who is responsible for managing areas of risk
How identification and quantification outputs will be maintained
How contingency plans will be implemented
How reserves will be allocated
24 -- Procurement Management Plan
Consideration
Decision
Environment (market conditions, state of economy…)
Organisational procurement policies
Project and product type and timing
Degree of risk
Make or buy analysis
Resource capability and availability
Formal contracts or informal agreements
Solo or joint venture with a third party
Range of choices
All products/services from single source
(single contract)
All products/services from many sources
(multiples contracts)
Procure only some products or services) (sub-contract)
Procure none of the products or services
(Use in-house resources)
Type of contract
Fixed price or lump sum (fixed total price)
Cost reimbursement (for actual costs)
Unit price (present $ for person hours work or units produced)
Other issues
Actions by project team or procurement department
Standard or one-off procurement documents
Management of multiple providers
Coordination of work
Statement of work (description of procurement item(s)
25 - Tender Evaluation Criteria
Experience with product
Management capability
Technical expertise and assurance of continuity
Compliance with contractual terms and conditions
Technical details in statement(s) of requirements
Price (including tendered price and pricing structure)
Life cycle costs/through life support costs
Schedule/timing
Quality assurances and control
Ability to identify and manage risk
26 - Project Plan
Project
Summary
Project Strategy
Background
Purpose
Project Objective(s)
Scope Statement
Work Breakdown Structure (tasks and deliverables)
Exclusions
Constraints
Related Projects
Assumptions
Schedule
Budget
Procurement Strategy
Controls
Reporting
Responsibilities
Risks
Quality
Other
Supporting detail
1. Project Organisational Structure Chart
2. Communications Management Plan
3. Responsibilities Assignment Matrix
4. Technical Documentation
27 -- Work Authorisation
WBS No.:
Work Order No.:
Revision:
Revision Date:
Description of Work
Cost Centre
Responsible
Days
Start
Authorised by:
28 -- Scope Verification
Scope Verfication Form
Verification No.
Project
Project No.
Product name
Product status
Inspection result
Reviewed by ____ Project Manager
Signed ____ Date
Approved by ____ Sponsor
Signed ____Date
Accepted by ____ Client
Signed ____Date
29 -- QA Audit Form - Purchasing Goods And Services
Activity
Responsibility
Findings
Comments / Remarks
( x
Scope of Work determined.
Costs estimated.
Verify whether local supply of required product or service has been checked.
Funds available.
Purchasing documents reviewed prior to issue
Delivered goods inspected
30 -- Team Survey
Issue
Yes
Maybe
No
Suggestion
Team members are respected and trusted
Team efforts are recognised and rewarded
Team members are open about problems
All required information is available
Team members contribute to decision-making
Our team has necessary skills & resources
We are encouraged to take initiative
Individual and team goals are clear
We work well together as a team
Organisational systems support our team
31 - Meeting Action Statement
Meeting objective:
Chair:
Attendees: .
ACTION TO BE TAKEN
Result
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Next Meeting:
32 -- Proposal Analysis
Issues for Consideration
Our Position
Organisational capability
Resource availability
Technical capacity
Nature of client and customers
Image and reputation
Potential benefits/profit
Probability of success
Certainty project will continue
Consistent with organisational business plan
Other opportunities
Procurement options
Nature of risks
Special factors
Other issues
33a -- Weighting of Evaluation Criteria
Evaluation Criteria
Weight
(1=low -- 5=high)
Experience with product
Degree of management capability
Technical expertise, guarantees of continuity (project manager veto on replacements)
Compliance with contractual terms and conditions as well as technical details in statement(s) of requirements
Price
Life cycle costs/through life support costs
Schedule/timing
Quality assurances and control
Tender's ability to identify and manage risk
33b - Application of Weighted Evaluation Criteria
Evaluation Criteria
Weight
(1=low -- 5=high)
Proposal 1
Proposal 2
1. Experience with product
2. Degree of management capability
3. Technical expertise, guarantees of continuity (project manager veto on replacements)
4. Compliance with contractual terms
Total
34 - Contract Change
For:____ (Client)
Change Order No.
To:____ (Contractor)
Revised Contract Amount
Previous contract amount
Amount of this order
(decrease)(increase)
Revised contract amount
An (increased) (decrease) (no change) of ____ days in the contract time is hereby authorized.
This order covers the following contract modification:
This work shall be performed under the same terms and conditions as the original contract.
Changes Approved
(Client)
(Project Manager)
(Contractor)
35 -- Change Request Form
Change Request
Request No:
Proposed by:
Project No:
Date Received:
Description
Reasons
Benefits (quantify)
Impact
Time estimate
Cost estimate
Quality
Contractors
Suppliers
Attachments (reference documents, impact details)
Required by: / /
Requested by:
Comments
Reviewed by: ____ Project Manager
Position: ____ Date: / /
Accepted and implemented by:
Position: ____ Date: / /
Records of Action to be completed:
Project Objectives changed
Client agreement varied
Project Quality Plan amended
Project Plan changed
Documentation revised
Stakeholders to be advised:
36 -- Scope Change/Performance measurement
Baseline
Actual
Variance
Cause
Corrective Action
37a -- Schedule Status
Activity
Planned Completion
Status
Ahead/
behing
Change
Improving/worsening
Float
remaining
Comment
Distribution:
37b - Schedule Update/tracking
38 - Project Budget Control
WBS No.
Item
Total Budget
As at (Date)
Actual
to date
Commit. But not spent
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