Project name
Project plan (full)
Project Name – Project Plan
Tips for completing templates
– Every section of the template should be addressed. If the section is not relevant to the
project, use ‘not applicable to this project’. This enables the project manager to tailor
the documentation to the needs of the project, while ensuring the knowledge areas of
project management have been addressed.
– For an overview of the development phase of project management within the OnQ
methodology, please refer to the OnQ website ‘development phase’.
– While deleting the guidance box streamlines the appearance of the document it is also
useful to save a version with all guidance intact. This allows you to review the guidance
again if any changes are required to the document, following review by other parties.
– Information can be presented in table form.
– This document should be managed in accordance with the Department of Transport and
Main Roads Recordkeeping Policy.
– Any appendices at the back of the document are tools to assist in documenting the
relevant information. The appendices have generally been developed for major projects
and may need to be tailored to the size and complexity of the project. It is important
therefore to take the time to determine which ones are relevant to the project. In order
for the approving officers to know that the appendices have been considered, use ‘not
applicable’ where appropriate, rather than just omitting or deleting an appendix.
– It could be useful to refer to a completed handover/completion report as an example
of how to complete this document.
– Templates should be completed in a language that is:
– clear and easy to understand
– pleasant to read
– well-punctuated and grammatically correct.
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Department of Transport and Main Roads Component OnQ template Page 2 of 22
Project Name – Project Plan
Document control sheet
Version history
Version no. / Date / Changed by / Nature of amendmentdd/mm/yyyy / Initial draft.
Contact for enquiries and proposed changes
If you have any questions regarding this document or if you have a suggestion for improvements, please contact:
Project Manager: Insert Project Manager's name here
Phone: Insert phone number here
Project plan approval checklist
There are clear justifications for the project:
· the real underlying problem to be addressed has been identified
· what the project is expected to achieve has been determined. (For example potential costs and benefits based upon the current knowledge and understanding).
· the products or services to be delivered, and how they specifically address the have been clearly determined.
Community engagement planner (if required) is attached with comprehensive information on stakeholders, responsibilities and Interest or context, engagement and findings).
Background details include (in summary format if possible):
· who initiated the project and how
· the real underlying problem to be addressed
· current situation (problems, needs or opportunities)
· the products or services that will be delivered
· potential costs and benefits based upon the current knowledge and understanding the history of the project
· any other initiatives carried out previously to address related issues.
The scope outlined in the business case is confirmed or updated. Any scope creep is noted.
Internal and external impacts, and possible mitigation strategies, are identified.
The business case investigations, research methodology and engagement are clear.
The risk management plan is attached (including environmental, cultural heritage, political and safety risks).
The issues management plan is included where appropriate.
The broad strategy to deliver the project is clear.
Adequate project controls are included (inc integration, scope, time, cost, quality, HR, communication, risk and procurement management.
Environmental management, cultural heritage management and safety are addressed.
Operational issues asset transfer or ownership, commissioning, handover support, maintenance, warranty and management strategies identified.
Project performance measurement and product benefits realisation are clear.
The costs incurred to date are identified. (preparation of options analysis, and project proposal).
Functional requirements or business process analysis. attached (summary of the business process changes or the functional requirements).
· Financial impact analysis (developed to corporate finance standards) attached, including cash flows, estimated costs of each phase, contingencies, financial indicators and expected year for programming of fund.
· Funding source is clear.
The recommendation is clear for example reason why the project should proceed to the next stage and identify the impacts of not proceeding.
Deliverables
Appendix A – project scope
Appendix B – project schedule
Appendix C – project budget, estimate & cash flow
Appendix D – human resource management plan
Appendix E – communication management plans – internal and external
Appendix F – risk management plan
Appendix G – procurement plan
Appendix H - project controls
Appendix I – report format
Appendix J – quality plan
Project plan approval
In signing this approval:
· I agree that the document meets the standard required for the project plan deliverable (requirements above).
· I understand the financial and other impacts associated with approving this project plan.
· I authorise progression to the implementation stage.
Project customer (accountable for ensuring the stated benefit(s) of the project to the business have been measured and achieved)
NamePosition
Signature / Date
Project sponsor (accountable for representing the organisation(s) delivering the project)
NamePosition
Signature / Date
The following key stakeholders critical to the project’s success have endorsed this document.
NamePosition
Signature / Date
Add further names as required
Contents
1 Introduction 9
1.1 Purpose of this document 9
1.2 References 9
1.3 Definitions 9
2 Project purpose 10
2.1 Background and current situation 10
2.2 Outcomes and benefits required 10
2.3 Links with the department’s objectives 10
3 Scope of project 11
3.1 In scope 11
3.2 Out of scope 11
3.3 Related projects 11
3.4 Constraints 11
3.5 Urgency 12
3.6 Assumptions 12
4 Impacts 12
4.1 Internal 12
4.2 External 13
5 Business processes or requirements 13
6 Project control 13
6.1 Governance 14
6.1.1 Project customer 14
6.1.2 Project sponsor 14
6.1.3 Project manager 14
6.2 Governance structure 14
6.3 Stakeholders 15
6.4 Scope management 15
6.5 Risks and issues 16
6.5.1 Risks 16
6.5.2 Issues 16
6.6 Time management 16
6.7 Cost management 17
6.8 Human resources management 17
6.9 Communication and change management 17
6.9.1 Internal communication 18
6.9.2 External communication 18
6.10 Procurement management 18
6.11 Quality management 19
6.12 Integration 19
7 Safety 19
8 Operational issues 19
9 Project performance measurement 20
10 Product benefits realisation 20
Appendix A – Project scope 21
Appendix B – Project schedule 21
Appendix C – Project budget, estimate and cash flow 21
Appendix D – HR management plan 21
Appendix E – Communication management plans – internal and external 21
Appendix F – Risk management plan 21
Appendix G – Procurement plan 22
Appendix H – Project controls 22
Appendix I – Project scope 22
Appendix J – Quality plan 22
1 Introduction
1.1 Purpose of this document
Identify the purpose of this document in this section (however do not explain the project here). The purpose of the project plan is to:
– detail how the project will be managed
– provide a baseline for the measurement of progress
– in completing this project plan, please review the relevant sections from the business
case
– revise the information where appropriate.
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1.2 References
List any documents to which this document refers, include all previous documentation prepared as part of this project.
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1.3 Definitions
In the table below, define any term the audience may not understand, including specific terms, abbreviations and acronyms.
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2 Project purpose
2.1 Background and current situation
Provide a brief history of the project and current situation including details of:
– who initiated the project and how it was initiated
– past community engagement, issues and outcomes
– what benchmarking, if any, has occurred
– any other previous initiatives or projects which addressed related issues
– key decisions from previous project phases
– steps taken in developing this document for example investigations carried out,
research methodology used
– describe current situation – problem, needs or opportunities
– what problem or part of the problem this project will address impacts of the current
situation on internal and external stakeholders, including impact of not proceeding.
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2.2 Outcomes and benefits required
Define the outcomes and benefits required from this project – what needs to be achieved, not how.
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2.3 Links with the department’s objectives
– Describe how the project links to departmental objectives.
– If the project has not originated from departmental objectives, state how it supports the
strategic direction.
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3 Scope of project
3.1 In scope
– Define the project boundaries to facilitate effective management of deliverables on time
and to agreed or approved cost.
– List all items that are included in the scope of this project.
– The scope outlined in any previous document(s) should be confirmed here or updated
as necessary.
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3.2 Out of scope
– List identified items that will not be delivered as part of this project. This assists in
managing or avoiding scope creep.
– Highlight the importance of individual out of scope items, which may pose significant
risks to the project if they are not done at all by others.
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3.3 Related projects
– List any related projects or proposals and their relationship to this project.
– Identify the impact of these related projects on this project.
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3.4 Constraints
– Define any factors that restrict how the project can be conducted or managed.
– Common constraints include timing, cost, political, limited resources and
implementation.
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3.5 Urgency
– Identify the urgency of the project stating reasons, for example safety pressures,
political commitments, funding availability etc.
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3.6 Assumptions
– List all assumptions made in producing this document.
– An assumption is a statement that is taken as true for the purposes of planning a
project, but which could change later, for example:
– resources (people and money) will be made available for the project
– senior management will support this project
– the political climate will remain stable
– all assumptions should therefore be reviewed as part of the regular review process.
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4 Impacts
– Review and list (using the tables below) the impacts identified in previous documents.
These were identified as either internal or external to the organisation.
– Describe how these impacts will be managed.
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4.1 Internal
Impacts that the project will have on the department. For example:
– Culture change and change management aspects.
– Impacts on staff and likely staff attitudes.
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4.2 External
Impacts that the project will have on external groups or organisations, for example:
– New policy culminating in changes to legislation, which affects outside agencies.
– Service provider(s) will need to charge more for the service.
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5 Business processes or requirements
– Provide a summary of the business process changes and the business requirements
specifications.
– Refer to the final business requirements specification as an attachment.
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6 Project control
– In completing this section of the project plan, please refer to the preliminary project
plan that forms the latter part of the business case.
– The information contained in the preliminary project plan can be carried forward and
revised where necessary.
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6.1 Governance
6.1.1 Project customer
– Accountable for ensuring the stated benefit(s) of the project to the business have been
measured and achieved.
– Enter the name of the project customer.
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Insert name
6.1.2 Project sponsor
– Accountable for representing the organisation that is delivering the project.
– Enter the name of the project sponsor.
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