Company Name

Company Address

[Project Title]
[Project #]
Project Plan

[Date of Report]

Prepared for
[Division]
[Project Champion], Project Champion

by
[Project Manager]

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 Table of Contents
SECTION 1: INTRODUCTION...................................................................................................................1
1.1 Project Overview.....................................................................................................................................1
1.2 Project Scope ..........................................................................................................................................1
1.3 Objectives and Benefits..........................................................................................................................1
1.4 Completion and Success Criteria............................................................................................................1
1.5 Cost, Schedule, and Duration Estimates................................................................................................1
1.6 Return On Investment.............................................................................................................................2
1.7 Change Management of the Project Plan...............................................................................................2
SECTION 2: PROJECT ORGANIZATION...............................................................................................3
2.1 Project Approach and Lifecycle.............................................................................................................3
2.2 Organizational Structure.........................................................................................................................3
2.3 Project Responsibilities...........................................................................................................................3
2.4 External Interfaces..................................................................................................................................3
SECTION 3: MANAGERIAL PROCESS....................................................................................................3
3.1 Management Priorities............................................................................................................................3
3.2 Assumptions, Dependencies, and Constraints........................................................................................4
3.3 Risk Management...................................................................................................................................4
3.4 Tracking and Control..............................................................................................................................4
3.4 Communication.......................................................................................................................................4
3.5 Staffing Plan............................................................................................................................................4
SECTION 4: TECHNICAL PROCESS........................................................................................................4
4.1 Standards, Methods, Tools, and Techniques..........................................................................................4
4.2 Environment and Infrastructure..............................................................................................................5
4.2 Documentation........................................................................................................................................5
4.3 Project Support Functions.......................................................................................................................5
4.4 Test Plan and Test Environment.............................................................................................................5
4.5 Additional Components..........................................................................................................................5
SECTION 5: WORK PACKAGES, SCHEDULE, AND BUDGET..........................................................5
5.1 Project Activities and Deliverables........................................................................................................5
5.1.1 Major Activities..............................................................................................................................6
5.1.2 Work Packages (task list)................................................................................................................6
5.1.3 Deliverables.....................................................................................................................................6
5.2 Resources.................................................................................................................................................7
5.2.1 Resource Requirements (budget)....................................................................................................7
5.2.2 Resource Requirements (resource list)...........................................................................................7
5.2.3 Resource Requirements (post-project operating costs)..................................................................8
5.3 Budget Overview....................................................................................................................................9
APPENDICES...............................................................................................................................................10
Appendix A: Reference Materials.............................................................................................................10
Appendix B: Definitions and Acronyms...................................................................................................10

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 Section 1: Introduction
1.1 Project Overview
Summarize the business need or opportunity and the product or solution to be delivered
by the project. You can use Section A from the Project Charter as a starting point.

1.2 Project Scope

Describe the project’s scope. You may include a context diagram or other models.
Describe the items that are to be delivered to the stakeholders and, if necessary, items
that are not in the scope. You can use Section C from the Project Charter as a starting
point.

1.3 Objectives and Benefits

Describe the objectives of the project and the benefits expected from the project. If
possible, state quantitative objectives. You can use Sections and F from the Project
Charter as a starting point.

1.4 Completion and Success Criteria

Describe the criteria that will be used to determine when the project is complete and if
it was successful.

1.5 Cost, Schedule, and Duration Estimates

Metric Value
Size
(if appropriate)

Effort
(staff hours)

Cost

Duration
(calendar months)

Start Date

End Date

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 1.6 Return On Investment
<<Double click on the spreadsheet and enter project and post-project costs and benefits
into the unshaded cells. Do not enter data into any shaded cells. The spreadsheet will
calculate and complete the ROI calculations using the formula: ROI = (B – C) ÷ C * 100
where B = Cumulative Benefits for the period covered by the calculation
C =Cumulative Costs for the period covered by the calculation.
For example, ROI after Year 2 is calculated using the Cumulative Costs and Cumulative
Benefits from the Year 2 column

See the last pages of this template for descriptions of the cost and benefit categories.>>

ROI TABLE Project Costs Post-Project Costs & Benefits

& Benefits
COSTS Year 1 Year 2 Year 3
Software $0 $0 $0 $0
Hardware/ Infrastructure $0 $0 $0 $0
Personnel $0 $0 $0 $0
Training $0 $0 $0 $0
Consulting $0 $0 $0 $0
Facilities, Materials, and Supplies $0 $0 $0 $0
Other $0 $0 $0 $0
Total Costs for Period $0 $0 $0 $0
Cumulative Costs $0 $0 $0 $0

TANGIBLE BENEFITS
Time Savings $0 $0 $0 $0
Maintenance Savings $0 $0 $0 $0
Equipment Savings $0 $0 $0 $0
Materials, Supplies, Space Savings $0 $0 $0 $0
Commercial Services Savings $0 $0 $0 $0
Other Savings $0 $0 $0 $0
Total Benefits for Period $0 $0 $0 $0
Cumulative Benefits $0 $0 $0 $0

TOTAL SAVINGS = BENEFITS MINUS

COSTS $0 $0 $0 $0

RETURN ON INVESTMENT (ROI) #DIV/0! #DIV/0! #DIV/0! #DIV/0!

1.7 Change Management of the Project Plan

Describe plans for making both scheduled and unscheduled changes to the Project
Plan. Describe the mechanisms used to place the initial version of the plan under
change control and to control subsequent changes.

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 Section 2: Project Organization
2.1 Project Approach and Lifecycle
Describe the project approach (e.g., whether the project will build software, purchase
software, reuse software, or pursue a mixture of build, buy, and reuse.) Also describe
the complete, customized lifecycle (i.e., methodology) for the project. Often a well-
know lifecycle (e.g. RUP) will be selected for a project, so this should be defined and
the reasons for selection discussed. Customizations of the life cycle should be noted,
along with any combinations or hybridizations of multiple lifecycles.

2.2 Organizational Structure

Describe the management structure of the project. Graphical devices such as
hierarchical organization charts or matrix diagrams may be used to depict lines of
authority, responsibility, and communication.

2.3 Project Responsibilities

Identify major project deliverables and the individuals or roles responsible for those
deliverables. A matrix of deliverables versus responsible individuals may be used.

2.4 External Interfaces

Describe the important external interfaces for the project. This could include other
departments, managers, projects, project reviewers or auditors, stakeholder
organizations, vendor organizations, or other organizations that will interact with the
project. Also the relationships between the project and independent support functions,
if any, such as configuration management, quality assurance, and testing.

Section 3: Managerial Process

3.1 Management Priorities

Use the table below to indicate the relative importance of the four business
drivers. Table rows contain attributes of the project or its products: scope
(features), schedule, quality, and cost. Columns contain priorities: Highest, Higher,
and High. For any one project, assign Highest priority to only one attribute. Also
assign Higher priority to only one attribute. Assign High priority to the remaining
two attributes. In the example below, delivering a system with world-class features
takes top priority. Schedule, with Higher priority, is important, more so than
Quality and Cost, but could be allowed to slip within acceptable limits to achieve
world-class features. Quality and Cost are assigned High priority. The project
should pay attention to Quality and Cost, but not to the point where they endanger
the project’s ability to deliver world-class features or threaten the schedule.
Quality and Cost can be allowed to slip within acceptable limits.

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 Business Drivers Table
Priority
Product or Project Attributes
Highest Higher High
Scope (features) √
Schedule √
Quality √
Cost √

3.2 Assumptions, Dependencies, and Constraints

State assumptions on which the project is based, external events the project is
dependent upon, and constraints under which the project is to be conducted. You can
use Sections D and E from the Project Charter as a starting point.

3.3 Risk Management

Describe the risks associated with the project. Describe mechanisms for tracking the
various risk factors and implementing contingency plans. Consider contractual risks,
technological risks, risks due to size and complexity of the product, risks in achieving
customer acceptance of the product, etc. You can use Section F from the Project
Charter as a starting point.

3.4 Tracking and Control

Describe how project budget, schedule, quality, and functionality will be tracked and
controlled throughout the project.

3.4 Communication
This section covers how, when, and what information will flow between project
participants and stakeholders. Define reporting mechanisms, report formats,
information flows, etc.

3.5 Staffing Plan

Specify the numbers and types of personnel required to conduct the project. List the
names of team members, the roles they will fill, start and end dates, percentage time
required, training needed, and other assumptions or constraints about the team.

Section 4: Technical Process

4.1 Standards, Methods, Tools, and Techniques

Specify the computing systems, development methodologies, programming languages,
and other notations, tools, techniques, and methods to be used to specify, design,
build, test, integrate, document, deliver, modify or maintain the project deliverables.
In addition, the technical standards, policies, and procedures governing development
or modification of project deliverables shall be included, either directly or by
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 reference to other documents.

4.2 Environment and Infrastructure

Describe the environments in which project work will take place. Describe hardware
and software for development, test, and production environments. Also describe any
work necessary to create or configure the various environments.

4.2 Documentation
This section contains either directly or by reference, the project’s documentation plan.
Specify documentation requirements and the milestones, baselines, reviews, and sign-
offs for documentation. Summarize schedule and resource requirements for the
documentation effort. Describe as appropriate style guides, naming conventions, and
documentation formats.

4.3 Project Support Functions

This section contains, either directly or by reference, plans for the supporting
functions for the project. These may include, but are not limited to: configuration
management, software quality assurance, issue and change management, deployment,
integration, procurement and contracting, operations, training, and user acceptance.
Develop these plans to a level of detail consistent with other sections of the project
plan. In particular, the responsibilities, resource requirements, schedules, and budgets
for each supporting function shall be specified. The nature and type of required
support functions vary from project to project; however, the absence of a
configuration management or quality assurance plan shall be explicitly justified.

There are templates available for a quality assurance plan, change management plan,
and software quality requirements plan.

4.4 Test Plan and Test Environment

This section contains, either directly or by reference, plans for execution and tracking
of test activities, including test environment and test coverage planning. There is a
template available for a test plan.

4.5 Additional Components

Additional components may be needed. These may be included directly or by
reference. These components may include, but are not limited to, feasibility or
cost/benefit analyses, and plans for procurement and contract management, security,
training, marketing, facilities, installation, data conversion, system transition, and
product maintenance and operations.

Section 5: Work Packages, Schedule, and Budget

5.1 Project Activities and Deliverables

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 5.1.1 Major Activities
<< Paste diagram of high-level activities here. >>

5.1.2 Work Packages (task list)

Copies of the PERT and Gantt charts are available from the Project Manager. The
task list with expected start and end dates, resources, and notes follows. The full
Microsoft Project plan is available electronically at: << full path and file name
>>

5.1.3 Deliverables
List the artifacts that will be delivered by the project to the customer. The level of
detail used here should normally be at a summary level and should mirror any
contractual agreements if appropriate. If appropriate, this section should also
include information on the delivery dates, locations, methods, etc.

Deliverable or Milestone Milestone Date

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 5.2 Resources
5.2.1 Resource Requirements (budget)
Document all resources that are to be used during the project. Include all hours of
effort to be used during the project and all expenses that are to be paid from the
project budget.

Project Costs
Effort Cost Funding Source
HR – Internal X hours @
$X/hour
HR – External X hours @
$X/hour $
Data Collection/
$
Conversion
Equipment
$
Facilities
$
Materials
$
Training
$
Documentation
$
Support
$
Other
$
Sub Total
$
10% Buffer
$
TOTAL
$

5.2.2 Resource Requirements (resource list)

Consultant

Facilities

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 Equipment

Materials

Other

5.2.3 Resource Requirements (post-project operating costs)

Document all resources that will be required to maintain and support the project’s
deliverables once the project has been completed.

Expected Life Span of Deliverables: _____ years

Operating Costs
FTEs Cost per Funding Source
year
HR – Internal

HR – External
$
Equipment
$
Training
$
Facilities
$
Material
$
Other
$
TOTAL
$

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 5.3 Budget Overview
Document the budget for the project by fiscal year. If any fiscal year is not yet
funded, describe how and from what source the project plans to obtain the
necessary funds.

Budget For Project By Fiscal Year

Fiscal
Budget Amount Funded? Funding Plan (if NO is checked)
Year
YES NO
YES NO
YES NO
Total:

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 Appendices
Appendices may be included either directly or by reference to provide supporting
detail that could detract from the Project Plan if included in the body of the plan.

Appendix A: Reference Materials

Provide a complete list of all documents, such as subsidiary plans, and other sources
of information referenced in the Project Plan. Identify each document by title,
responsible person, and full path and filename.

Appendix B: Definitions and Acronyms

Define, or provide references to, all terms and acronyms needed to understand the
Project Plan.

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 Cost and Benefit Categories <<you may delete this and subsequent
pages from your charter>>

Costs
• Software: All software purchased or rented for the project or post-
project maintenance. Include the costs of software for all
environments: development, test, and production.
• Hardware/Infrastructure: All hardware purchased or rented for the
project or post-project maintenance. Examples: Client desktop
workstations, laptops, and peripherals. Servers: local, workgroup, and
enterprise servers. Communications hardware: hubs, routers, bridges,
switches. Power protection devices. Memory upgrades. Off-line
storage devices. Network cabling. Network interface cards. Lab or
test equipment (% of use dedicated to specific project). Network
upgrades. Auxiliary furnishings (printer stands, etc.)
• Personnel: Number of hours of internal personnel time multiplied
by the fully loaded cost.
• Training: All costs for acquiring, developing, and presenting
training. Number of hours of internal personnel time spent in training
multiplied by the fully loaded cost.
• Consulting: All costs paid to a commercial vendor to support
equipment, software, or services such as maintenance, data entry,
training, planning, studies, facilities management, software
development, system analysis and design, performance evaluation, or
capacity management.
• Materials, Facilities, Supplies: All supplies, materials, or facilities,
other than software and hardware, that will be purchased or rented for
the project or post-project maintenance.
• Other: A catch-all category. Examples: travel costs, car rentals

Benefits
• Time savings: reduction in the hours needed by COMPANY staff to
complete tasks. Examples:
o Reduction in the need for manual entry or reduction in duplicate
data entry
o Data input improvements; data entered closer to its source
o Reduction in time spent answering questions from customers or
other COMPANY staff; fewer questions, less time needed to answer a
question
o Reduction in data input errors; less time spent correcting errors
o Faster, more accurate aggregation and analysis of data
o Improved reporting functionality; less time spent manipulating data
and preparing reports
o Reduction in time spent preparing mailings (inter-office, UPS, US
Postal Service, etc.)
o Reduction in training time if a new system is easier, more intuitive to
use.
o Reduction in manual processes thereby freeing staff to perform
other functions, reducing or eliminating FTEs.
o Reduction in time needed to perform daily functions because of
improved access to data or tools.
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 • Maintenance Savings: reduction in the cost of resources (staff,
equipment, etc) needed to maintain systems, applications, infrastructure, etc.
• Equipment Savings: reduction in the amount or cost of equipment
needed to conduct on-going activities.
o Replace multiple, non-compatible stand-alone systems
o Improvements in efficiency – need for less storage or processing
capacity, e.g. fewer servers.
• Materials Savings: reduction in the cost of materials, supplies, or space
needed to conduct on-going activities. Examples:
o Reductions in packaging materials
o Reductions in postage and shipping expenses (UPS, US Postal
Service, Fed Ex, etc.)
o Reductions in storage space – filing cabinets, floor space, rentals,
etc.
o Reductions in amount of paper used
• Commercial Services Savings: reductions in the cost of consultants or
commercially provided services. Examples:
o Teleprocessing, local batch processing, on-line processing
o Internet access
o Electronic mail
o Phone services, voice mail, cell phones
o Centrex
o Fax
o Packet switching
o Charges to other government agencies
• Other Savings: any quantifiable savings that don’t fit one of the other
categories.

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