Project Execution Plan For [Insert Name Here] Project Document Revision History Revision | Date Project Manager Project Sponsor 0 Page 1 of 25Insert Project Name Here About This Project Execution Plan Template ‘This template is intended 10 serve as a guide forthe developmen of a Project Execution Plan (PEP). The PEP isa detailed document that provides the esental of a project in terms of ts objectives, Jusificatin, and how the objectives are be achieved. The PEP isa formal, approved document thats ‘sed to guide both project execution and project control as a project progresses through ts lifecycle. The PEP isa detailed blueprint or game plan that charts the entire projects course and forms the basis for all management decisions asiclated wit the project. The PEP describes the entire pla forthe project land desenbes how all the major activities under each project management essential are to be accomplished, including that of overall project contol and conmmurications with stakeholders. It ‘acuments the project associated planning assumptions and decisions, facitates communication among Stateholders, and documents the approved scope, cost and schedule baselines. The PEP identifies and addresses the problem and need (why?) goats and objectives (what?) schedule (when?) ad roles (sho?) for the subject project. 1 also provides the jusificaton forth project and how the objectives are tobe achieved. In addition the PED describes how all the major activities under each project ‘management function are to be accomplished, including the documentation and control of project planning assumptions and decisions, planning, estimating and risk management and communications with and among stakeholders. Recognize thatthe PEP is nota stagnant document. [tis dywamic in nature and will evolve though successive stages ofthe projec life xc. This template identifies 20 major sections and key actors that shouldbe considered for inclusion as part ‘of every Project Execution Plan. Each section i provided with adiscusion on what shouldbe included therein (alcied), Project Execution Plan, Revision Page 2 of 25 Issuunce DateInsert Project Name Here Table of Contents 1. EXECUnVE SunowaRy. 2. PROIECT SCoPE, ORIECTIVES AND DELIVERABLES. 3, HUMAN RESOURCES MANAGEMENT (STAFFING PLAN). 4, INTEGRATION AND CoNOAUNICATIONS MANAGEMENT. 5. CosraND BUDGE MANAGEMENT: 6. SCHEDULE MANAGEMENT (SCHEDULE, MILESTONES AND WORK CONTROL) 7. RISK MANAGEMENT PLAN, 8, BASELINE MANAGEMENT AND CHANGE CONTROL PLAN. 9. PROJECT CONTROLS AND REPORTING PLAN 10, PROCUREMENT; CONTRACT AND INVENTORY MANAGEMENT PLAN. 11, MANAGING Paomcr QuaLItY 12, _ ENVIRONMENTAL, HEALT AND SAF=TY 13, APPENDIX A=TERMINOLOGY 1M, APPENDIX B = BCONOMIC ANALYSIS AND BUSINESS CASE 15, APPENDIX C~ TECHNICAL BASELINE DOCUMENT (DESIGN BASIS) 16, APPENDIX D— INTERFACES AND MEMORANDA OF UNDERSTANDING. 17, APPENDIX E-SCHEDULE - CURRENT ANDIOR BASELINE: 18, APPENDIX F-COSTPLAN- CURRENT ANDIOR BASELINE. 19, APPENDIX G—RISK ANALYSIS WORKSHLET AND MATRIX 20, ApPENDIXH—PROIECTMEASURES Project Execution Plan, Revision Page 3 of 25 Issuance Date 2 13 “4 14 15 16 7 18 19 20 21 2 23 25Insert Project Name Here 1. Executive Summary Introduction to Project Provide a brief description ofthe project, as well as background information. The reason for tke project ‘andthe overall timing and expecations should be described in business terms. Some backround Information about how and why the project was inated should alo be included. Describe who (in terms of individual roles and/or organtcatonal areas) wil use the inal outcome of he projet and Idem any other stakeholders who will be impacted by the results of he project. The Project Sponsor land Executive Sponsor should be identified atthe end of his section Project Authority denifythe source of authorization forthe project. This may bea program or other authorizing organtzation/eniy. Stakeholder (Customer) Identification and Advocacy dentify who (in terms of individual roles andlor organizational areas) will use she final outcome of the project, and ent any ther stakeholders who wil be impacted by the results ofthe project. 2. Project Scope, Objectives and Deliverables Scope and Objectives Provide dlcussion of he scope and objectives ofthe projec. With regard tothe scope 1+ Define the projet scope wth as much deal as possible such that scope changes will be readily (evident to everyone, + emize what i included in his scope + emize what is excluded (omited) from the scope With regard to the objectives, iden + Wha are the overall project objectives? ‘+ Whar are the technical objectives? ‘+ What are te schedule objectives? + What are the cost objectives? ‘Are there any special objectives defined forthe project? Project Execwion Plan, Revision Page 4 of 25 Issuance DateInsert Project Name Here Work Approach + Describe the work approach + Define the specific tasks wo be accomplished (dink about deliverables and customer Iumoverfeloseout requirements) and who will accomplish the work. + Define the project phases. For example study, planning, engineeringesign implementation, Start-up and testing, transition and customer tumover, operations, and closeout. Deliverables A deliverable is any measurable, tangible, verifiable item thar must be produced to complete the project tort satisfy a project milestone, ‘+ Define all internal deliverables and turnover closeout requirements ‘+ Define al extemal deliverables turnover I closeout requirements + Define aceptance process for deliverables and trnaver/ closeout requirements ‘+ Define approval process for deliverables tumover/ closeout requirements. For each deliverable, provide a description of its quality objectives terms of ouput quality and ‘approval requirements, (For example, Interim status reports willbe provided weekly tothe Project Sponsor and Project Team Leaders and willbe approved by each person prior to being accepted within the projet archives) ‘The amount of support tbe allocated 10 the implemented product or service should also be included asa duality objective Constraints and Requirements List all known constraints and requirements Assumptions List all nown assumptions and the methodology that will be used to validate the assumprion. Validation isthe process of providing evidence that a process, strcture, system or component meets the needs ofthe user, Le “are we building the ‘Right Thing”? Identification of Vested interests (Client Requirements) Ldentify any specie client requirements that are not already captured within the scope and objectives Goals and Critical Success Factors Define what the successful project looks lke, n terms ofthe requesting client's requirements. Identify ‘objective measures that can be used to gauge project performance. Tie sucess of the project othe ‘specific measure identified in section 11, Project Quality. Project Execwion Plan, Revision Page Sof 25 Issuunce DateInsert Project Name Here 3. Human Resources Management (Staffing Plan) Project Organization (Structure and key components and concepts) ‘This section should identify the required Project Team and any required organtzatonal interfaces. An ‘organization char of a projet stakeholders should be included such as intemal and extemal resources, cients, vendo, ee Project Execution Pan, Revision Page 6 of 5 Issuance DateInsert Project Name Here EXAMPLE EXAMPLE Project Execution Plan, Revision Page 7 of 25 EXAMPLE Issuance DateInsert Project Name Here Roles and Responsibilities (Project Team and Customer(s)) + Define roles and responsibil + Define authority sructure, intemal and extemal ‘This seciom assigns roles and responsibilities to the named members ofthe Project Team taking the ‘organizations Resource Plan and the project sil requirements into account. ‘This section should discuss the specific roles and responsibilities forthe Project Sponsor, Project Manager, Implementation Manage/Maintenance Job Sponsor Team Members, Ste Enginering and ‘other upport and enpincering organizations should be included in ALL Project plans ‘This section should also include a discussion ofthe expectations for key project team poston ineluding the Project Sponsor, the Projet Manager, and the Implementation Mange/Maintenance Job Sponsor Staffing, Resource and Labor Requirements Planning + Dain the projet Resource Plan + Ldentify where the resources come from? Work Schedule deni the work schedule fo the project team including regular start and sop times, scheduled shits, rnon-work periods, holidays te Training Plan Provide a detailed description of project specific training requirements, These should include, as applicable: + Project Team specific raining needs, + Project Team qualification requirements, + Contractor andfor Vendor training needs, + Contractor andfor Vendor qualification requirements, and + End-user i, operations, maintenance, chemisiry et.) training requirements. Project Facilities and Resources deni the logistical and facility considerations forthe project The project's requirements for facilis and resources, such as ofce space, special facilities, computer ‘equipment, office equipment, and support tools, shoul be identified. Responsibilities to procure or develop these items should be clearly assigned and described here. Project Execwion Plan, Revision Page B of 25 Issuance DateInsert Project Name Here 4, Integration and Communications Management Dependencies Any dependencies outside othe Project Manager’ direct conto, or ouside othe scope ofthe project (bua which may sl nluence he project sucess) shouldbe ened. For example acts fo be Carried out bya client or subconractr, or actives Or deliverables rom an extemal projet tha are reguired hin he conte of ths projec. Interna dependences mus aso be considered. Dependencies of he project, andor the project deliverable product) on ocber projectfproductsexising orin development) shuld be cert identified. For etanple, a necied resource cama become avalble unt nother projets complete iis dependeney should be identified andthe related rik docanented ithe appropiate section ofthe Project Plan: Required lnageso ober exiting or planned stems should as be dete. Communications Plans Develop and document Communications Plan that describes the methods and protocols for conducting ‘communications between project stakeholders as well as external entities. The maintenance of effective ‘communications benseen and among the project eam and project stakeholders shouldbe identified asa project measure Project Execution Plan, Revision Page 9of 5 Issuunce DateInsert Project Name Here ‘Note: The table shown below should be included and mexified as required. The following table identifies the method frequency, and content ofthese metings along withthe stakeholders and responsible individuals. This table outlines mos ofthe diferent communications instrament that a project might ined tose. Method | Frequency | Stakeholders Content Responsible Person / Submit to Prot Team Aegis | Por Team and |Technalandpjstatand | Pc Team Member: Prt Mectoge Sudan piiet |Chapmens) | nee dca Noor imo) Tatial | Aampindw | Spamodnnd | Tectnealprocnatn afproset | Pree Tesh Lan Prose Stering Tem ‘ugyorporet |Chomns) | tcudoy meonmnetde ed nae and Pest Mesting | menos cre opsne Salatlicn iit | Wes, Project Team and | Weakly accmpliineats Pin for | Pj Team Meme Pies Satu Report complicd nthe | Pe Spemor [ack eek hes proses ites or | Manager ‘erway 0 tari and te propose cons ‘Weekly Proket | Wer. Prt Spor | Weak eats msm paring | Poet Manager / Pro Sato Report conpcdenthe |andCustners) [acon nts werating | Spemoranl oar Maer irony of PAsoomptneas is week pes | argued) ewe Ferner neck cburasonsioaes, Monthly Projet | Mond Project Spor, | Monty sat snmany raring | Pet Manager / Pret Sune Report complied onthe |Cenomers)|scopetta worling, | peor oe Magers tema st Assmphonenstorais | on and plas forest nh Monthy | Monthy Proc Spor, | Monty sat summary rearing | Pet Manager Pestortance Ctmersyand |eope hata wong, | Spor Update Meeting tke Manageoeat | us Sune orders, sais larseuied) (bode Acomplibora forts ‘ont nd plans for nx anh Feedback | Daiyorar | Poe Spomor ‘Alpe eam member or Interface Plans Define authority structure, internal and external. Identify any required regulatory interfaces, how contractors willbe deat with, et. Include copies ofthe applicable interface agreements and/or ‘memoranda of understanding in Appendix D. Document Management Plans (Document Control and Project Files) Recond retention and document and records management processes. 1+ Define projet files and what isto be retained (sate retention requirements) ‘+ Useand disposition of persona files + Useand disposition of project files Project Exeewion Plan, Revision Page 10 of25 Issuance DateInsert Project Name Here 5. Cost and Budget Management Budget Authority Desenbe the source of nding and the source of authority for tke project. Work Breakdown Structure and Dictionary + Consiruct the Work Breakdown Structure (WBS), tothe extent possible 1+ Establish a WBS dictionary and provide activity descriptions and related information + Define the Accounting Structure, as much as possible The WAS shouldbe established so that it is detailed and comprehensive description ofthe scope of work forthe project. WBS Performance Measurements denifythe WBS related performance metrics. Accounting Structure + Kdentify the accounting structure tobe used. + Cross-reference the Accounting Structure othe WBS for the project. ‘+ Eswablish additional levels as required Project Cost Estimate and Funding Profile ‘This section provides information onthe estimate cost of he project and the associated projet funding profile. The project cos estimated should bea comprehensive estimate of he cost 0 implement the work lar + densify the ful cost estimate forthe project include a copy ofthe estimate as am appendix) and ‘the assumptions and bases used to derive the estimate. + Describe the project budget and detailed the associated Spend Plan 4 detify the approach tht will be used to obtain funding authorization forthe project. Ifa Phased funding approach isto be used, then this section should identify he phases and provide the Planned submital andlor approval dates. Cost Baseline deni the elements tha make up the Cost Baseline Project Execuion Plan, Revision Page 11 of 25 ateInsert Project Name Here 6. Schedule Management (Schedule, Milestones and Work Control) Identification of Scheduling Methodology ‘+ Describe the method and tool that willbe used to manage and contol the project schedule densify Schedule review milestones and methods for updating. + Ldetfy how project schedule ties in vertically to other Sie schedules and tols (Le, Site Master Schedule, Work Management System, ProjecuProgram Master Plan, Engineering Work, Management, et) + Identify schedule meri, Identification of Project Milestones and Fixed Dates + Ment project milestones + Mens iced project dates and commitments. Identification of Activity Sequencing and Duration + Leni the sequence of project activities and their associated duration + Mdensify any activity imendependences Identity Schedule Baseline denifythe elements that make up the Schedule Baseline. 7. Risk Management Plan Risk Identification deni each risk and determin its characteristics. There are risks associated with every aspect of project planning and execution. These shouldbe identified othe extent possible. These should be ‘entered onto the project axsoeated Rsk Evaluation Worksheet. See Appendix G) An indiviual and/or organizational onner should also be identified for each vsk tem listed. Risk Assessment and Evaluation Each denied risk should be evaluated and its relative impact and importance identified. Evaluations should be based onthe probability ofthe risk occurring and its associated severity andor impact. This ‘should be entered onto the project associated Risk Evaluation Worksheet. (See Appendix G) Risk Mitigation and Contingency Plan(s) Describe the Risk Mitigation and/or contingency plans that are associated with each identified risk Reference shouldbe provided o extemal document. Project Execuion Plan, Revision Page 12 of 25Insert Project Name Here Risk Provisioning Describe the Rsk provisioning hat is provided with each idenfed risk A summary statement denifing the disiibuion of risk provisioning funds between contingency and allowance funding sinlar to that shown in the example below MUST be included 8. Baseline Management and Change Control Plan Baseline Management Plan Detail he Configuration Management Plas) that are being applied tothe project scope, schedule, cost and deliverables. Issue Resolution Process Describe the proces that willbe used o document, evaluate and resolve project issues, Change Control Process Describe the proces that willbe used to document, evaluate and resolve project changes (ke, Change Ordersand Project Change Orders Project Change Control Thresholds + Idenify whether the standard change contol threshois are to be employed. + Identify any nique change control thresholds that are Being applied othe project Contingency Management Describe the process that wll be (is being) used to manage the project contingency. Project Execuion Plan, Revision Page 13 of 25Insert Project Name Here 9. Project Controls and Reporting Plan Explain the methods and proceses that wll be implemented to assis she Project Manager in identifving roject progress and communicating that progress tothe project eam, project sponsor and project Stakeholders. Include definition ofthe approach for resolving deviations from the Project Execution Planand taking corrective action This Project Control section should include: 1+ The type and frequency of production of Project Reports. ‘+The frequency and attendees of Project Team and Stakeholder meetings ‘+The frequency and attendees of Project Satus meetings The fequency of Executive Commitee meetings ‘+The name and location ofthe Project File. ‘+The methods to be used to log and contro project actions. ‘+The criteria for issuing a Revised Version ofthe Projet Plan ‘+The meres tobe collected during the project and the analysis o be performed on them. ‘+ Method of monitoring and measuring project progress (eamed valu, Cost Performance Variance, Schedule Performance Variance, ei) + Hdesification an method for updating project repons 10. Procurement, Contract and Inventory Management Plan ‘The procurement proces, the associated contract activities, and the inventory management approach should be described. Additionally, the procurement policies and methods to be used within the project should be deailed (who is responsible for purchasing decisions and developing and managing purchase orders, request for proposal, ete and ev wll these be managed, ‘+ Define procurement process and activities; include materials, equipment, supplies, services, Transportation, torage, subcontracing/ousourcing, logistics, ee + Where will materials, components and services come from + What contracts mus be created and administered + Who administers the comracis + Identify the pes and levels of approval required for purchase orders and CSRs. + deny the required spare parts, their use and the impact ofthe project on capital spares: ‘+ Identify how progress payments wil be used, and how the Vendor contrat i organited to provide for progress payment. Also dscus how these progress payments relate to stock and inventor 4+ Identify how to plan fora system average price, if applicable + demtifyhow to account for stores loading Identification of Major Procurements Identify and characterize any major procurement for good and/or services that are required to support andlor excewe the project. Project Execution Plan, Revision Page Id of 25 Issuunce DateInsert Project Name Here 11. Managing Project Quality The QA condition ofthe work should be specified. Quality affecting activites suck as Technical Quality Reviews, Per Reviews, tc, should be included. Measures against which to judge project satus and/or progress shouldbe established and identified Quality Management + Define quay management plans and systems + Define quay assurance and ono + Matod for monitoring and controling cots. + Method for mntoring and controling Schedule + Method for measuring deliverables agains standard. + Metod for incorporating cpproved changes. Project Performance Measures en he measures that wll be applied measure project success. These measures an be related 0 roject performance relative to established Baselines or they could be subjective measures that are ‘sablished bythe projec team and/or management. Measures should be projec pecfe and shold Drovide an accurate reflection of projet sas. These measures wll be used asa bass for projet satus ‘eporting and management updates. Project measures are documented and reported on the Project Measures Form (ound in Appendix H). Project performance measures should also be established relative to safety and the safe performance of project related activites should also be identified ‘The following able of Projet PerformancelEamed Value Measures is an example for clarity. Parameter Val (Cost Performance Index (CPD) 3090 and <1.25 Schedule Performance Index (SPI) 30.90 and <1.25 Cost Variance (CV) ‘Schedule Variance (SV) £105 meets < 10% exceeds Budget Variance 210% meets Project Execution Plan, Revision Page 15 of 25 Issuunce DateInsert Project Name Here 12. Environmental Health and Safety Environmental and Conventional Safety Plan Define techniques such as safety assessments, pre job briefings, et. + Environmental sfery plans + Conventionaipersonnl safety plans Emergency and Medical Response Plan(s), as required Define the provisions made to accommodate medical and other emergencies. Project Execuion Plan, Revision Page 16 of 25 Issuance DateInsert Project Name Here 13. Appendix A — Terminology Define any unique (special, oF significant terms and/or acronyms that wil be commonly used within the project. Terms that may be new or confusing to project stakeholders shouldbe clearly explained. Use table format such as is provided below: ‘Abbreviations: tem Definitions: Term: Definition: Project Execu mn Plan, Revision Page 47 of 25. Issuance DateInsert Project Name Here 14. Appendix B — Economic Analysis and Business Case Project Execution Plan, Revision Page 18 of 25 Issuance DateInsert Project Name Here 15. Appendix C — Technical Baseline Document Project Execuion Plan, Revision Page 19 of 25 Issuance DateInsert Project Name Here 16. Appendix D — Interfaces and Memoranda of Understanding Project Execuion Plan, Revision Page 20 of 25 Issuance DateInsert Project Name Here 17. Appendix E - Schedule - Current and/or Baseline Project Execuion Plan, Revision Page 24 of 25 Issuance DateInsert Project Name Here 18. Appendix F - Cost Plan - Current and/or Baseline Project Execuion Plan, Revision Page 22 of 25 Issuance DateInsert Project Name Here 19. Appendix G - Risk Analysis Worksheet and Matrix ‘The Risk Analysis Worksheet should be used to identify ALL project-relted risks, Each risk shouldbe identified, described and assigned the auributes (probability of occurrence and severin/impact factor that will permit te project Manager and the Project Team 10 identify the required levels of risk provisioning ‘and mitigation andor contingency planing that must be carried out. The Risk Severity Inpact Factor Versus Occurrence Probability Factor Matrix would be ted to perform this efor When completed, he Project Manager in conjunction with the project team should provide a preliminary outline ofthe mitigation and/or contingency plans that will be putin place. They should also identify (in the area provided) the level of risk provisioning for each allowance and/or contingency item lise. Risk Analysis Worksheet roe Prepared 8 Pract No Daw ‘hoet_28__ of 2s Fick | RekCescinton When's |__Gamamoncels) | Pbabity | Sovey/| Risk | Previou | MtigatonanserConingocy Dolan | A simoer ‘ey on” | Sipat | Beposr |¢ Pan) spt | or ‘Gseur’ | Duration Cast) | cccumence | Factr Eaponir | RET | (apie | 0-83.) oos-t9) | (198) ‘Si ae Project Execution Plan, Revision Page 24 of 25 Iesuance DateInsert Project Name Here Risk Severity / Impact Factor Versus Occurrence Probability Factor Matrix 4% «41-60% LEO Severtyimpact Factor ns Occurrence Probability Factor Acton and Provisioning Required Exposce and Seveity/Pobabiliy Factor Rating Risk Expowune Action Risk Provisioning ‘ incorpo int Project ope Incorporate nto Base Pret Estimate Bet 1B Migaon Suategy And Deed allowance Adon to ‘Contingey Pan EstimatBudee c Miguion Somegy And Outlined Allowance Adon to ‘Contingency lan Estimat/Buee > MiigationStrtegy Coming Fang Meats ann Page 24 of25 Issuance Date Project Execution Plan, RevisionInsert Project Name Here 20. Appendix H — Project Measures Form Project Execuion Plan, Revision Page 25 of 25 Issuance Date