Plans must be established to work within the existing environment and the overall business strategy, while addressing the project's opportunities, risks, and other associated issues Dinsmore, The more specific approach statement, in contrast to the cursory opportunity statement, can be appraised on its fit with organizational strategies Lewis, b.
Often there are alternative strategies to be considered as well. The use of a problem-solving approach can be effective for the development and evaluation of such alternatives Lewis, b.
The timing of project strategy development is important. The overall approach to achieve the project's major objectives can only be determined once the project's mission and objectives have been defined. Lack of sufficient definition may result in vagueness if the development of the project strategy is accomplished too early in the project life cycle, yet decisions previously made could limit possible alternative strategies if addressed too late Lewis, b.
This facilitates the proactive acceptance of the strategy by project participants, a factor key to the success of the project Dinsmore, The Tryon and Associates Project Charter template guides the user to describe project methods or processes that will be used in addition to the general strategy Tryon and Associates, This provides an opportunity to communicate the integration of the work of the project with the performing organization's ongoing operations Project Management Institute Standards Committee, Without further information, though, it is unclear whether the template's project approach section is also the appropriate place to include a framework for the integration of the project work scope, schedule, resources, and cost.
If this is the suitable area, then inclusion of the work breakdown structure, statement of work, project milestone schedule, resource allocations, cost accounts, and budget estimates would be appropriate Dinsmore, Project Organization.
Early organization of the project team plays an important role in effective project initiation Hamburger, Identifying the necessary functional skills and resources necessary, given an understanding of the project's objectives and scope of work performed, is a critical activity Signore, Experience, organization skills, and technical ability must be assessed for potential team members during the conceptual design phase.
Also, business functional knowledge and interpersonal and management skills are considered to be very important factors when staffing Chatzoglou, The ideal team will be well balanced Signore, Successful companies succeed by developing a team that is committed to preestablished project objectives and continuous and effective communication Wideman, Once a project team is organized, compatibility with the structural requirements of an organization must be established Hamburger, This is accomplished by outlining an organizational structure that identifies the roles, responsibilities, lines of authority, reporting requirements, and communication methods expected of all participants Ashley, The role of the project sponsor and the expected relationship to the project, the project manager, and the project participants should also be outlined Hamburger, The Tryon and Associates Project Charter template is designed to provide identification of the roles and responsibilities of the project organization.
General responsibilities of the project owner and project manager are stated within the template Tryon and Associates, The template does not, though, suggest a means for inclusion of lines of authority, the relationship between participants and their principle organizational affiliation, or reporting and communication methods.
Project Charter Acceptance. Project charter acceptance provides a means of documenting a formal agreement on the terms set forth in the project charter. Formal acceptance officially establishes common agreement on the operating methodology and defined project requirements Hamburger, This evidence of the presentation of the relevant elements of a project to the project owner facilitates obtaining commitment Hamburger, Such validation of a cooperative relationship ultimately facilitates planning consistency and results in higher-quality project decisions Laufer, The Tryon and Associates Project Charter acceptance recommends approval from the project owner, as well as other corporately designated stakeholders Tryon and Associates, Zells supports obtaining official approval of a project contract by any participant at any level that can affect the schedule and quality of the project.
Widespread approval by all contributors promotes a clear understanding of project deliverables, as well as the project management process, in the earliest stages Zells. The project charter acceptance statement advocates the formal inclusion of fewer individuals in the authorization process.
Project origination stems from the existence of an opportunity or problem Haynes, In the case of the RML Turnaround Time System, the problem was the lack of comprehensive measures to evaluate turnaround time performance. Test turnaround time is a major component of service quality in the clinical laboratory. The decision to do something to solve this problem resulted in the request for an information system development project. Project initiation was the formal recognition of the existence of this project Project Management Institute Standards Committee, The project charter associated with the initiation phase of the RML project Hayes, was a result of full discussion between the project manager responsible for carrying out the project, the RML client and the staff, and the Infometric Systems Corporation development team Haynes, The product description, business need, assumptions, and constraints were recorded along with additional information, in order to better understand the project: the justification, background, players, politics, and priorities Project Management Institute Standards Committee, Such information provided further understanding of the project environment, framework, and people.
Although yet untested, it is expected that this recorded information in the form of the project charter will enhance responsible decision-making as the project progresses Hallows, This segment included a brief history of the project, and a short explanation of the project's intent. Clarification of organizational, political, social, cultural, and environmental factors were omitted.
The original project owners were noted, as suggested in the template's user prompt. A dedicated statement of the opportunity or problem prompting project initiation was documented in the RML Turnaround Time Project Charter. The business need addressed by this project was clearly identified within the project charter's opportunity statement. An attempt was made to describe returns that occur if the project is a success: the identification of process problems affecting turnaround time and adequate response times.
This inclusion facilitated a common understanding of the project's major boundaries and the surrounding business functions Hallows, Such a link between the project goals and objectives and a broader organizational mission, provided by a documented project opportunity statement, ideally resulted in more complete understanding by the client and project team members Duncan, The impact statement portion of the RML Turnaround Time Project Charter listed several systems that could be affected by the project: specimen transport, test ordering, specimen processing, clinical testing, staffing, instrumentation, test schedules, result distribution, and client communication Hayes, These areas of interactions or boundaries were clearly cited.
This portion of the charter included internal boundaries, as well as interactions external to the project organization. The impact statement satisfactorily documented project influences. The RML Turnaround Time Project Charter's constraints and assumptions section identified limitations and restrictions placed on the project.
The category containing assumptions provided a clear explanation of eight conditions assumed true at the time of project initiation. There were four limitations or constraints identified. Items and questions needing further consideration were also listed in this section.
It is assumed that answers or resolution to these questions were added as other project charter updates were made throughout the course of the project. Clear documentation of assumptions and constraints conferred increased understanding of estimates and other aspects of the project plan Lewis, b.
This exclusion was remarkable if this section was expected to provide the only attempt at risk assessment. Planning for risk should have been a fundamental part of project and task management Eisner, The role of the project manager in this case was to predict the potential risks to the success of the project, and manage these risks before they had a significant negative effect on the project outcome Van Scoy, Open communication occurring within project teams—as well as between project team members, senior management, and other stakeholders—should have been solicited and documented in the RML Turnaround Time Project Charter Hayes, , with the understanding that effective risk communication would provide information and perspective to aid informed decision-making Gemmer, Project Scope and Project Objectives.
An assessment based on these outputs provided a means of identifying the strengths, weaknesses, and omissions found within this section of the project charter. One component of the scope statement—project product—was addressed in the developed scope statement. The statement provides a brief summary of the product description, although the requirements outlined are somewhat vague, imprecise, and lacking in detail.
The practical side of more precise need articulation, seen as lacking in this case, is the development of functional requirements Frame, In this case, the formulation of functional requirements, characteristics of a deliverable described by the functions they are to perform, is absent Eisner, It appears that the project product description must be further addressed, probed, and refined to document more clearly and completely the needs of the user in order to maximize the component's usefulness.
Project deliverables, another component of a well-defined scope statement, were not identified in the project scope and objectives statement. A sample list of deliverables for a systems development project addresses aspects of both the project and the product.
The list of deliverables may vary from one project to the next in both number and complexity, but the defined deliverables should always be reviewed and approved by the client Hallows, This helps ensure that major stakeholders agree upon the goods to be produced during the course of the project.
The addition of the list of project deliverables would improve the RML Turnaround time project scope statement. Project objectives were the final items to be addressed in an effective scope statement.
Project objectives are scope, time, cost, and quality parameters that must be evaluated to determine a project's success Woolshlager, Written objectives are more specific than the mission statement or project justification Lewis, a , and it is important that objective criteria are quantifiable as a means of measuring attainment Project Management Institute Standards Committee, No measurable criteria were outlined to determine project completion.
This lack of specific, measurable, assignable, realistic, and time-related goals could severely decrease the reliability of subsequent planning Dinsmore, The exclusion of a summary of project financials at project initiation was striking. This information should have communicated a summary of the project's known costs and benefits, both tangible and intangible, and provided a basis for evaluating the impact of future decisions Project Management Institute Standards Committee, Incomplete project information for the project team and stakeholders resulted from this omission.
The RML Turnaround Time project approach section of the project charter identified the general strategy for completing the project by including the expected steps of system development.
The Tryon and Associates Project Charter template also suggested other components for inclusion: any methods or processes that will be used throughout the project. The project manager did not include these at the time of the charter's development. A synopsis of the project management approach would have enhanced the value of the project charter and was a recommended output of project plan development Project Management Institute Standards Committee, Names of the core project team members, as well as their accompanying positions of responsibility, were documented in this section, and the project owners were identified.
An improvement would have been the inclusion of a detailed description of responsibilities by individual, recognizing the role, authority, and accountability of each team member to the project Lewis, b. This section of the RML Turnaround Time Project Charter provided documentation confirming that the RML project team members had read the charter, discussed concerns, verified expectations, and validated project completion as a realistic notion.
The requirement of obtaining signatures indicated the seriousness of the document and emphasized that the project document should be acceptable to all project participants Zells, Every project participant should have participated in the charter's approval, not only those individuals representing RML. The exclusion of ISC project team participants resulted in unilateral affirmation. All project participants who could influence successful project completion should have signed the charter, resulting in formal confirmation of an understanding of the project management process and its deliverables by all project participants at the project's inception Zells.
This template includes space to document project managers and team members, objectives and goals, scope and schedule, and resources, so you can share key information with stakeholders to gain buy-in and lock in the budget.
Outline your project timeline, track tasks on a daily, weekly, and monthly basis, and assign responsibilities to specific team members with this free Microsoft Project template. This template allows you the flexibility to design a timeline based on each phase of a project, giving you a good understanding of project completion dates. Run multiple timelines against one another so you can better delegate tasks and improve efficiency. Use this template to document and track your project timeline, plot milestones in order to visualize how your project is progressing, and gain quick insights about the health of your project.
View your entire project on a comprehensive, built-in timeline, and make changes to the timeline as your project priorities and goals change. Use this template to map out the financial details of your project, including labor and material costs, equipment and space costs, and actual spend versus projected budget.
Monitor your expenses to ensure your project lands under budget, and detail each task and subtask to determine which parts of your project will need more of your allotted budget. Using a template will help you execute your project with ease, save time when crafting project plans, and eliminate the need to manually create, document, and track crucial project components.
Templates for project management help you keep project managers and their teams productive by simplifying the processes that go into project planning, budgeting, and scheduling. In addition, project management templates also provide the following advantages to companies that implement them:.
Share project plans and reports across your organization to keep everyone on the same page. Customize timelines and schedules to represent specific data, and leverage them as a scheduling tool for the rest of your organization in order to avoid any scheduling issues. Track project progress visually, quickly view task dependencies, and update status and project priorities as needed. Outline scope, objectives, and stakeholders to improve consistency across similar projects or tasks.
Break down larger projects into constituent, easier-to-digest tasks, and establish work packages that your team can easily deliver on. Accelerate communication with your team and alert teams about issues with a standardized, templated communication system.
Effective schedule management is necessary for ensuring tasks are completed on time, resources are allocated appropriately, and to help measure project performance. Be sure to check out the detailed Schedule Management Plan Template available on our website. The separate Schedule Management Plan is suitable for larger projects or projects where the schedule management is more formalized. Activity definition will identify the specific work packages which must be performed to complete each deliverable.
Activity sequencing will be used to determine the order of work packages and assign relationships between project activities. Activity duration estimating will be used to calculate the number of work periods required to complete work packages. Resource estimating will be used to assign resources to work packages in order to complete schedule development. Once a preliminary schedule has been developed, it will be reviewed by the project team and any resources tentatively assigned to project tasks.
The project team and resources must agree to the proposed work package assignments, durations, and schedule. Once this is achieved the project sponsor will review and approve the schedule and it will then be base lined. The project manager will be responsible for facilitating work package definition, sequencing, and estimating duration and resources with the project team. The project manager will also create the project schedule using MS Project and validate the schedule with the project team, stakeholders, and the project sponsor.
The project manager will obtain schedule approval from the project sponsor and baseline the schedule. The project team is responsible for participating in work package definition, sequencing, duration, and resource estimating. The project team will also review and validate the proposed schedule and perform assigned activities once the schedule is approved.
The project sponsor will participate in reviews of the proposed schedule and approve the final schedule before it is base lined. The project stakeholders will participate in reviews of the proposed schedule and assist in its validation. This portion of the Project Management Plan Template discusses how quality management will be used to ensure that the deliverables for the project meet a formally established standard of acceptance.
All project deliverables should be defined in order to provide a foundation and understanding of the tasks at hand and what work must be planned. Quality management is the process by which the organization not only completes the work, but completes the work to an acceptable standard. Without a thorough Quality Management Plan, work may be completed in a substandard or unacceptable manner. This section should include quality roles and responsibilities, quality control, quality assurance, and quality monitoring.
For larger or more complex projects, the Quality Management Plan may be included as an appendix or separate document from the Project Management Plan. A detailed Quality Management Plan Template is available for use on our website. All members of the SmartVoice project team will play a role in quality management. It is imperative that the team ensures that work is completed at an adequate level of quality from individual work packages to the final project deliverable.
The following are the quality roles and responsibilities for the SmartVoice Project:. The Project Sponsor will review all project tasks and deliverables to ensure compliance with established and approved quality standards. Additionally, the Project Sponsor will sign off on the final acceptance of the project deliverable. The Project Manager is responsible for quality management throughout the duration of the project. The Project Manager is responsible for implementing the Quality Management Plan and ensuring all tasks, processes, and documentation are compliant with the plan.
The Project Manager is also responsible for communicating and tracking all quality standards to the project team and stakeholders. Quality Specialists will recommend tools and methodologies for tracking quality and standards to establish acceptable quality levels.
The remaining member of the project team, as well as the stakeholders will be responsible for assisting the Project Manager and Quality Specialists in the establishment of acceptable quality standards. They will also work to ensure that all quality standards are met and communicate any concerns regarding quality to the Project Manager.
Quality control for the SmartVoice Project will utilize tools and methodologies for ensuring that all project deliverables comply with approved quality standards. To meet deliverable requirements and expectations, we must implement a formal process in which quality standards are measured and accepted.
The Project Manager will ensure all quality standards and quality control activities are met throughout the project. The Quality Specialists will assist the Project Manager in verifying that all quality standards are met for each deliverable. If any changes are proposed and approved by the Project Sponsor and CCB, the Project Manager is responsible for communicating the changes to the project team and updating all project plans and documentation. Quality assurance for the SmartVoice Project will ensure that all processes used in the completion of the project meet acceptable quality standards.
These process standards are in place to maximize project efficiency and minimize waste. For each process used throughout the project, the Project Manager will track and measure quality against the approved standards with the assistance of the Quality Specialists and ensure all quality standards are met.
This part of the Project Plan provides a general description for the approach taken to identify and manage the risks associated with the project. It should be a short paragraph or two summarizing the approach to risk management on this project.
Since risk management is a science in itself, we have many risk management templates available on our website. Look for the detailed Risk Management Plan Template, Risk Register Template along with our article on how to perform a risk assessment meeting. The approach for managing risks for the SmartVoice Project includes a methodical process by which the project team identifies, scores, and ranks the various risks.
The most likely and highest impact risks were added to the project schedule to ensure that the assigned risk managers take the necessary steps to implement the mitigation response at the appropriate time during the schedule. Upon the completion of the project, during the closing process, the project manager will analyze each risk as well as the risk management process. Based on this analysis, the project manager will identify any improvements that can be made to the risk management process for future projects.
These improvements will be captured as part of the lessons learned knowledge base. Here the Project Plan Template discusses how you plan to staff the project. This section should include discussion on matrixed or projectized organizational structure depending on which is being used for this project.
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