Deliverable Overview and Acceptance Form

<Insert project name>

Deliverable Overview and Acceptance Form

Template

Document Control Information

Document Information

Document Identification / <Insert document ID, if applicable>
Document Name / Deliverable Overview and Acceptance Form
Project Name / <Insert project name>
Document Author / <Insert author name
Document Version / <Insert version number>
Document Status / <Insert document status>
Date Released / <Insert release date dd-mmm-yyyy

Document Edit History

Version / Date / Additions/Modifications / Prepared/Revised by
<Version #> / dd-mmm-yyyy / <Provide additional details about this document version.> / <Name>

Document Review/Approval History

Date / Name / Organization/Title / Comments
dd-mmm-yyyy / <Name> / <Organization/Title> / <Comments>

Distribution of Final Document

The following people are designated recipients of the final version of this document:

Name / Organization/Title
<Name> / <Organization/Title>
Document Control Information
31-Dec-18 / Page 1 / <Insert project name>
Deliverable Overview and AcceptanceForm
Deliverable Overview and Acceptance Form / Insert document ID, if applicable>

Document Guide

The following table presents the answer to some of the key initial questions regarding the Deliverable Overview and Acceptance Form.

Topic / Guidance
Why is this document important? / This document serves two purposes:
  1. Define the requirements for the successful completion of a deliverable
  2. Provide the process for formally accepting and signing off a deliverable

Why should I use this document? / This form establishes a consistent understanding of what is required for successful completion of the deliverable and provides a record of that agreement
Further, it expedites closure and approval of deliverables by explicitly identifying the success criteria (at the start), so both the project team and approver clearly understand the end goal(s)
Is this a mandatory document? / The Deliverable Overview and Acceptance Form is a mandatory document for all IM/IT projects.
Who should complete this document? / Any individual or group of people who are responsible to approve the deliverable(s), as defined in the Project Management Plan.
Is this document required for OCIO reporting? / No
Where can I get additional help from? / Ministry PMO or PMP designated project manager.

Once you have reviewed and completed this document, please answer the question below:

In reviewing and completing this form, have you identified any new risks or issues that are not fully addressed by the Deliverable Overview and Acceptance Form document? /  Yes  No
If yes, have you recorded and escalated the risk/issue in the appropriate log?

Purpose

This form includes six sections that need to be completed by the owner (“R” in the RACI) of the deliverable package.

  1. Deliverable Package Overview

Project Name: / Enter the name of the project.
Project Sponsor: / Enter project sponsor’s name.
Phase: / <The project phase where the project deliverable was created.
Deliverable Name: / <Enter the name of the deliverable under review for deliverable acceptance.>
Deliverable Approver: / <Enter the deliverable approver as identified in the PM Plan or other project process>
Deliverable ID: / <Enter the project deliverable ID or tracking #.>
Purpose of Deliverable / <Provide a summary of the purpose of the deliverable.>
Assumption(s) / <State the assumption(s) made in developing the deliverable.>
Date Deliverable Submitted for Acceptance: / dd-mmm-yyyy> / Deliverable Acceptance Due Date: / dd-mmm-yyyy>
  1. Deliverable Package RACI Overview

State the project roles in the columns and list each deliverable in the deliverable package per row. For each deliverable, complete the RACI model and include, at a minimum, those stakeholders who must provide input and or review before signoff will be provided. This prevents surprises or last minute additions to the review process that can cause project delays. Additionally, the (typically and ideally single) formal approver must also be identified with the “A” in the RACI table.

  • R– Responsible: Responsible for the task / activity / deliverable
  • A – Accountable: Accountable (provides approval) for task / activity / deliverable
  • C – Communicated: Those who are consulted / communicated with
  • I – Informed: Those who are kept up to date on the task / activity / deliverable

Project Roles / Executive Sponsor / Project Sponsor / Project Manager / Role #4 / Role #5 / Role #6 / Role #7 / Role #8
Name of Deliverable #1
Name of Deliverable #2
Name of Deliverable #3
  1. Dependencies

State other activities or documents that are dependent on the acceptance of this deliverable package.

Dependency / Project Plan Task # / Date / Owner
DependencyName / 123 / <dd-mmm-yyyy> / Jon Doe
  1. Deliverable Acceptance Criteria

Acceptance Date: / <dd-mmm-yyyy>
Deliverable Acceptance Criteria: / State the deliverable acceptance criteria as stated in the Project Management Plan.
Examples include:
  1. Comprehensiveness
  2. Completeness
  3. Accuracy
  4. Alignment with business case outcomes / objectives
  5. Etc.

Acceptance Response: / Accepted
Not accepted until the commentsbelow are addressed
  1. Additional Comments

Comments
Document comments regarding the acceptance of the deliverable.
If the deliverable is not accepted, the reviewer and or approver must:
  1. Reference the specific failed criteria, which were previously identified, documented and accepted in the Project Management Plan or Deliverable Overview document(s).
  2. Describe, in detail, the item(s) preventing acceptance in a manner that clearly establishes what remediation is required to accept the deliverable.
Summary comments…
  • Bullet 1
  • Bullet 2
  • Etc.

  1. Sign-off

Name & Title / Signature / Date
<Name & title of the representative authorized to accept the project deliverable> / <Signature of the representative authorized to accept the project deliverable> / <Date of the signature>

---- END DOCUMENT ----

31-Dec-18 / Page 1 of 6 / <Insert project name>
Deliverable Overview and Acceptance Form