Project Management Plan

Template

Economic Development Department

October 2015

Table of Contents 1.Introduction ......................................................................................................................................................... 3

1.1 Context/ Background to project. .................................................................................................................. 3

1.2 Purpose of the project .................................................................................................................................. 3

1.3 Business case/ justification ........................................................................................................................... 3

2.Executive summary of the project charter .......................................................................................................... 3

2.1 Scope management ...................................................................................................................................... 3

2.2 Work breakdown structure .......................................................................................................................... 4

2.3 Cost Management Plan ................................................................................................................................ 4

2.4 Staffing Management Plan .......................................................................................................................... 4

2.5 Stakeholder Analysis ..................................................................................................................................... 5

2.6 Implementation Plan; ................................................................................................................................... 6

2.7 Risk Management Plan ................................................................................................................................ 6

2.8 Procurement Management Plan .................................................................................................................. 6

3.Log frame ............................................................................................................................................................. 7

4.Evaluation plan .................................................................................................................................................... 8

5.Annexures ............................................................................................................................................................ 9

5.1 Annexure 1: Target Setting Worksheet ........................................................................................................ 9

5.2 Annexure 2: Reporting template ................................................................................................................ 10

1. Introduction

1.1 Context/ Background to project. Here explain :

o Status quo

o Context

o Background

1.2 Purpose of the project o What is the purpose of this project?

o For example to give an overview of the project information relating to staffing,

budgets, time lines, deadlines, goals and measurements. Or to provides

individual and group objectives and instruction on how each aspect of the

plan is to be a carried out. Much like a business plan serves as a road map for

how a small business operates, a project plan provides direction on project

implementation.

1.3 Business case/ justification o Here explain the move towards the project

o Delineate how project meets the organisations needs

o Link with the legislative, regulatory and operational (business plan)

frameworks

2. Executive summary of the project charter o A Project Charter is a statement of the scope, objectives and participants in

a project and is a critical document to ensure that everyone involved in

the project is aware of its purpose and objectives.

o It functions to delineate the roles and responsibilities, outline the project

objectives, identifies the main stakeholders and defines the authority of

Project Managers

2.1 Scope management

o Project Scope Statement

Project Product The scope of the project includes the activities listed below.

The scope of the project does not include:

The following areas of scope are uncertain or have not been fully

defined.

o Project Deliverables Following are the deliverables from this project:

o Project Objectives

The cost objective of this project is to complete the project for a cost

not to exceed [].

The schedule objective of this project is to complete the project no

later than [].

The quality objective of this project is to achieve no more than []

customer complaints within the first [] months of production.

o Scope Changes

Following are the factors in this project that could lead to

changes of scope

2.2 Work breakdown structure A chart in which the critical work elements, called tasks, of a project are illustrated

to portray their relationships to each other and to the project as a whole. The

graphical nature of the WBS can help a project manager predict outcomes based

on various scenarios, which can ensure that optimum decisions are made about

whether or not to adopt suggested procedures or changes

2.3 Cost Management Plan Identifies who is responsible for managing costs

Identifies who has the authority to approve changes to the project or its budget

How cost performance is quantitatively measured and reported upon

Report formats, frequency and to whom they are presented

2.4 Staffing Management Plan

Selecting and assembling a project team

2.5 Stakeholder Analysis

It is important to have key stakeholders involved and informed

(See Stakeholder Engagement Framework for assistance).

Stakeholder Stakeholder

Background

(knowledge,

experience, etc.)

What information

is required?

(Stakeholder

needs and

interests)

Why is the

information

required?

When is the

information

required?

How will the

information be

communicated?

(format)

Date and

frequency

External Stakeholder

Internal Stakeholder

2.6 Implementation Plan;

Illustrate, in detail, the critical steps in developing and starting a

project. It is a guide or map that helps program staff be proactive

rather than reactive in developing their program and identifying

any challenges along the way

2.7 Risk Management Plan

Foresee risks, estimate impacts, and develop strategy to manage risks

2.8 Procurement Management Plan Define the procurement requirements for the project and how it will be managed

from developing procurement documentation through contract closure

3. Log frame

Narrative summary Indicators Means of verification Risk/ assumptions

Impact

• Long-term, effect on the incidence (e.g.

reduction in mortality due to influenza-

like illness) of the disease or the effects

on the population at large (e.g.

population living longer/healthier)

• Can relate to a program or organization

vision / mission statement

• Long-term, population level

change.

• Can relate to a programme or

organizations vision / mission

statement

• Any external factors which

may adversely affect the

attainment of the stated

objectives.

• Where we should obtain the data

necessary to prove the objectives

defined by the indicator has been

reached

Outcome • Longer-term expected results related to

changes in knowledge, attitude, and

behaviour.

• Outcomes usually give an indication

whether program goals are being

achieved

• Longer-term change in

knowledge, attitude, behaviour,

etc.

• Related to programme Goal

Example: Measure of change in

quality of

• Any external factors which

may adversely affect the

attainment of the stated

objectives

• Where we should obtain the data

necessary to prove the objectives

defined by the indicator has been

reached

Outputs Immediate results from your activity, e.g.:

• people trained

• services provided

• Immediate results from your

activity

• people trained, services provided

Examples: # of people trained

# of trainings conducted

• Any external factors which

may adversely affect the

attainment of the stated

objectives

• Where we should obtain the data

necessary to prove the objectives

defined by the indicator has been

reached

Activities • What you do to accomplish your

objectives?

• What else do you do to accomplish

these objectives? Are there any sub-

objectives that should be measured?

• What you do to accomplish your

objectives?

Example: Training

• Any external factors which

may adversely affect the

attainment of the stated

objectives

• Where we should obtain the data

necessary to prove the objectives

defined by the indicator has been

reached

Inputs/

Resources

Quantifiable resources going in to your

activities – the things you budget for.

• Quantifiable resources going in to

your activities – the things you

budget for.

Examples: # of training manuals

amount of money spent on

the training workshop

• Any external factors which

may adversely affect the

attainment of the stated

objectives

The log frame is a way of structuring the main elements in a project and

highlighting the logical linkages between them.

4. Evaluation plan Evaluation can help you learn additional information from programmes such as

activity outcomes and quality of services provided that cannot be gained from a

routine monitoring system.

It is important to plan for programme evaluation prior to implementation when

possible since it will typically require additional data collection that may only be

done periodically.

5. Annexures

5.1 Annexure 1: Target Setting Worksheet

Indicator: Quarter One Quarter Two Quarter Three Quarter Four

Notes: Baseline Target Actual Baseline Target Actual Baseline Target Actual Baseline Target Actual

5.2 Annexure 2: Reporting template

Project Target Progress report Budget utilisation

Co

mm

en

ts

Outputs Indicator MoV Baseline

An

nu

al

Ta

rge

t

Q1

targ

et

Q2

targ

et

Q3

targ

et

Q4

targ

et

Quarterly

target

reached?

Y or N

If yes,

attach

evidence

if no

attach

mitigation

strategy

Es

tim

ate

s

Actu

al

Va

ria

nc

e