The SoftPMO Project Management Templates

Project charter

The Project charter is issued by the sponsor to formally authorize the existence of a project and provides the project manager with authority to apply organizational resources to the project. #integration

Project definition

The Project definition contains the results of the Defining activities. Those results are used as a starting point to build the project plan. #scope

Organization breakdown

The Organization breakdown structure outlines each organizational unit’s responsibilities toward completing the project. #hr

Project governance

This template provides a record of how decisions are made on the project. #hr

Work product list

A listing of all the work scheduled to be completed during a project, and a description of the proposed work. The Work Products are created for and used by the project. #scope

Deliverable definition

Describes deliverables, their components, delivery conditions, and acceptance criteria. #scope

Human resource plan

Lists number of people, HR category, and schedule for personnel assigned to the project. It is details roles and responsibilities, facilities required by personnel, team development, training sessions and other team-related activities. #hr

Product breakdown

A description of work products, by hierarchy of components and constituent parts. #scope

Project schedule

The timeline for the project. Defines organizational unit milestones, start and finish dates, interdependencies between organizational units, and which unit is responsible for which work products. Presented in a phased task and activities format.  Encompasses entire scope of the project. #time

Risk definition

Describes risks associated with the project.  Usually presented with probability of occurrence, qualitative description, and quantitative prediction of outcomes if triggered. #risk

Milestone list

Contains a sequenced summary of main events (key milestones) planned throughout a project. Milestones provide an easy way to break the project down to sub-component parts, making it more manageable. #time

Work breakdown

Describes work to be completed, by hierarchy, from the level of an individual worker’s daily task to the team level work products to the project level milestones. #scope

Contract

A contract is a mutually binding agreement between parties to provide goods, services, or results in exchange for some form of payment. There may be more than two parties involved to a Contract. #procurement

Supplier selection report

Details how suppliers were selected. Includes selection criteria and results of selection process. #procurement

Financial plan

Contains tables showing the estimated and budgeted amounts for project expenditures and revenues separated into expenditure type and accounting timeline. #cost

Risk management plan

A compilation of the project mitigation, contingency and related reserve plans for handling threats identified in the Risk definition template.

Each individual plan addresses a single risk or a class of risks. Because a single risk or a class of risks can have more than one planned response (e.g., a risk can be addressed by both a mitigation and a contingency plan), there is one risk response plan (entry) in the Risk management plan for each planned response for each identified risk or a class of risks. #risk

Procedures description

Describes procedures followed to complete the project work, either directly or points to where the procedures are found. #quality

Project quality plan

Describes how the project team will ensure that all deliverables or work products will meet the required quality standards. #quality

Technical plan

Describes the technical environment structure and how to implement it, including timelines. #integration

Project controls summary

Describes plans and procedures that are used to manage the project. Also contains records of plan implementation and execution of procedures. It serves as a summary of the management methods and proof that they were followed. #quality

Communications plan

Describes how communications will occur throughout the project, including who is involved (stakeholders), what content is to be presented, what medium will be used (meeting or e-mail, for example), how often it will be communicated, and when it will be communicated. #communications

Infrastructure review

Assesses the effectiveness of the technical environment and identifies means of enhancement or improvement. #integration

Operational schedule

A breakdown of the work by organizational unit into a timeline detailing the work packages and corresponding work items. Details individuals responsible for the work and resources required. #time

Contact list

A directory of how to contact various project resources and personnel.  May include telephone, email, and address information. #hr

Staff list

Basic personnel data for assigned members of the project team. #hr

Staff schedule

Detailed availability information for assigned project personnel. #hr

Action control document

Tracks unplanned work and is tracked by the project manager. Includes actions, who is assigned to the action, due date, and current status. #integration

Asset inventory

A list of all physical resources assigned to the project, and who they are assigned to. #procurement

Team charter

Defines operational guidelines team will follow. Presented to the project team at commencement of project, usually at the “kickoff” meeting. Also presented to new members as they join the team. #integration

Project status report

Statuses the project as detailed in the communication plan. #communications

Individual status report

Periodically statuses an individual’s project contributions, as required by the Communication plan. #communications

Contractor status report

Periodically statuses an contractor’s project contributions, as required by the Communication plan. #communications

Change request

Provides information necessary for the control board to handle unforeseen changes to the projects. It includes a description of the reasons for the change, how it will affect the project, and how it will be implemented and monitored. #integration

Quality review

Collects data used to prepare, perform, and audit a quality review. May also apply to a business or management review, and contains information required to follow-up on results. #quality

Meeting documentation

Collects information to organize a meeting and record the results of a meeting. #communications

Expenditure log

Records all expenditures of the project. Entries include expenditure type, amount, date, authorized agent, reference to budget items, and approval authentication (if required). #cost

Issue document

Lists issues (concerns) as they occur throughout the project. #integration

Event log

Notable events and constraints requiring later reference or analysis. #communications

Incident document

Documents events in which a Sponsor or supplier is not meeting an obligation under the Agreement, excluding defects. Identifies all the compliance incidents, their owners, the Sponsors or suppliers involved, and their individual status. #quality

Deliverable control

Tracks deliverables from release to acceptance. #integration

Findings log

Records identification and resolution of findings. #communications

Risk occurrence

Records risks as they occur. Links to action control documents used to respond to the risk. #risk

Change order

Contains information needed to implement approved change requests. #integration

Situation analysis

Contains preparation documents for a situation analysis, the situation analysis, and resulting reports. #integration

Correspondence log

Records all important communications and information broadcasts that occur during the project lifetime. #communications

Closure report

Summarizes project and lessons learned. Identifies materials that may be reused. #quality