Project Management Templates

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Blank Project Management
Templates
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Please feel free to copy any of the attached
documents. You can alter any of them to suit the
needs of your specic project or organisation.
!f you want information a"out the services
provided "y Project #gency please call $%$& ''(
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we" site is www.projectagency.com
+ote, in supplying these templates- Project #gency cannot "e held
responsi"le for how they are completed!
Project management templates from Project #gency . please alter to suit your needs
Listed below are some forms you will fnd on the next pages.
Please complete the forms as appropriate. Please note- completing the forms
is an aid to help you deliver your projects, not an end in itself.
Page +o.
♦ Defning Project Responsibilities
♦ !ta"eholder #nalysis $
♦ %ilestone &hart '
♦ %ilestone Report (
♦ )ariation *orm +
♦ Ris" Log ,
♦ -usiness &ase *orm .
♦ Project Defnition *orm or P/D 01
♦ Project Reporting *orm 02
♦ 3ighlight Report 0
♦ &hange &ontrol *orm 0$
♦ &hange &ontrol Log 0'
♦ #ctual ) Planned 0(
♦ Project management chec" sheet 0+
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4hese project management templates have been produced for open distribution to
anyone. Please feel free to pass them onto friends or colleagues. 4he forms have
been used by professional sta5 at all levels 6 sta5 who have to deliver projects.
!ome of these projects are small 7uic" delivery 8less than a month9, others large
long term projects which cost signifcant sums of money.
:e would be delighted to hear how you used these forms and how useful they
were in supporting the delivery of your project. Please email
events;projectagency.com. Do loo" at www.projectagency.com where you can fnd
a range of information, products and services.
*inally, good luc" with all of your projects and we would be delighted to tal" with
you about any project management issues you may have. &all on <$$ 81921 ,$(
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Project management templates from Project #gency . please alter to suit your needs
/ening Project 0esponsi"ilities
P10S2++13
T#S4S5#6T!7!T!1S
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Project management templates from Project #gency . please alter to suit your needs
Stakeholder #nalysis
4he purpose of sta"eholder analysis is to inform the project manager and sponsor who should contribute to the project, where
barriers might be, and the actions that need to be ta"en prior to detailed project planning.
Stakeholder Their interest or
re;uirement from the
project
<hat the project needs
from them
Perceived attitudes
and5or risks
#ctions to take
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Milestone 6hart
%ain milestones=phases shown on higher chart, and sub>milestones for each phase on charts below
T!M1 =in suita"le units >days- weeks- months- etc.?
M!31ST2+1S 0esponsi"ility
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Milestone 0eport
Project?
Date of %ilestone meeting=discussion?
/elivera"les due /ue
date
05#5@A #ction to take to "ring delivera"le or task "ack on schedule
@ 0 A Red Bags Co5 plan > describe in detail? 7uality, cost, timeD
# A #mber Cis almost o5 schedule or will defnitely be o5 schedule EF4G? you may need to agree the precise defnition before useD
@ A Hreen Bags Cto plan or better > show savingsD
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7ariation Borm
#ctivity
name 5+o.
/escription /ate to
"e
delivere
d
0evise
d est.
C565T
0eason for delay.
C565TD 1Eplain
1Fect on project
!igned? Project !ponsor
Project %anager
Date
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0isk #nalysis
Score as follows, for Likelihood and Impact: 3igh A , %edium A 2, Low A 0
+ature of
0isk or
Gncertainty
3ikelihood
High5
Medium5
3ow
!mpact
High5
Medium5
3ow
3ikelihood
E !mpact
=Score?
#ctions re;uired and who will
take responsi"ility to manage
the risk
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Project management templates from Project #gency . please alter to suit your needs
Business 6ase Borm
Please complete the form below and submit it to your project sponsor.
-ac"ground to the project 8PLG#!G IGGP -R/G*9
Heneral aims8s9
/nitial Ris"s
Gxpected Futcomes
-enefts of running with this project
/nitial estimates of cost and time
J?
4ime?
Futcome of the business case
Decision from 8x x9
Date

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Project management templates from Project #gency . please alter to suit your needs
Project /enition Borm =or P!/?
Project Title? Put here a very
brief title
Sponsor, /nsert actual sponsor name
State "elow the link with the corporate agenda . the actual wording please.
Put here the actual words in the corporate agenda 6 showing the lin" with this project
Project Background, 4he bac"ground to the project. Gnough information to inform the
reader.
Project Benets, #n outline of what the benefts are to the organisation,
individuals or sta"eholders in delivering the project
Project 2"jectives, 4he specifc objectives for the project. EF4G? the objectives can
be one line or more detailed text.
Project /elivera"les, :hat you will be delivering at the end of the project. EF4G?
these are the what you will have at the end of the project, e.g. a
report, a building, improved service levels etc.
This project will include, This project will not include,
4his section defnes the boundaries of
the project.
Planning details should not be included at this
stage.
Success 6riteria, 3ow you will measure the success of the project. EF4G? the
success criteria must be measurable.
6onstraints, Gxamples here can be specifc 8a s"ill which the project team
must have9 resources, or a legal deadline 6 EF4G? only include
time and money if you can 7uantify them.
4ey #ssumptions, 4he assumptions you are ma"ing in putting this document
together.
Project Manager, :ho fulfls this role and what they do.
Project Sponsor, :ho fulfls this role and what they do.
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Project management templates from Project #gency . please alter to suit your needs
Project
Board5Steering
@roup Mem"ers,
:ho fulfls these
roles and what they
do. EF4G? may not
be appropriate for
all projects
Project Team
Mem"ers,
Budget
0esource 6osts, 2ther 6osts,
Total costs 9attach a "reakdown of the overall "udget:
• )#4@6 !ome projects may have important )#4 issues. 3ave you spo"en to
accountancy to discuss theseK
Start /ate, 6ompletion
/ate,
Signature of Project
Manager,
/ate,
#pproval from
Sponsor,
/ate,
 *or your organisation, you will need to liaise with your *inance people in order to
develop fnancial information that will inform project delivery. 4he data on this form in
relation to fnance needs to be fne tuned to your organisational and project
management needs
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Project management templates from Project #gency . please alter to suit your needs
Project 0eporting Borm
Project Title, Eumber?
Project !ponsor? Project %anager?
Progress 0eport Report Eo.
0#@ StatusA, 01/ 5 #MB10 5 @011+
Headlines
Tasks- Milestones- 2utcomes delivered this
period
&ompletion dates
4as"s, %ilestones, Futcomes &omments Plan #ctual
Major 0isks and !ssues /nclude an assessment of the impact and any actions ta"en
0ecommendations and 0e;uests for /ecisions or Support
Tasks- Milestones- 2utcomes scheduled for neEt
period
&ompletion dates
4as"s, %ilestones, Futcomes &omments Plan *orecast
@ RGD
"Major concern - escalate to the next level" !lippage greater than 01L of remaining time or budget, or
7uality severely compromised. &orrective #ction not in place, or not e5ective. Mnli"ely to deliver on time to
budget or 7uality re7uirements
#%-GR "Minor concern – bein activel! manaed" !lippage less than 01L of remaining time or budget, or 7uality
impact is minor. Remedial plan in place.
HRGGE "#ormal level of attention" Eo material slippage. Eo additional attention needed
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Project management templates from Project #gency . please alter to suit your needs
Highlight/Progress Report
Project Name: PROJECT NAME

Reporting Period: Project Manager: Project Sponsor:
Prepared by: Date Prepared:
RAG Status R Project Phase: 0

Project Description: Project nd Date: dd/mm/yyyy
!ey Deli"erables #ompleted this period !ey Deli"erables $utstanding this period !ey Deli"erables %or ne&t reporting period

Deli"ery
Date

Deli"ery
Date



Ris' Management (ssue Management #hange Management

)og No Ris' Action/Status )og No (ssue Action/Status Re* No Details Appro"ed















+inancial Statement
#apital Re"enue &ternal
Source ,udget Actual Remaining +orecast Source ,udget Actual Remaining +orecast Source ,udget Actual Remaining +orecast
0 0 0
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6hange 6ontrol Sheet
Project Title Project +um"er
Project Manager
&3#EHG RGNMG!4
Friginator
Phone?
Date of re7uest &hange re7uest no.
allocated b! $hane $ontroller
/tems to be changed Reference8s9
Description of change 8reasons for change, benefts, date re7uired9
Gstimated cost, and time to implement 87uotation attachedK Oes Eo 9
Priority = &onstraints 8impact on other deliverables, implications of not proceeding, ris"s9
&3#EHG G)#LM#4/FE
:hat is a5ected :or" re7uired 8resources, costs, dates9
Related change re7uests
Eame of evaluator Date evaluated !ignature
&3#EHG #PPRF)#L
#ccepted Rejected
Deferred
Eame !igned Date
&omments
&3#EHG /%PLG%GE4#4/FE
#sset /mplementer Date
completed
!ignature
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6hange 6ontrol 3og
Project Title Project +um"er
Project Manager
&hange
numbe
r
Description of change Date
received
Date
evaluated
Date
approved
Date
completed
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#ctual 7 Planned
#ctivity Planned
Time
#ctual
Time
/iFerenc
e
Planne
d
6ost
#ctual
6ost
/iFerenc
e
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Project Management > 6heck Sheet %mend this $heck Sheet to s&it !o&r project
#, S1T GP > !+!T!#T!2+
0 Developed the business caseK
2 /s a full options appraisal
necessaryK
/s the project in line with the
strategic planK
$ 3as the project received sign o5 by
sponsor or project boardK
B, S1T GP > /1B!+!T!2+
0 3as a P/D or project defnition form
been completedK
2 #re roles explicit and documentedK
#re levels of authority clearK
$ 3ave you carried out a sta"eholder
analysis and planned accordinglyK
' 3ave you assessed ris"s and put a
plan into action to monitor themK
( #re you clear what is driving the
project Nuality, &ost or 4ime 80
only9
+ 3ave clear project review
procedures been establishedK
, 3as planning started for a start up
wor"shop 8or series of wor"shops9K
. 4eam selection > have you got the
correct mix of s"ills and
professional experienceK
6, /13!710Y P3#++!+@
0 3ave you bro"en the project down
into its component parts 6 wor"
brea"down
2 3ow accurate are your estimatesK
/f a low percentage then
recalculate.
3ave you developed a milestone
chart or produced a Hantt chartK
$ 3ave you developed an overall
O E &F%%GE4! ' 3ave you identifed the critical path
for the projectK
( 3ave you developed a
communications plan and included
its component parts into the Hantt
chartsK
+ #re you continuing to carry out ris"
analysis throughout the projectK
, #re 7uality standards highK 3ow do
you "nowK
/, /13!710Y
0 3ave you identifed the appropriate
type of control 6 loose versus tightK
2 Project reporting 6 are you clear
who reports what and to whom and
howK
Do you have a clear procedure for
managing changeK
$ 3ave you developed a planned
versus actual scheduleK 3ow up to
date is itK
' 4olerance 6 have you an agreed
tolerance fgureK
( )ariations 6 are these 7uic"ly
BaggedK
1, 632S1/2<+ #+/
017!1<
0 Post project review has been
plannedK
2 Learning identifedK
/s the project still delivering the
benefts intendedK
$ /s there a case for abandoning the
project 6 o5 schedule or delivered a
signifcant part of itK
' Gnd of project review reports are
produced and circulatedK
O E &F%%GE4!
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Project management templates from Project #gency . please alter to suit your needs
project budgetK 3ave you sought
advice from fnancial experts
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Project management templates from Project #gency . please alter to suit your needs
Services provided "y Project #gency
Project #gency provides a wide range of services. !ome of these are listed below?
 Delivering practical project management training?
o designed to ensure project managers and project team members
understand the processes and s"ills to deliver e5ectively
o customised to meet specifc needs 6 really targeting organisational
needs
o wor"ing with project teams focusing on delivering a specifc project
6 alongside developing their team s"ills
o running PR/E&G2 7ualifcation programmes or PR/E&G2 training
wor"shops
 Developing in>house project management systems i.e. a customised project
management system ensuring consistency of approach > complete with
templates
 Running briefng sessions for project sponsors so they can understand their
important role in projects
 &arrying out audits of projects 6 after project completion, end of stage or an
audit of internal project management approaches.
 Frganising and running start up wor"shops for groups pre project 6 ensuring
projects get o5 to a really e5ective start
 Developing e5ective business cases.
 G5ective project leadership.
 :or"ing with senior managers identifying the "ey projects for the
organisation and their priority
 /ndividual coaching support to project managers and project sponsors
 Developing programme management strategies and establishing project
CprogrammeD support oPces
Please do visit our web site www.projectagency.com for further company
information or call 121 ,$$( ++(( for further information

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