Documentation
- Project Charter (APPENDIX A)
- Force Field Analysis (APPENDIX B)
- Sign-Off Document (APPENDIX C)
- Project Checklist – (APPENDIX D)
- Project Completion Document (APPENDIX E)
- Close-Out Report (APPENDIX F)
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Project Charter (APPENDIX A)
- Purpose of Template: The project charter provides a statement of the overview, requirements, participants, stakeholders, constraints, assumptions, budget and initial risk assessment for a project. It provides a delineation of roles and responsibilities, outlines project objectives, identifies main stakeholders, and defines the authority of the project manager. The project charter serves as a reference of authority for the future of the project.
- Project Overview: Describes the purpose, scope and objectives of the project in a business case setting. It also explains the project within the broader vision of the function of the business of the college. Describes the business needs being satisfied by the project.
- Project Requirements: Outlines the various steps to success of the project and the achievables and milestones to be accomplished. Lists the deliverables to be provided by this project and project outcome. Describes how the results of the project will be measured or considered for acceptance.
- Assigned Project Manager, Authority and Responsibility: Provides the name of the individual who will oversee this project throughout the project lifecycle. Identifies the alternative and expected stakeholders involved in the evaluation and acceptance process.
- Organization, Authority and Stakeholders: Provides the coordination areas and the primary duties attached to each. Coordination areas would be those responsible for activities directly and indirectly involved in the success of the project.
- Constraints: Describes any constraints being imposed on the project, in areas such as schedule, budget, resources, products that must be used or purchased, technology to be used, interfaces, or interdependencies to other products.
- Assumptions: Describes any assumptions on which this project is based, such as products or technologies to be used, staffing resources to perform/manage the completed project.
- Summary Resources, Budget, Milestone Schedule Estimates: Provides a summary of the project schedule and budget of the project work breakdown, at a high level. Includes significant deliverables and associated dates.
- Initial Risk Assessment: Describes the major risks that may be encountered during the project lifecycle. Includes possible mitigation for the impact of the risk, including both preventive actions to reduce the likelihood of the risk and contingent actions should the risk occur.
- Project Charter Approval and Acceptance: Signature area for approval after review by project sponsor/owner and ITS Supervisor.
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Force Field Analysis (APPENDIX B)
- Purpose of Template: The force field analysis will be provided for the collective advisory groups and IT Directors in order to record all pros and cons for acceptance/rejection of the project and its resultant priority setting decision.
- Driving Forces: List all forces/factors supporting the change or project.
- Restraining Forces: List all forces/factors against the change or project.
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Sign-Off Document (APPENDIX C)
- Purpose of Template: The sign-off document is used to confirm approval and acceptance of the completed project.
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Project Checklist – (APPENDIX D)
- Purpose of Template: The project checklist contains items to consider when checking the work of a project team when building a project plan. These checklists are a tool for helping to focus attention on the critical aspects of the project at the different stages of its lifecycle.
- Description: A short description of the project.
- Initiation: Answers all the questions pertaining to starting the project.
- Planning: A series of questions which assure that resources and understandings are in place to guarantee best chance of success for the approved project.
- Executing: The testing and assurance that the requirements of the stakeholders will be measured accurately and completely.
- Controlling: A series of control mechanisms to guide the project through its various stages.
- Closing: Transitioning and acceptance of the project to production.
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Project Completion Document (APPENDIX E)
- Purpose of Template: The project completion document is used to record the Project Sponsor/Owner's satisfaction with the system and/or service and the results it provides.
- Project Overview: As stated in the Project Charter document.
- Project Requirements: As stated in the Project Charter document.
- Project Recap: Summary of the major milestones and events of the project.
- Project Charter Approval and Acceptance: Acceptance by the Project Sponsor/Owner.
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Close-Out Report (APPENDIX F)
- Purpose of Template: The Close-Out Report signifies the formal completion of the project, after acceptance by the Project Sponsor/Owner. It is an assessment of the overall project, including a review of the results delivered compared to baseline requirements and specifications. It contains a recap of resources allocated and used, scheduled milestones met and date attained, budget projected and actual expenditures, and lessons learned.
- List of deviations; documented, approved, justified and future action plan.
- Reference to risk encountered and explanation of how they were handled.
- Account of the quality controls that describe how quality assurance was involved in this project.
- Description of the project communication process, its effectiveness and any changes that had to be made to the communications plan during the project.
- Summary of how customer expectations were managed. Were expectations clear from the beginning? How were expectations different than expected?
- Describe any open issues and plans for resolution within the context of project closeout.
- Schedule: Provide milestone schedule results in comparison to the baseline project milestone schedules established in the project charter.
- Staff Time: Provide actual staffing/time utilization for the project in comparison to the baseline established in the project charter.
- Costs: Provide cost and budget results of the project in comparison to the baseline established in the project charter.
- Lessons Learned: Describe the successes, shortcomings, problems, issues and recommendations for any aspect of the project. Describe recommendations for process improvement and any new ideas that were successful in the project. Provide recommendations on how these processes might be adapted into other projects.
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