Office of Information Technology
Project Management Plan
Template
Version 3.0●April28, 2017
Using this Template
To create a deliverable from this template:
- Delete the template title page (previous page) and this page.
- Replace [bracketed text] on the cover page (next page) with your project and the requesting office name.
- Replace [bracketed text] in the tool header area at the top of page i (Contents page) with the same project and office name as on the cover page.
- Do not remove or modify content in the footer area.
- Each section contains abbreviated instructions, shown in blue italics, and a content area. The content area is marked with a placeholder symbol () or with a table.
- Each section contains the following categorization:
- Rule Chapter 74-1 Required – The section/field must be completed in compliance with Rule Chapter 74-1, Florida Administrative Code (F.A.C.).
- Rule Chapter 74-1 Recommended – The section/field is not required; however, under Rule Chapter 74-1, Florida Administrative Code (F.A.C.), it adds value and therefore should be considered as part of the project documentation.
- FDOT Required – The section/field must be completed in support of Innotas, the Department’s Portfolio Management Tool used for reporting and tracking projects.
- FDOT Recommended – The section/field is not required; however, the information provided adds value and provides consistent project documentation throughout Department projects.
- Each section will display a version of this image containing 1 to 4 numbers. If the Risk and Complexity (R&C) Category for a project is included in the displayed image, then that section is required or recommended by Rule Chapter, 74-1, Florida Administrative Code (F.A.C.). Do not remove or resize the image.
- The various sections and fields found in the template and tool must not be removed or rearranged. Where relevant, use N/A to indicate that the section/field is not applicable to this project.
Note: The italicized blue instructions within the template may be removed.
- Update the table of contents by right-clicking and selecting “Update Field,” then “Update entire table.”
- If this template does not fit the needs of the project, specifically document in the Project Mangement Plan (PMP) that deviation from this template is necessary. Any altered, added or removed sections to the template must be approved by the signatories listed on the PMP template. Note: Any modifications to the approved template must still meet the minimum requirements of Rule Chapter 74-1, Florida Administrative Code (F.A.C.).
- The signatories listed on the signature page of this document must be obtained to meet the minimum FDOT requirements for approval. As appropriate for the project, additional stakeholder signatures may be requested to establish ownership and accountability.
Template Revision History
Version / Date / Name / Description3.0 / 4/28/2017 / Melissa Elrod / Original Creation
PDM Project Management Plan Template v3.0|4/18/2017
ProjectDelivery Methodology (PDM)
PROJECT MANAGEMENT PLAN
[Functional Office(s) Name]
[PROJECT NAME]
VERSION: [VERSION NUMBER] / REVISION DATE: [DATE]Approval of the Project Management Plan indicates an understanding of the purpose and content described in this deliverable. By signing this deliverable, you are stating that you have reviewed this Project Management Plan and agree that the content of the document is accurate and clearly describes the project management methodology for the project.
Project Sponsor[Name] / [Email] / [Telephone]
Signature / Date
<Business> Functional Application Coordinator (FAC)
[Name] / [Email] / [Telephone]
Signature / Date
OIT Manager
[Name] / [Email] / [Telephone]
Signature / Date
Project Manager
[Name] / [Email] / [Telephone]
Signature / Date
Contract Manager (external projects only)
[Name] / [Email] / [Telephone]
Signature / Date
OIT Section Manager (internal projects only)
[Name] / [Email] / [Telephone]
Signature / Date
Contents
Section 1Executive Summary
Section 2Project Scope
2.1Project Scope Summary
2.2In Scope
2.3Out of Scope
2.4Project Objectives
2.5Critical Success Factors
2.6Assumptions
2.7Constraints
2.8Trace Project Scope & Objectives
2.9Interdependencies
Section 3Project Approach
3.1Project Approach
Section 4Project Organizational & Governance Structure
4.1Decision-Making Responsibilities
4.2Escalation Responsibilities
4.3Identify Stakeholders
4.4Identify Project Team
4.5Project Organization & Governance Chart
4.6Project Governance Process
4.6.1Governance Process
4.6.2Governance Roles & Responsibilities
4.6.3Approval Authorities
4.6.4Approval Authorities Process
4.6.5Process for Final Product Acceptance
4.7Reporting & Escalation Processes
Section 5Resource Plan
5.1Anticipated Resources
5.2Human Resources
5.3Method(s) for Acquiring New Personnel
5.4Resource Training
5.5Equipment/Materials Resources
5.6Method(s) for Acquiring Equipment/Materials
5.7Maintenance/Support of Resources
Section 6Work Breakdown Structure
6.1Work Breakdown Structure
Section 7Project Schedule Management Plan
7.1Project Schedule Approach
7.2Project Schedule & Milestones
7.3Schedule Baseline
7.4Schedule Management
Section 8Cost Management Plan
8.1Budget
8.2Project Funding Authority/Source(s)
8.3Budget Breakdown
8.4Cost Management
Section 9Communications Management Plan
9.1Project Information Requirements
9.2Assess Stakeholders
9.3Communication Plan
9.4Centralized Document Repository
9.5Communications Tracking
9.6Documentation Standards
Section 10Change Management Plan
10.1Change Control Process
10.2Change Management Roles & Responsibilities
10.3Track Project Changes
Section 11 Quality Management Plan
11.1Quality Management
11.2Quality Planning Activities
11.3Quality Assurance Activities
11.4Quality Control Activities
11.5Test Plan
Section 12 Deliverable Acceptance Plan
12.1Project Deliverables
12.2Deliverable Acceptance Plan
Section 13 Risk Management
13.1Risk & Complexity Assessment
13.2Risk Management Plan
13.3Risk Identification, Tracking, & Review
13.4Risk Analysis
13.5Risk Mitigation
13.6Roles & Responsibilities
Section 14Issue Management Plan
14.1Issue Management Plan
14.2Issue Identification, Tracking, & Review
14.3Issue Evaluation & Management
14.4Issue Resolution
14.5Roles & Responsibilities
Section 15Procurement Management Plan
15.1Procurement Management
15.2Procurement Products/Services
15.3Procurement Rules/Statutes
15.4Contract Management
Section 16 Organizational Change Management Plan
16.1Impact
16.2Readiness
16.3Communication
16.4Training
Section 17System Security Plan
17.1Rule Chapter 74-2, F.A.C.
Section 18Document Revision History
Section 19Appendices
Section 1Executive Summary
FDOT Recommended for R&C Category
Summarize the purpose of the project, any specific deliverables and/or tasks, basic project timeline, and any other relevant information.
Section 2Project Scope
2.1Project Scope Summary
FDOTRecommended for R&C Category
The project scope defines all the work that must be done to complete the project successfully.
2.2In Scope
Rule Chapter 74-1 Required for R&C Category
Summarize what is “in scope.”
FDOT Recommendation: Define the scope of the project. Include all service(s) and result(s) included in the project’s scope.
2.3Out of Scope
Rule Chapter 74-1 Required for R&C Category
Summarize what is “out of scope.”
FDOT Recommendation: Identify what is excluded from the project. Explicitly stating what is out of scope helps to manage stakeholders’ expectations.
2.4Project Objectives
Rule Chapter 74-1 Required for R&C Category
Delineate the project objectives.
FDOT Recommendation: These objectives should be focused solely on the project and used to discern the success of the project activities.
2.5Critical Success Factors
FDOT Recommended for R&C Category
Critical success factors are elements that must exist for the project to be successful. Examples may include, but are not limited to:
- Proper mix of expert resources;
- Strong collaboration with key stakeholders;
- Effective communications;
- Strong alignment of project objectives with agency strategic plan;
- Executive support.
2.6Assumptions
Rule Chapter 74-1 Required for R&C Category
Identify assumptions.
FDOT Recommendation: In this section, list or describe the assumptions used in planning the project. Assumptions are factors considered to be true, real, or certain, without proof or demonstration.
2.7Constraints
Rule Chapter 74-1 Required for R&C Category
Identify constraints.
FDOT Recommendation: In this section, list or describe the specific internal or external constraints(restrictions or limitations) that affect the execution of this project. Constraints are factors affecting the execution of a project. For example, contractual and funding provisions are generally considered to be constraints.
2.8Trace Project Scope & Objectives
Rule Chapter 74-1 Required for R&C Category
Discuss how the project scope and objectives trace back through the Project Charter to initial project documents such as the Schedule IV-B.
FDOT Recommendation: Provide the predecessor document(s) and section(s) that contain the project scope and objectives (such as the Project Charter and Schedule IV-B).
2.9Interdependencies
FDOT Recommended for R&C Category
Identify projects, initiatives, and/or production systems (if any) that will be impacted by the project.
Section 3Project Approach
This section describes thetactics for managing the project and developing the solution.
3.1Project Approach
Rule Chapter 74-1 Required for R&C Category
Document the approach for project execution (identify the Software Development Life Cycle model that will be used – such as Agile, waterfall, etc.)
FDOT Recommendation: Describe the approaches you will use for development, data migration (if applicable), and testing. Discuss the Software Development Life Cycle (SDLC), or other methodologies or frameworks (waterfall, agile, hybrid, etc.) that will be used to complete the project. Include a description of any major project steps (phases, gates, sprints, etc.).
Section 4Project Organizational & Governance Structure
The Project Organizational Chart and Governance Structure document the project from an organizational perspective.
4.1Decision-Making Responsibilities
Rule Chapter 74-1 Required for R&C Category
Identify responsibilities for decision-making.
4.2Escalation Responsibilities
Rule Chapter 74-1 Required for R&C Category
Identify responsibilities for escalation.
4.3Identify Stakeholders
Rule Chapter 74-1 Required for R&C Category
Identify the project stakeholders.
FDOT Recommendation: Identify a list of key stakeholders (organizations and/or individuals) who are affected by and/or interact with the project, or any of the systems, services, or activities that are affected by the project.
There is an FDOT Recommended tool to assist with the requirements noted for the Communication Plan and identification of stakeholders. It is called the Stakeholder Analysis Communication Plan. Rule Chapter 74-1 does not require the use of a Stakeholder Analysis Communication Plan template, however it may be used in lieu of filling out this section of the Project Management Plan. State if the Stakeholder Analysis Communication Plan template was used to complete this section. Otherwise, provide all required documentation necessary to comply with Rule Chapter 74-1.
4.4Identify Project Team
FDOT Recommended for R&C Category
If known, identify sections or individuals planned for the project team along with their roles and responsibilities.
Resource Role / Resource Name / ResponsibilityProject Manager
Business Analyst
Project Sponsor
4.5Project Organization & Governance Chart
Rule Chapter 74-1 Required for R&C Category
Document a representation of the project from an organizational perspective. Include an organization chart with stakeholder and governance structures identified.
FDOT recommendation: Provide an outline or diagram.
4.6Project Governance Process
Effective Governance provides strategic direction to a project, helps remove barriers for the project team, and authorizes human, financial, or material resources to be allocated based on expected performance and benefits. For issues that are beyond the control of the project manager or team, the Agency Management identified within thegovernance process serves as an escalation path.
4.6.1Governance Process
Rule Chapter 74-1 Required for R&C Category
Include a detailed description of the project and the Agency’s governance process.
4.6.2Governance Roles & Responsibilities
Rule Chapter 74-1 Required for R&C Category
Include a detailed description of the project and Agency’s governance roles and responsibilities.
4.6.3Approval Authorities
Rule Chapter 74-1 Required for R&C Category
Include a detailed description of approval authorities for project documents or artifacts.
4.6.4Approval Authorities Process
FDOT Recommended for R&C Category
Include a detailed description ofapproval authoritiesidentified for project documents or artifacts.
FDOT Recommendation: Identify authority level(s) required to make or approve various levels of change to the schedule, budget or spending plan, objectives, or requirements. Describe the process for approving the change.
4.6.5Process for Final Product Acceptance
Rule Chapter 74-1 Required for R&C Category
Include a detailed description of any processes for final product acceptance.
4.7Reporting &Escalation Processes
Rule Chapter 74-1 Required for R&C Category
Include reporting and escalation parameters for variances in baseline schedule, cost, and scope.
FDOT Recommendation: Describe the roles, responsibilities, processes, and triggers for project escalation.
Section 5Resource Plan
The Resource Plan documents the resources required to complete the project.
5.1Anticipated Resources
Rule Chapter 74-1 Recommended for R&C Category
List the number and type of resources anticipated and what, if any, resources must be procured.
5.2Human Resources
Rule Chapter 74-1 Required for R&C Category
The Human Resource Plan establishes the project team, describes the roles and responsibilities of the project team members,and documents the human resources required to complete the project.The Human Resource Plan provides guidance on how the project’s human resources should be defined, staffed, managed, and eventually released.
Document the resources required to complete the project and how these resources will be acquired. Identify project roles, skills, number, and resource type required.
FDOT Recommendation: Provide an estimation of all labor required to complete the tasks, identifying specific project roles, skills, quantities, and responsibilities. Identify resources available internally. The chart below may be used to display this information, and additional rows may be added as necessary.
Role / Skill / Quantity / Type (FTE vs Outsourced)
5.3Method(s) for Acquiring New Personnel
Rule Chapter 74-1 Required for R&C Category
Specify the method(s) for acquiring new personnel or incorporating and backfilling the current responsibilities of existing personnel.
FDOT Recommendation: Include an estimate of the amount of time each resource will be required.
5.4Resource Training
FDOT Recommended for R&C Category
If known, describe training required by project resources.
5.5Equipment/Materials Resources
Rule Chapter 74-1 Required for R&C Category
Identify types, quantities, and purpose for equipment or materials.
FDOT Recommendation: The chart below may be used to display this information, and additional rows may be added as necessary.
If available, provide a link to the Technical Architecture Document or the project SharePoint site.
Type / Quantity / Purpose
5.6Method(s) for Acquiring Equipment/Materials
Rule Chapter 74-1 Required for R&C Category
Specify the method(s)for acquiring equipment or materials.
5.7Maintenance/Support of Resources
FDOT Recommended for R&C Category
Describe plans for maintenance, support, upgrades, decommissioning, software licensing and renewal, and any future purchases that may be necessary.
Section 6Work Breakdown Structure
The WBS divides the work into smaller, more manageable tasks with each descending level itemizing more detailed work. The WBS is often used to develop the Project Schedule and to set up any dependencies for work that must be completed.
6.1Work Breakdown Structure
Rule Chapter 74-1 Required for R&C Category
-Document the hierarchical and incremental decomposition of the project into phases, deliverables, and work packages.
-Identifyall the tasks required to deliver the total scope of work to produce each deliverable.
-Tasks must be decomposed into substasks until they can be estimated, observed, and evaluated.
Section 7Project Schedule Management Plan
7.1Project Schedule Approach
Rule Chapter 74-1 Recommended for R&C Category
Rule Chapter 74-1 Required for R&C Category
Documentthe approach to createan integrated master schedule that encompasses the total scope of the project and identifies the project’s critical path.
7.2Project Schedule Milestones
FDOT Recommended for R&C Category
In this section, include a summary of the schedule containing project start and finish dates, as well as dates for significant project phases or milestones in this document. Reference the location where the Project Schedule may be obtained.
7.3Schedule Baseline
Rule Chapter 74-1 Required for R&C Category
Describe the process for establishing and changing the schedule baseline.
7.4Schedule Management
Rule Chapter 74-1 Required for R&C Category
Describe the responsibilities, timeframes, and methods to manage, update and report progress (including Earned Value Analysis) throughout the project.
Section 8Cost Management Plan
8.1Budget
Rule Chapter 74-1 Required for R&C Category
Project budgeting determines the estimated costs associated with different project activities. Budgeting is done in parallel with the project schedule development. The budget is highly dependent on both the estimated length of tasks and the resources assigned to the project.
Develop and maintain a Project Budget, which must include specific fiscal year cost totals over the life of the project and the overall total cost of the project.
8.2Project Funding Authority/Source(s)
Rule Chapter 74-1 Required for R&C Category
Include a description of the funding source(s) for the project.
FDOT Recommendation: The chart below may be used to display this information, and additional rows may be added as necessary. Examples include General Revenue, Trust Fund, Grant, Work Program, LBR, etc.
Amount / Source of Authorization
8.3Budget Breakdown
Rule Chapter 74-1 Required for R&C Category
Include a breakdown of the Project costs by major expense categories.
FDOT Recommendation: Some examples of major expense categories include Contract Services, Expense, Other Capital Outlay, etc.
8.4Cost Management
FDOT Recommended for R&C Category
Describe the responsibility for and process of reviewing, updating, and reporting the project cost information. Cost management activities are subject to the governance and escalation processes described in the Organizational and Governance Plan, and change control processes are described in the Change Management Plan.
Section 9Communications Management Plan
The purpose of this plan is to facilitate effective communications with all identified stakeholders.
9.1Project Information Requirements
Rule Chapter 74-1 Required for R&C Category
Identify the project information requirements of stakeholders and detail what, when, and how information will be collected and reported.
9.2Assess Stakeholders
FDOT Recommended for R&C Category
Assess each stakeholder on such factors as their impact or influence on the project and their risk tolerance. The communications and interactions with the stakeholder should take these factors into account.
FDOT Recommendation: There is an FDOT Recommended tool to assist with the requirements noted for the Communication Plan and identification of stakeholders. It is called the Stakeholder Analysis Communication Plan. Rule Chapter 74-1 does not require the use of a Stakeholder Analysis Communication Plan template, however it may be used in lieu of filling out this section of the Project Management Plan. State if the Stakeholder Analysis Communication Plan template was used to complete this section. Otherwise, provide all required documentation necessary to comply with Rule Chapter 74-1.