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Project Management Methodology & Documentation

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Project Initiation
Brief Template Explanation
OIT Tier I
Tier II
Project Request Form
A vehicle to begin the process for requesting a project.
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Sponsor Brochure
This tri-fold color brochure explains the role of the Project Sponsor during each phase of the project. Use it to encourage a constructive level of Sponsor participation.
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Stakeholder Registry & Communication Plan
A vehicle to record critical stakeholder information. Provides a basis for management's expectations and communication.
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Project Charter lite
This document is used to present project information to the Governance Committee. It asks exactly the right questions for any project. Can serve as a companion document to the Project Evaluation Tool.
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Quick IT Project Risk Evaluator
Easy to use tool asks 25 multiple choice questions that provide a surprisingly effective risk evaluation for any Information Technology project. Fully customizable; questions can be changed for any knowledge domain. Risk summary can be printed separately from the questionnaire.
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Procurement Plan
Details how the Project Team will go about acquiring significant goods and services required for the project but only available from outside organizations (e.g., RFI and RFP processes)
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Preliminary Project Cost Estimator
Simple tool for developing an early estimate of project cost.
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Project Charter Budget Worksheet
A Budget worksheet for IT projects designed to help the Charter team develop a reasonable accurate Project Cost Estimate. Includes Operational and capital costs.
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Project Charter Form Milestones
Schedule Addendum for the Project Charter. Use this to record information about project phases, milestones, phase reviews and project completion criteria.
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Project Charter Selection Criteria Addendum
This document prompts for information which will be used to compare projects during the project selection process. Can serve as a companion document to the Project Evaluation Tool.
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Cost Benefit Analysis
A vehicle in which to document the pros and cons of various project approaches and why the current approach was selected.
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Project Evaluation Tool
A project scoring model assists in Project Selection and Prioritization. Selection parameters deliver quantitative data that result in a numeric score for each project. Considers strategic alignment, risk, benefit, cost and more. Includes project categorization and a summary table of all project scores. This form is used by the Project Team and the results will be presented to the ITRG and ITGC.
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Phase Exit Plan
Details all requirements that must be met before the Project Team can exit one project phase or begin the next. Can serve as teh basis for end-of-phase project reviews.
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Analysis Phase
Brief Template Explanation
OIT Tier I
Tier II
Project Change Control Plan
Describes the process through which changes may be introduced into the project. Best Practice: Get this document signed by the Project Sponsor early in Planning and use it to control the high level scope definition found in the Project Charter. Later, use the same process to protect the integrity of your project scope baselin3.
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Project Change Request Form
Used by any stakeholder to request a change in the project. When it applies to scope, budget, schedule, quality, risk or Business Value, a formal Change Control Process is invoked. Change Requests are reviewed during regular project meetings. This form provides a much easier document for stakeholders, and supports more complete analysis by the project team.
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Project Change Request Log
Summarizes all project change Requests and their status, and supports tracking of changes to project baselines.
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Scope Statement Lite
Describes all of the work - and only the work - required to complete the project.
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Requirements Management Plan
Describes all of the work - and only the work - required to complete the project. Update provides a more complete understanding of scope in a simple format
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Commitments Agreement
This form is used when your project requires either:
  1. Deliverables from another project (Linkage Project)
  2. Resources from an organization outside of the project. Documents any commitment by an organization outside of the Project Team to provide goods or services required by the project team (Organization Commitment).
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Responsibility Assignment Matrix (TAM)
A chart that displays who, in which role, is responsible for which tasks. A tool for keeping stakeholders on task.
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Procurement Plan Details how the Project Team will go about acquiring significant goods and services required for the project but only available from outside organizations (e.g., RFI and RFP processes)
AN AN AN
Risk Management Plan
Explains how the Project Team will identify, quantify, prioritize, and manage project risks. Updated to most recent Risk Management terminology and a tighter fit with the Risk Register
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Risk Assessment Questionnaire
Used by the Quality Organization (or Project Team) to determine the degree of risk in a project.
  S S
Risk Identification Tool
Use this tool to harness the insights of your project team and stakeholders. Combines the features of SWOT Analysis (Strengths - Weaknesses - Opportunities - Threats). Start with general sources of risk and drive down to specifics.
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Issue Document
Used by any stakeholder to report an issue in the project.
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Issue Log
Summarizes all project Issues and their status. Open issues are reviewed at every regular project meeting.
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Meeting Minutes
A convenient format for recording minutes from Project team and other meetings.
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Design Phase
Brief Template Explanation
OIT Tier I
Tier II
BA Productivity Pack
Six Templates in one Excel file. Fully BABOK® compatible:
  1. Project Ecosystem - Defines the boundaries, rules, assumptions and constraints of the requirements effort.
  2. Requirements Team Contact Info - Create a team directory by recording all of the contact information of the Requirements Team and key stakeholders.
  3. Stakeholder List with RACI - Establish in advance the role and expectation of each key stakeholder in the requirements process.
  4. Requirements Risk Analysis - Use this worksheet to identify, analyze and plan responses to all significant risks to your requirements effort.
  5. Data Definitions - Tool for recording a clear definition of each data element in the application before. Especially helpful when data definitions are still in flux.
  6. Requirements Types - May be used in any IT Project to ensure that a wide range of requirements types are considered during the requirements gathering process.
  BA BA
BA Tool Kit
Seven Templates in one Excel file. Fully BABOK® compatible:
  1. BPA Mini-Charter - Each BPA engagement is a project that should be carefully defined. This template helps all interested parties to understand the goals, roles and responsibilities, scope and other parameters of the engagement.
  2. Stakeholder Analysis - Identify the stakeholders of your BPA engagement. Record necessary information about your Process Action Team (PAT). Determine the best means of gathering information form each stakeholder.
  3. Meeting Preparation Document - Our meetings are most successful when we fully understand what we want to get out of them. use this form to define your goals, prepare your questions and make the best use of time with your stakeholders.
  4. GQM (Goals - Questions - Metrics) - Before we can make any statement about whether or not a process needs improvement, we must determine the extent to which the process in its current state is able to meet its Goals. GQM requires that we carefully articulate the goals of the process, develop questions that probe the effectiveness of the process, and then identify the metrics that will allow us to answer the questions. Much of Business Process Analysis depends on our success in this step.
  5. ETVX (Entry - Tasks - Validation - Exit) - ETVX analysis provides an opportunity to put boundaries around the process under study. Where does this process begin? Where does it end? Establishment of Entry Criteria (and inputs), Exit Criteria (and outputs) and Validation steps further defines the process.
  6. SIPOC (Suppliers - Inputs - Process - Outputs - Customers) - Firmly establish the scope of your BPA engagement with this analysis. identify who supplies the inputs and who consumes the outputs.
  7. STP (Situation - Target - Proposal) - Now that you have completed your analysis, the flaws in the current process are apparent. But how will you fix them? Use the STP tool to clearly state each problem area of the process (Situation), articulate the state that would be optimal (Target) and then describe the changes you would make to attain the Target state (Proposal).
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USE Case
Used to document functional requirements of the project that can be expressed as Use Case Scenarios. The Use Case is made up of a set of possible sequences of interactions between systems and users in a particular environment and related to a particular goal. Fully BABOK® compatible.
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Requirements Resource Plan
Details all of the goods, services and personnel required by the Business Analysis Team Lead (including when they are needed and the projected cost). Fully BABOK® compatible.
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Project Requirements Document
a.k.a. Business Requirements Document (BRD), this template promotes the best practice of complete documentation of project requirements. Supports a wide array of requirements types, including Business, Functional, Technical, User, Process and more.
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Issue Log
Summarizes all project Issues and their status. Open issues are reviewed at every regular project meeting.
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Execution and Control
Brief Template Explanation
OIT Tier I
Tier II
Vendor Product Presentation Rating Form
Allows a group to quantify and summarize their ratings of presentations done by multiple vendors
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Vendor Proposal Rating Form
Allows a group to quantify and summarize their ratings of proposals provided by multiple vendors.
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Consultant Evaluation Summary
Allows a group to summarize their findings when evaluation consultants or vendors
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Project Status Presentation (PPT)
Allows a group to summarize their findings when evaluating consultants or vendors. This template is great in project review meetings. The format is simple and direct, focusing on objectively measurable results and exceptions to plan. This format supports "Reporting by Exception" where every project report is limited to five minutes.
  S S
Status Report
Used to report project status. Provides a consistent format, including an Executive Summary section, for enhanced communication with upper management.
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Project Close
Brief Template Explanation
OIT Tier I
Tier II
Lessons Learned Checklist
Checklist format provides an easy means of documenting Lessons Learned throughout the project.
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Lessons Learned Document
Record commentary regarding Lessons Learned throughout the project in this form. Provides categories of project work to encourage group discussion.
S S S
Project Close Report
Create this report at the very end of the project when all other work has been completed. The information provided on this template will allow management to evaluate project outcome. When this report is signed off, the project is officially closed.
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