Project Management Workbook

Project Name Here:
Project Workbook Information

The project workbook allows project managers, team members, sponsors, and stakeholders to easily track and monitor project activities. It acts as a repository of key project information. Any of these worksheets can easily be broken out into separate documents or be modified to fit your particular needs. Use this information to support your status reports.
Suggested Sheets for All Projects

Data Minicharter Budget CBA Risks Filling out the Data sheet completes the header portion of all remaining sheets in the project workbook. The Project Minicharter sheet can be used as a charter for small projects or a summarization of a full charter for larger projects. The Budget sheet allows you to track original budget, expenditures to date, and any cost variance. This section can be substituted with other Excel budget planning and tracking financial sheets The Cost/Benefit Analysis sheet allows you to review the proposed project and potential alternatives and make a project selection based on a greater ROI (return on investment). The Risk Register allows you to identify, qualify, quantify, and prioritize risks (events that might happen; the uncertainty of a project), create mitigation and contingency plans, and assign risks owners. The Daily Defects Log is based on Daily Defects e-mails, and posting to Share Point, by the Jordan QA Team. These defects are to be reviewed by the Technical Project Lead, with copies to the Sponsor, DB Services, Systems Engineering The Issues Log sheet allows you to identify and monitor project issues (unplanned events that have happened). The Action Items sheet allows you to track and monitor action items assigned to team members. Action items are tasks that must be done but are too insignificant from a time perspective to track in your project schedule. The Deliverable Milestones sheet allows you to identify major deliverable milestones and the due dates, objectives, assumptions, and constraints relevant to that deliverable milestone. The Work Breakdown Structure sheet includes the activities that must be completed during a project, the effort required, all relevant dates, and the resources assigned to do the work. The Roster sheet provides contact information for all those involved on the project. The Roles and Responsibilities sheet shows the primary role of team members, any deliverables in which they are involved, and the percentage of time they are expected to work on the project. The Resource Assignment Matrix sheet shows you what type of resource is responsible for, or somehow involved with, each deliverable. The tasks listed are samples; you should update the RAM with tasks appropriate for your project. The Assumptions and Constraints sheet allows you to track project assumptions and constraints. The Decision Log sheet allows you to track all major decisions made during the course of the project. The Communication Plan sheet allows you to detail your communication plan: how you are going to communicate, whom you will be communicating with, how often, in what format, etc. The Stakeholder Analysis sheet allows you to identify stakeholders, their role, and their requirements. The Expectations sheet allows you to identify and track the expectations of various stakeholders. The Project Change Control Log sheet allows you to track all change requests that are in process or finalized. The Deliverable Acceptance Log sheet allows you to track the status of deliverable acceptances. The Man Power Effort sheet allows you to estimate/plan man power hours of your entire team by group, by specific Phase and by month. It can be used to track both plan man hours and actuals. The Project Quality Metrics sheet allows you to identify critical success criteria, related quality metrics, and their priority. In accordance with the Quality Plan, the types of QA testing required for the project
Defects Log Issues Action Miles WBS Roster R&R RAM A&C Decision Comm Stake Expectations Project Change Control Log Deliver Man Power Effort Qual Metrics IT/ QA Testing
Page 1 of 36
Project Project # Project Manager Sponsor Project artifacts Last updated Project Acctg Code
Project title here Project # here Project manager name here Sponsor name here Location of project documents here Date of update here 123456789
Page 2 of 36
Project Minicharter
Project Project Manager Project artifacts Project Acctg Code Background Project title here Project manager name here Location of project documents here 123456789 Project # Sponsor Updated
Business need and business benefits
Objectives
High Level Project Approach

(provided by Technical Lead(s), and use Deliverable Acceptance Document (DAD) Process for sign-off
Scope
In Scope
Out of Scope
Deliverables
Deliverable
Due Date
Flexibility matrix
Scope Schedule
Page 3 of 36
Flexibility matrix
Project Minicharter
Cost Key considerations Assumptions & Constraints Category Risks
Success criteria
12345-
Signatures Sponsor Signature Printed name Date
Project Manager Signature Printed name Date
Page 4 of 36
Project Minicharter
Project # here Sponsor name here Date of update here
Out of Scope
Due Date
Page 5 of 36
Project Minicharter
Risks Risk Description
Page 6 of 36
Budget
Project Project Manager Project artifacts Project Acctg Code Project title here Project manager name here Location of project documents here 123456789 Project # Project # here Sponsor Sponsor name here Updated Date of update here
Budget Status
Approved Budget
$0.00
Planned Expenditures to Date $0.00 Planned Remaining Budget $0.00
Actual Expenditures to Date $0.00 Actual Remaining Budget $0.00
Variance $0.00 Variance $0.00
Additional $ needed
Budget Details
Internal Expenses Salaries Type of resource Type of resource Type of resource Type of resource Type of resource Type of resource Other Internal Expenses Type of expense Type of expense Type of expense Total Internal Expenses External Expenses Consulting Costs Type of consulting Type of consulting Type of consulting Capital Expenditures Type of expense Type of expense Type of expense Total External Expenses Hourly Rate $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 # Hours 0.00 0.00 0.00 0.00 0.00 0.00 Total Cost $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total Cost $0.00 $0.00 $0.00
$0.00
Total Cost $0.00 $0.00 $0.00 Total Cost $0.00 $0.00 $0.00
Total Budget
$0.00 $0.00
Page 7 of 36
Cost/Benefit Analysis
Project Project Manager Project artifacts Project Acctg Code Project title here Project manager name here Location of project documents here 123456789 Project # Sponsor Updated Project # here Sponsor name here Date of update here
Project Development and Maintenance Costs

Description Cost of Project Development Salaries Other internal expenses Consulting costs Capital expenditures Total project costs Cost of Support Operational costs Nonrecurring costs Recurring costs Total ongoing support costs FY01 FY02 FY03 FY04 FY05 Total
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00 Benefits/Savings
$0.00
$0.00
$0.00
$0.00
Current Process Total annual price New Process Total annual price Annual savings Cumulative savings Cumulative costs Cumulative total net savings
FY01
FY02
FY03
FY04
FY05
Total
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
$0.00 $0.00 $0.00 $0.00
Future Value
Present Value Interest Rate # Periods Future Value $0.00
Present Value
Future Value $0.00 Interest Rate # Periods Present Value $0.00
Net Present Value

Period 1 2 3 4 5 Totals Project development cost Net present value Cash Flow Present Value
$0.00
$0.00 $0.00 $0.00
Page 8 of 36
Risk Register Project Project Manager Project artifacts Project Acctg Code Project title here Project manager name here Location of project documents here 123456789 Project # Sponsor Updated Project # here Sponsor name here Date of update here
Importance
ID
WBS
Risk Description
Probability
Impact
Detectability
Risk Category
Trigger Event/Indicator
Risk Response
Contingency Plan
Owner
Priority (Risk Rank)
Status
Date Entered
Date to Review
Map related risk back to WBS What is this risk? 1 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
Probability: 4: Highly likely (76%-100%) 3:Likely (51%-75%) 2: Somewhat likely (26%-50%) 1: Unlikely (0%-25%)
Detectability: 4: Determined after impact has been realized 3: Realized upon trigger event Impact 2: Immediately prior to trigger event; 4: Critical can be mitigated prior to trigger if 3: Severe monitored 1: 2: Moderate Determined well in advance of 1: Minimal occurance or trigger event 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Categories: Technical/ Quality Project Mgt Resource Schedule External
What act or event initiates either the risk occurrence or precipitates the response strategy?
Options are: Avoid Transfer Mitigate Accept
If the risk becomes a reality, what will you do in response, as a backup, or alternative/ workaround?
Who monitors this risk?
Risk Category Technical/Quality Project Mgt Resource Schedule External
Risk Response Avoid Transfer Mitigate Accept
Daily Defects Log

No. 1 2 3 4 5 6 7 8 9 10
Date Identified
Defect ID
Summary
Defect Type
Project
Detected in Release
Date Resolved
Status/Comments
Issues Log
ID
Issue Description
Project Impact
Action Plan/Resolution
Owner
Who manages this issue?
1 What is the issue?
How will this impact scope, schedule & How do you intend to deal with this cost? issue?
10
11
12
13
14
15
Page 12 of 36
Date Resolved
Date Entered
Importance
Date to Review
Action Items
Project Project Manager Project artifacts Project Acctg Code
Project title here Project manager name here Location of project documents here 123456789
Date Entered
Project # Sponsor Updated
Planned Completion
ID
Action Item
Owner
Who manages this issue?
Status
Actual Completion
Comments
1 What is the item to be completed? 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Page 13 of 36
Deliverable Milestones
ID
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Milestone
Description
Planned Actual Completion Completion
Objectives
Assumptions
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Deliverable Milestones
Constraints
Page 15 of 36
Work Breakdown Structure

Dependencies
ID
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Task
Effort Hours or Man Status Weeks
Cost
Start Date
Planned Completion
Estimate to Completion
Resource
ID # of task
Note: Suggest using Microsoft Project, Visio and other WBS software to replace this form
Page 16 of 36
Project/Governace Organizational Chart

Project # here Sponsor name here
Roster
Name
Core/ Extended Team
Title
Dept.
Phone
000.000.0000
Cell Phone
000.000.0000
E-Mail
Project Role
Page 18 of 36
Roles and Responsibilities

No. Name
Core/ Extended Team
% Assigned
Function/Title
Project Role
Page 19 of 36
Roles and Responsibilities

Responsibility
Page 20 of 36
RASCI Chart
(Responsibility, Approver, Supportive, Consulive, Informed)
Project Project Manager Project artifacts Project Acctg Code Project # Sponsor Updated
Functional Roles
Business Project Sponsor Project Owner A I I I I I A I S I A A A C S A IT Project Owner C S C R R A R S IT Business Partner R C R S C C S I
Stakeholder Definitions:
Project Sponsor - Person funding the project Business Project Owner - Person who owns the implementation of the project or product for the business IT Project Owner - Person who owns the IT implementation of the project and the technical support of the final solution IT Business Partner - Person who liases between the business and IT. Business SME - Person who provides expertise in requirements gathering and overall expertise in the product or solution Business Project Manager - Person who coordinates the project deliverables from the business side. IT Project Manager - Person who coordinates the IT components of the project
Activity
Business Business SME Project Manager C I C C C I I S I I S S I C I S
Project Proposal Document Project Kick Off Meeting Business Requirements Document Functional Spec Document Vendor Recommendation Project Charter Financial Review & Approval Baseline Project Schedule
RASCI Definitions:
R - Responsibility. Owns the work, process, issues or resource to complete the activity A - Approver. Approves costs, scope and in some cases the timeline. It is assumed that the Approver has financial authority or prior financial approval. S - Supportive. Provides resources or can play a supporting role in implementation. C - Consulted. Has information and/or capability needed to complete the work. I - Informed. Must be notified on results, but does not need consultation.
Page 21 of 36
IT Project Manager I R I I I R S R
Business Project Owner - Person who owns the implementation of the project IT Project Owner - Person who owns the IT implementation of the project IT Business Partner - Person who liases between the business and IT. Business SME - Person who provides expertise in requirements gathering and Business Project Manager - Person who coordinates the project deliverables from IT Project Manager - Person who coordinates the IT components of the project
Page 22 of 36
Resource Assignment Matrix

Data Staging Programmer
Tech Support Specialist
Tech/Security Architect
Business Project Lead
Business Sys. Analyst
Data Staging Designer
Business End Users
Business Sponsor
Appl'n Developer
Project Manager
Business Driver
Data Steward
Data Modeler
Project Task
Project Management and Requirements

* Base your Phase and task/deliverbales in this RAM on your project schedule Initiation 1 Develop preliminary project scope 2 Identify business need 3 Develop preliminary budget 4 Identify preliminary return on investment 5 Complete project charter Planning 1 Establish project identity 2 Identify project team/resources 3 Conduct stakeholder analysis 4 Prepare draft project schedule 5 Conduct project kickoff meeting 6 Gather detailed user requirements 7 Define current business processes (as is) 8 Revise project schedule 9 Develop project communication plan 10 Develop project organizational structure 11 Identify training plan 12 Develop project quality plan 13 Develop scope management plan 14 Develop risk management plan 15 Develop change management plan 16 Develop cost management plan 17 Develop schedule management plan 18 Develop technical specifications 19 Develop technical architecture 20 Conduct project procurement 21 Finalize project budget 22 Finalize return on investment 23 Ongoing project management Design 1 Specification Review 2 Detailed Project/Product Requirements Analysis 3 Design / Develop System 4 POC Design Test and Verification 5 Design Review, Final Phase Exit Review Implementation 1 Develop training materials 2 Execute communication plan 3 Develop software 4 Develop new business processes (to be) 5 Deploy new software 6 Conduct training Closure Page 23 of 36
QA Analyst
IS Sponsor
Educator
DBA
1 Get deliverable acceptance 2 Close out contracts 3 Finalize budget 4 Finalize return on investment 5 Conduct closure survey 6 Conduct/document lessons learned 7 Archive project
Legend Creates the deliverable Input required Reviews the deliverable Approves the deliverable Notified when the deliverable is complete Owns the deliverable upon completion
C1: primary creator; C2: contributor I R A N O
Page 24 of 36
Assumptions and Constraints

ID
1 2 3 4 5 6 7 8 9 10
Description
Comments
Type
Status
Date Entered
Page 25 of 36
Decision Log
ID
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Decision Description
Comments
Owner
Status
Date Entered
Page 26 of 36
Communication Plan
ID
Communication
Description
What is the description of the contents/purpose of this communication?
Frequency
Format
Owner
Who sends?
Recipient/ Attendees
Who gets?
1 What type of communication is this? 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Page 27 of 36
Stakeholder Analysis
Project Project Manager Project Artifacts Project Acctg Code
Project # Project # here Sponsor Sponsor name here Updated Date of update here
ID
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Stakeholder
Role
Impact
Influence
Risk Tolerance
Needs
Responsibility
Page 28 of 36
Expectations
Project Project Manager Project artifacts Project Acctg Code ID
Expectation Description
Source
Must Have
Want to Have
Nice to Have
Date Identified
Page 29 of 36
Project Change Control Log

Project Project Manager Project Artifacts Project Acctg Code
Change Control #
Priority
Change Request Description
Requested By
Request Date
Deadline to Resolve
Impact of Sched (days)
Impact on Cost ($)
Evaluator
Status
Date of Decision
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Page 30 of 36
Project Change Control Log

Comments
Page 31 of 36
Deliverable Acceptance Log

ID
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Deliverable Description
Comments
Evaluator
Status
Date of Decision
Page 32 of 36
Man Power Estimate

Project Project Manager Project artifacts Project Acctg Code Name Effort Hours Spent Project title here Project manager name here Location of project documents here
123456789
Resource
A B C plan act plan act plan act plan act plan act plan act plan act plan act plan act plan act plan act plan act plan act plan act plan act plan act plan act
Jan
Feb
Mar
Apr
May
June
July
Aug
Sept
Oct
Nov
Dec
Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Page 33 of 36
Man Power Estimate

Project Project Manager Project artifacts Project Acctg Code Name Effort Hours Spent Project title here Project manager name here Location of project documents here
123456789
Resource
plan act plan act plan act plan act plan act plan act plan act plan act plan act TOTAL plan act
Jan
Feb
Mar
Apr
May
June
July
Aug
Sept
Oct
Nov
Dec
Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
0 0
Page 34 of 36
Project Quality Metrics

Project Project Manager Project Artifacts Project Acctg Code Project title here Project manager name here Location of project documents here 123456789 Project # Sponsor Updated Project # here Sponsor name here Date of update here
ID
Critical Success Criteria
Potential Quality Metric
Priority
Metric Target
Action Plan
Page 35 of 36
IT/QA Testing Requirements Matrix

The release contains the following features: 1 2 3 4 5 IMPORTANT: Test Requirements Are to Be Advised By Project Engineering Lead Business Project Lead QA Department Head
Business Sponsor
Systems Engineer
Storage Engineer
Required (Y or N)
Appl'n Developer
QA Project Lead
Project Manager
Business Driver
Testing Type
Quality Testing Requirements

QA Round 1 1 Security 2 Operational Issues 3 Baseline Development 4 Initial fail over testing 5 QA Round 2 1 Load Testing 2 Performance Testing 3 3rd Party Connectivity 4 Orchestration (internal system interfaces) 5 Validate fail over 6 Run Book review (internal system interfaces) 7 Product Support Issues (check that logs do not fill up) 8 QA Round 3 Endurance (run at 75-80% capacity for 72 hours 1 minimum) 2 Security (external interfaces) 3 4 5 QA Round 4 1 2 3 4 5
Legend
Creates the deliverable Input required Reviews the deliverable Approves the deliverable Notified when the deliverable is complete Owns the deliverable upon completion C1: primary creator; C2: contributor I R A N O Page 36 of 36
QA Supervisor
Lead Engineer
Infrastructure
QA Manager
Architecture
IT Sponsor
DBA

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Project Workbook Information

Suggested Sheets for All Projects

Business need and business benefits

High Level Project Approach

Signatures Sponsor Signature Printed name Date

Project Manager Signature Printed name Date

Planned Expenditures to Date $0.00 Planned Remaining Budget $0.00

Actual Expenditures to Date $0.00 Actual Remaining Budget $0.00

Variance $0.00 Variance $0.00

Project Development and Maintenance Costs

$0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00

$0.00 $0.00 $0.00 $0.00

Net Present Value

$0.00 $0.00 $0.00

Priority (Risk Rank)

Map related risk back to WBS What is this risk? 1 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

Categories: Technical/ Quality Project Mgt Resource Schedule External

Options are: Avoid Transfer Mitigate Accept

Who monitors this risk?

Risk Category Technical/Quality Project Mgt Resource Schedule External

Risk Response Avoid Transfer Mitigate Accept

Daily Defects Log

1 What is the issue?

Project # Sponsor Updated

Project # here Sponsor name here Date of update here

1 What is the item to be completed? 2 3 4 5 6 7 8 9 10 11 12 13 14 15

Project # Sponsor Updated

Project # here Sponsor name here Date of update here

Planned Actual Completion Completion

Work Breakdown Structure

Effort Hours or Man Status Weeks

Project/Governace Organizational Chart

Project # Sponsor Updated

Project # here Sponsor name here

Project # Sponsor Updated

Project # here Sponsor name here Date of update here

Core/ Extended Team

Roles and Responsibilities

Project # Sponsor Updated

Core/ Extended Team

Roles and Responsibilities

Business Business SME Project Manager C I C C C I I S I I S S I C I S

Resource Assignment Matrix

Data Staging Programmer

Tech Support Specialist

Business Project Lead

Business Sys. Analyst

Data Staging Designer

Business End Users

Project Management and Requirements

C1: primary creator; C2: contributor I R A N O

Assumptions and Constraints

Project # Sponsor Updated

Project # here Sponsor name here Date of update here

Project # Sponsor Updated

Project # here Sponsor name here Date of update here

Project # Sponsor Updated

Project # here Sponsor name here Date of update here