Project Management Plan Example & Template

A project management plan (PMP) is a document used to execute planning for entire project management.

The wording examples in this section are intended as examples only and should not be used as boilerplate.  Each procedure should be discussed with the Business Owner.  The Business Owner and Project Manager should jointly agree to the management procedures that will be adhered to during the project.  The level of formality will depend on the Business Owner; however, there must be some description for each procedure.  If the Business Owner has standards for these procedures, incorporate or reference the standards here.

Communication Procedures

Status Meetings

Describe the timing, standard agenda, and attendees of status meetings that will be held.  The following is an example of the contents of this section.
Status meetings will be held [weekly / biweekly / monthly] on [day].  The list below shows the items that Project Manager will deliver as part of the status reporting procedure:

• Status Report
• Updated Project Schedule
• Copies of Acceptance Certificates
• Copies of Change Request Forms
• Meeting Minutes

The status meetings will be chaired by [name] and attended by [names...].

Status Reports

Describe or reference the status reporting procedure agreed to with the Business Owner.  The actual format and contents of the status report is determined by the Business Owner.  The Project Manager can use the sample in the methodology as a starting point. The following is an example of the contents of this section.

Project team members will provide a status report of weekly activity on [day, time], using the individual status report.  The report will include a summary of tasks started, tasks completed, plans for next period, problems encountered with a recommended solution, and changes to work schedule.
Project Manager will provide a [weekly / biweekly / monthly] status report to [Business Owner Name] that will be a summary of the team status reports.

This report will consist of a maximum of two pages containing a summary of current status, current activities, planned activities, and remarks.  Also, a Gantt chart will be submitted to provide an overall view of project progress.

Status reports reflect work performed on a [day] through [day] cycle.  Status reports from team members will be submitted to the Project Manager on [day], the summary report will be generated on [day] and submitted on [day].  A sample of the summary report format is included in Appendix C
The status report will be distributed to all project team members, as well as [names] at Project Manager.  Distribution at [Business Owner Name] will include [name 1, name 2, ... name n].

Team Meetings

Describe the meetings that the Project Manager will conduct with the project team.  The following is an example of the contents of this section.

Team meetings will be held [day, time].  The agenda will include a discussion of status against target dates, technical problems encountered, and availability of dependent resources.  The Project Manager will report on the project status and assign project tasks.  This meeting will last approximately 30 minutes.

Staffing Procedures

Staff Selection Procedure

Describe the selection and verification process to be used to ensure that only properly qualified personnel are selected for the project.  The following is an example of the contents of this section.

•    The Project Manager will submit a request for resources, which will correspond to the responsibilities defined in section 5.3 of this plan.  The request will be documented in accordance with local procedures.
•    The Project Manager will review the submitted resumes for conformance to requirements
•    The Project Manager will individually interview each individual whose resume was selected
•    Individuals will be selected based on the interview results

Orientation Procedure

Describe the orientation that will be conducted for the project team members.  The following is an example of the contents of this section.

Orientation in [Business Owner Name] policies and procedures will be conducted as personnel join the project team.  The Orientation Handbook will be used as the means for familiarization with the project and environment.  A Table of Contents for the Orientation Handbook can be found in Appendix C.

Training Procedure

Describe the training that will be conducted for the project team members.  Describe the procedures for training the staff as well as any third party participation required.  Examples include access to the software, training manuals, mentoring.

 Project Control Procedures

Issue Control Procedure

Describe or reference the procedures that will be used to document issues.  The following is an example of the contents of this section.

An issue may be initiated by anyone associated with the project.  However, [Business Owner name] is responsible for the final decision about how the issue will be resolved.  The immediate Project Manager will be available for explaining the issue and recommending a solution or alternative. Timeliness in resolving issues has an impact on the costs of the project effort.

• If an issue is recognized, the initiator completes the Description section of the Issue Description and Resolution Form, indicates the criticality of the issue (will or will not cause a delay in the schedule) and presents the form to the Project Manager.
• The Project Manager and the Business Owner will develop a recommended solution, complete the Approach/Recommendations and Functional Areas Affected sections, and determine the date that a resolution is needed in order to avoid impacting the project schedule and costs.
• The Project Manager will assign an ID number, log the issue, and present the form to [Business Owner name].
• If an open issue needs analysis to correct, [Business Owner name] is responsible for taking the appropriate action.  Actions may include initiating discussions, monitoring discussions, determining alternatives, and reaching agreement on a solution.
• The Project Manager is then notified in writing of the decision, using part 2 of the Issue Description and Resolution Form.
• The Project Manager will log the resolution and communicate the results to all interested parties as part of the next status report.
• If a critical issue remains unresolved after the designated resolution date, the Project Manager will choose a course of action, and inform [Business Owner name].  If a later resolution is in conflict with the selected action, a change request must be completed.  Implementation of the change may result in an additional charge.

Change Control Procedure

Describe or reference the procedure to be used to control changes to the project.  The following is an example of the contents of this section.

A change in project scope, schedule, or resources may be initiated by anyone associated with the project; however, it must be approved by [Business Owner name] and the Project Manager before any action is taken.

• The initiator of the change will complete the reason and scope sections of the Change Request Form and sign the “Initiated by”: section.  The initiator will then submit the form to the Project Manager.
• The Project Manager will collect information about the change, such as the importance (mandatory, desirable, or not critical) and alternate solutions, if any.  The impact of the change on budget, schedule, and resources is determined and recorded on the Change Request Form.
• The Project Manager will then sign the form as approved for, assign an ID number, and log the requests on the Change Request Summary.
• The Project Manager will forward the form to [Business Owner name] for review and approval.  If a change is mandatory, and has a significant impact on the project, the Project Manager will convene a meeting with all interested parties to expedite its approval.
• All changes must be approved by both [Business Owner Name] and Project Manager.
• Once approved, the Project Manager will adjust the work plan to accommodate the change.
• No work on any change will be undertaken without [Business Owner Name]'s written authorization.
• When the change has been completed, the form will be presented to [Business Owner name] for acceptance of the change.

Configuration Management Procedure

Describe or reference the configuration management procedures to be used.  Identify the logically related sets of documents and products subject to configuration management.  Identify, plan, and schedule all routine configuration management activities.  The following is an example of the introduction for this section

Configuration management includes the activities undertaken to ensure the correct management of logically related products, such as documents, programs, or libraries.  The following configuration management activities will be undertaken during this project:

Acceptance Procedure

Describe or reference the general acceptance procedures to be followed.  The detailed acceptance steps should be described in the test plan.  This section should describe the management of submitting and accepting deliverables.  The following is an example of the contents of this section.
The Project Manager will submit deliverables for acceptance to [Business Owner name].  Each deliverable will be accompanied by an Acceptance Certificate.  [Business Owner name]'s obligations include:

• Review of the deliverable within [two] business days of receipt
• Signature indicating approval without exception, or written notice of exceptions returned to the 

Project Manager

• The Project Manager will have two business days to identify which exceptions are:
• Failures to meet acceptance criteria standards
• Changes in scope of endeavor

The Project Manager and project team will make all changes required to resolve the first type, and resubmit the deliverable to [Business Owner Name] personnel for review.

Changes to scope must follow the previously described Change Control Procedures before any changes will be made.  Project Manager's completion of changes resulting from exceptions does not constitute a requirement of successfully meeting delivery requirements.

Escalation Procedure

Describe or reference the procedure to be used to escalate unresolved issues within the project.  The following is an example of the contents of this section

During the course of the engagement, issues can be expected to arise that require special handling, such as delays in sign-off or mediation of contractual issues (such as SLA compliance).  This escalation process will be used as an extension of the Issue or Change Control processes where said special handling is warranted.

The Escalation Procedure provides a specific method which can be used when the Project Manager and Business Owner are unable to resolve issues within a designated time period.  It should be used when the Project Manager determines a unilateral decision might be inappropriate.

• The Project Manager notifies the Project Management Office of the unresolved issue.
• The Project Management Office e will make recommendations for resolving the issue and set a time frame.  If Project Manager is unable to resolve within the designated time frame, proceed to the next step.
• The Project Management Office contacts the Business Owner to agree on a resolution and set a time frame.  The Project Management Office will resolve the issue and document the result --OR-- proceed to the next step.
• The Project Management Office notifies the vice president, of the unresolved issue, who will make recommendations for resolving the issue and set a time frame.  If Project Management Office is unable to resolve within the designated time frame go to the next step.
• The vice president, agrees on a resolution and set a time frame. The vice president, operations will resolve the issue and document the result --OR-- proceed to the next step.
• The vice president, notifies the CEO of the unresolved issue, who will make recommendations for resolving the issue and set a time frame. If the vice president, is unable to resolve within the designated time frame go to the next step.
• The CEO agrees on a resolution and set a time frame.  The CEO will resolve the issue and document the result.

The responsible party in each step may use other resources as required, such as contracts administration, director business development, or director resource development.

 Budget Management Procedure

Project Schedule Tracking

Describe the project tracking activities that will be undertaken, and the reports that will be provided.  The following is an example of the contents of this section.

The project will be tracked against the work plan defined in section 5.0, using [tool name].  Actual hours expended and estimates to complete will be submitted by each team member for tracking purposes.  The following reports will be provided monthly to summarize project status: [Choose appropriate reports from following list or add others]

• Activity Status - Actual versus Plan [Time and Material projects only]
• Summary of number of Tasks Started/Completed with variance percent
• Schedule Variance

Please refer to Appendix  for sample reports.

Process Improvement Procedure

Describe the method that will be used for team members to submit process improvements within the team.

Project Completion Procedure

Completion Approach

Describe the procedures that will be followed in closing the project.  The following is an example of the contents of this section.

Approximately two weeks before the project is scheduled to complete, the Project Manager will prepare a Project Execution Summary Report.  This report will contain a review of the project goals, a summary of significant dates and deliverables, a budget summary, a summary of problems encountered and their resolution, and recommendations for process improvements.

The Project Manager will also prepare a preliminary action list of closure activities.  Typical activities include close physical environment.

The report and action list will be reviewed with the project completion team in a closure meeting.  The completion team will consist of the following individuals:

List the applicable personnel who will be involved in closure as follows:

Department: Information Systems

Resource: [name 1 name 2 name n][User Department][name 1 name n]Additional action items may be developed during the meeting, and assigned to the appropriate resource.  The Project Manager will then issue meeting minutes with the resulting action item list.  Once the action items are resolved, the Project Completion form will be presented for signature indicating final acceptance of the project.  A sample Project Completion Form can be found in Appendix C of this document.

Deliverables Description

This section contains a description of the project deliverables from the perspective of acceptance criteria (how we know we are done), the standards that will be used in developing the deliverable, and the procedures that will be followed to assure a quality product.

[Deliverable Unit/Group 1]
Description

This section should include a short description of the deliverable or deliverable group and its purpose.  If the deliverable is described as a group, such as a group of programs, a list of the specific components should be included.

Acceptance Criteria

This section must contain a description, in measurable terms, of the means that will use to evaluate the deliverable.  This section is mandatory--it is how we know we are done.

Standards for Format and Content

This section contains a description of the format of the deliverables.  If the deliverable is a document or flow diagram, a sample table of contents or flow diagram should be included or referenced.  The purpose of this section is to set the expectations of what will be delivered and to gain concurrence that the format and contents are complete.

Quality Control Procedures

Describe the verification and testing that will be conducted as the quality control activities used to verify the functional correctness of the deliverables.  Depending on the type of deliverable, one of the following types of activities should be described and conducted: Verification or Testing
Describe the verification activities that will be conducted to ensure that the deliverables are functionally correct.

Verification is used on documents and includes activities such as reviewing against higher level documents and reviews by functional experts for 'reasonableness.'  Sample verification activities include inspections, walk-throughs, or reviews.  All document deliverables (including graphic models) should have verification activities described.

Describe the testing approach to be used during the project.  The types of testing to be conducted and the personnel responsible should be summarized; the detailed test plan should be a separate document.  The following is an example of the contents of this section.

There are four components to the test plan for this project.

Programmer Unit Testing - Each programmer will unit test each module before forwarding it to a system integrator.  Philosophically, programmers tend not to be destructive in their test methods; therefore, this is expected to be constructive testing that verifies program operation.
System Integration Testing - This testing is conducted by an independent tester and performs two testing tasks.  First, the tester will perform destructive testing with the goal of causing the module to fail.  Second, the integrator will insert the modules into the model and test interaction with other modules.

The model is the final program architecture (program and program streams) with uncompleted parts simulated.  This testing is essentially constructive because the integrators are testing a model of their own creation.

System Acceptance Testing - 

This is a verification test of the completed system.  It is planned to run parallel to the current system and compare results.  This will include using the new edit programs to fix data in parallel with users using existing editing to fix their data.

The initial testing will be done in the Micro Focus environment.  During this test period, the system will be moved to the mainframe and verified that it runs correctly in that environment.  This is private testing without user participation.  This is essentially constructive testing to prove conformity to the existing system output.

User Acceptance Testing - 

This will be a public test with user personnel running the new system in parallel with the current system.  This testing will be run entirely in the mainframe environment.  During this test, users will be trained by on-the-job exposure with the project test team.

This testing generally starts out as destructive, because users are unfamiliar with the system and will make procedural errors.  As the users become familiar with the system, the testing becomes increasingly constructive.

[Deliverable Unit/Group 2]
Description
Acceptance Criteria
Standards for Format and Content
Quality Control Procedures

[Deliverable Unit/Group 3 to Deliverable Unit/Group n]
Description
Acceptance Criteria
Standards for Format and Content
Quality Control Procedures

Quality Assurance Procedures

Describe the quality assurance methods that will be used to ensure that the deliverables adhere to the applicable standards.  Quality assurance is designed to ensure adherence to standards, not functional correctness.  Identify, plan and schedule inspections or reviews of intermediate or final deliverables.  Identify which standards will be used to quality assure each deliverable against.  Plan and schedule periodic management audits.  Plan and schedule the final project audit.  Describe the procedures required for controlling non-conforming products.

Environment Description

 Facilities Description

Physical Space Requirements

Describe the space requirements needed for the team.  Include work space, conference and meeting room accommodations.  If applicable, include square footage needed for equipment or staging.

Furnishings and Supply Requirements

Describe the furnishings and supplies required for the project team.  An example may be that the project team will have access to administrative resources, such as telephones, copy and fax facilities.  Describe any audio-visual requirements for presentations, if applicable.

Hardware Requirements

• Describe all hardware needed to complete the project, with configuration sizing.
• Software Architecture Requirements
• Describe the software, including version numbers, and architecture needed for the development environment.

Environment Procedures

Facility Management Procedures: Describe or reference any procedures to be used in facility management.
Computer Usage Procedures: Describe or reference the procedures for using the computer system or LAN.
Security Procedures: Describe or reference any security procedures required.

Project Work Plan

Work Breakdown Structure

The work breakdown structure is depicted in the Gantt chart contained in Appendix.

Estimating Assumptions: Describe the assumptions used in preparing the work estimates.  The following table can be used to portray the assumptions

Resource Roles and Responsibilities: The following sections define the roles and responsibilities of the project participants.  A project organization chart depicting reporting structure can be found in Appendix.  The project schedule, which indicates schedule and time requirements, is contained in Appendix.

Project Roles

Describe the roles and associated responsibilities of all positions directly related to the project

Project Management Plan template

Project Plan Acceptance

When a formal confirmation of Project Plan review and validation is needed, a Project Plan Acceptance section should be included.  This section should include approval from the Project Owner. It may also include locations for approvals from any corporately designated funding agents and service provider management who are corporately charged with certifying the project.

The signatures affixed below indicate that the undersigned……

• Have read the Project Plan.
• Have formally voiced any documented concerns, Appendix A.
• Certify that the Project Plan accurately represents their expectations and conditions required for the project
• Are unaware of any conditions that prevent this agreement from being followed
• Agree that any changes to this document will follow the Change Request Process that has been set.