A Project Manager's Book of Templates E-Book

Cynthia Snyder Dionisio

• Herausgeber: John Wiley & Sons
• Kategorie: Fachliteratur
• Sprache: Englisch

Seitenzahl: 207

Veröffentlichungsjahr: 2022

Beschreibung

A PROJECT MANAGER'S BOOK OF TEMPLATES A helpful compendium of ready-made templates for managing every project in alignment with the latest PMBOK¯® Guide, 7th ed. Project Management is a growing discipline that has seen considerable recent development. Project managers are now expected to deploy predictive and adaptive methods, and to draw upon a considerable base of knowledge in developing and formalizing project plans. The Project Management Institute (PMI) publishes the authoritative Project Management Body of Knowledge (PMBOK¯® Guide), which contains the global standard for the Project Management profession. A Project Manager's Book of Templates is a vital companion to the PMBOK¯® Guide, providing a comprehensive set of templates and reports that helps project managers translate the content of the Guide into practical applications. It promises to be an indispensable resource for professionals in this fast-moving field. A Project Manager's Book of Templates readers will also find: * Templates covering all types of work, such as starting, planning, project documents, logs and registers, and reports and audits. * Templates representing all updated features of the PMBOK¯® Guide, including hybrid, adaptive and iterative practices, including Agile * Easy, readable structure that moves project managers through the different types of work that is performed in project A Project Manager's Book of Templates isan essential companion for those preparing for the PMP Certification Exam, as well as practitioners and consultants to a range of global industries.

Leseprobe

Table of Contents

Cover

Title Page

Copyright

Acknowledgments

About the Companion Website

Introduction

AUDIENCE

ORGANIZATION

1 Starting the Project

1.1 PROJECT PROPOSAL

1.2 BUSINESS CASE

1.3 PROJECT STARTUP CANVAS

1.4 PROJECT VISION STATEMENT

1.5 PROJECT CHARTER

1.6 PROJECT BRIEF

1.7 PROJECT ROADMAP

2 Project Plans

2.1 SCOPE MANAGEMENT PLAN

2.2 REQUIREMENTS MANAGEMENT PLAN

2.3 SCHEDULE MANAGEMENT PLAN

2.4 RELEASE PLAN

2.5 COST MANAGEMENT PLAN

2.6 QUALITY MANAGEMENT PLAN

2.7 RESOURCE MANAGEMENT PLAN

2.8 COMMUNICATION PLAN

2.9 RISK MANAGEMENT PLAN

2.10 PROCUREMENT MANAGEMENT PLAN

2.11 STAKEHOLDER ENGAGEMENT PLAN

2.12 CHANGE MANAGEMENT PLAN

2.13 PROJECT MANAGEMENT PLAN

3 Project Documents

3.1 CHANGE REQUEST

3.2 REQUIREMENTS DOCUMENTATION

3.3 REQUIREMENTS TRACEABILITY MATRIX

3.4 PROJECT SCOPE STATEMENT

3.5 WBS DICTIONARY

3.6 EFFORT/DURATION ESTIMATES

3.7 EFFORT—DURATION ESTIMATING WORKSHEET

3.8 COST ESTIMATES

3.9 COST ESTIMATING WORKSHEET

3.10 RESPONSIBILITY ASSIGNMENT MATRIX

3.11 TEAM CHARTER

3.12 PROBABILITY AND IMPACT ASSESSMENT

3.13 RISK DATA SHEET

3.14 PROCUREMENT STRATEGY

3.15 SOURCE SELECTION CRITERIA

3.16 STAKEHOLDER ANALYSIS

3.17 USER STORY

3.18 RETROSPECTIVE

4 Logs and Registers

4.1 ASSUMPTION LOG

4.2 BACKLOG

4.3 CHANGE LOG

4.4 DECISION LOG

4.5 ISSUE LOG

4.6 STAKEHOLDER REGISTER

4.7 RISK REGISTER

4.8 LESSONS LEARNED REGISTER

5 Reports and Audits

5.1 TEAM MEMBER PROGRESS REPORT

5.2 PROJECT STATUS REPORT

5.3 VARIANCE ANALYSIS REPORT

5.4 EARNED VALUE ANALYSIS

5.5 RISK REPORT

5.6 CONTRACTOR STATUS REPORT

5.7 CONTRACT CLOSEOUT REPORT

5.8 LESSONS LEARNED REPORT

5.9 PROJECT CLOSEOUT REPORT

5.10 QUALITY AUDIT

5.11 RISK AUDIT

5.12 PROCUREMENT AUDIT

Appendix: Combination Templates

Index

End User License Agreement

List of Tables

Chapter 1

TABLE 1.1 Elements of a Project Proposal

TABLE 1.2 Elements of a Project Business Case

TABLE 1.3 Elements of a Project Startup Canvas

TABLE 1.4 Elements of a Project Vision Statement

TABLE 1.5 Elements of a Project Charter

TABLE 1.6 Elements of a Project Brief

TABLE 1.7 Elements of a Project Roadmap

Chapter 2

TABLE 2.1 Elements of the Scope Management Plan

TABLE 2.2 Elements of the Requirements Management Plan

TABLE 2.3 Elements of the Schedule Management Plan

TABLE 2.4 Elements of a Release Plan

TABLE 2.5 Elements of a Cost Management Plan

TABLE 2.6 Elements of a Quality Management Plan

TABLE 2.7 Elements of a Resource Management Plan

TABLE 2.8 Elements of a Communications Management Plan

TABLE 2.9 Elements of a Risk Management Plan

TABLE 2.10 Elements of a Procurement Management Plan

TABLE 2.11 Elements of a Stakeholder Engagement Plan

TABLE 2.12 Elements of a Change Management Plan

TABLE 2.13 Elements of a Project Management Plan

Chapter 3

TABLE 3.1 Elements of a Change Request

TABLE 3.2 Elements of Requirements Documentation

TABLE 3.3A Requirements Traceability Matrix

TABLE 3.3B Inter‐Requirements Traceability Matrix

TABLE 3.4 Elements of a Project Scope Statement

TABLE 3.5 Elements of a WBS Dictionary

TABLE 3.6 Elements of Duration Estimates

TABLE 3.7 Elements of an Activity Duration Estimating Worksheet

TABLE 3.8 Elements of Cost Estimate

TABLE 3.9A Elements of a Cost Estimating Worksheet

TABLE 3.9B Elements of a Bottom‐up Cost Estimating Worksheet

TABLE 3.10 Elements of a Responsibility Assignment Matrix

TABLE 3.11 Elements of a Team Charter

TABLE 3.12 Elements of a Probability Impact Assessment

TABLE 3.13 Elements of a Risk Data Sheet

TABLE 3.14 Elements of a Procurement Strategy

TABLE 3.15 Elements of Source Selection Criteria

TABLE 3.16 Stakeholder Analysis

TABLE 3.17 Elements of a Starfish Retrospective

TABLE 3.18 Elements of a Starfish Retrospective

Chapter 4

TABLE 4.1 Elements of an Assumption Log

TABLE 4.2 Elements of a Product Backlog

TABLE 4.3 Elements of a Change Log

TABLE 4.4 Elements of a Decision Log

TABLE 4.5 Elements of an Issue Log

TABLE 4.6 Elements of a Stakeholder Register

TABLE 4.7 Elements of a Risk Register

TABLE 4.8 Elements of a Lessons Learned Register

Chapter 5

TABLE 5.1 Elements of a Team Member Status Report

TABLE 5.2 Elements of a Project Status Report

TABLE 5.3 Elements of Variance Analysis

TABLE 5.4 Elements of Earned Value Analysis

TABLE 5.5 Elements of a Risk Report

TABLE 5.6 Elements of a Contractor Status Report

TABLE 5.7 Elements of a Contract Closeout

TABLE 5.8 Elements of a Lessons Learned Summary

TABLE 5.9 Elements of a Project or Phase Closeout

TABLE 5.10 Elements of a Quality Audit

TABLE 5.11 Elements of Risk Audit

TABLE 5.12 Elements of a Procurement Audit

Guide

Cover Page

Title Page

Copyright

Acknowledgments

About the Companion Website

Introduction

Table of Contents

Begin Reading

Appendix: Combination Templates

Index

Wiley End User License Agreement

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A PROJECT MANAGER'S BOOK OF TEMPLATES

Cynthia Snyder Dionisio

This book is printed on acid‐free paper.

Copyright © 2023 by John Wiley & Sons, Inc. All rights reserved

Published by John Wiley & Sons, Inc., Hoboken, New Jersey.

Published simultaneously in Canada.

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Limit of Liability/Disclaimer of Warranty: While the publisher and author have used their best efforts in preparing this book, they make no representations or warranties with respect to the accuracy or completeness of the contents of this book and specifically disclaim any implied warranties of merchantability or fitness for a particular purpose. No warranty may be created or extended by sales representatives or written sales materials. The advice and strategies contained herein may not be suitable for your situation. You should consult with a professional where appropriate. Neither the publisher nor author shall be liable for any loss of profit or any other commercial damages, including but not limited to special, incidental, consequential, or other damages. Further, readers should be aware that websites listed in this work may have changed or disappeared between when this work was written and when it is read. Neither the publisher nor authors shall be liable for any loss of profit or any other commercial damages, including but not limited to special, incidental, consequential, or other damages.

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Paperback ISBN: 9781119864509

Cover image: © Sigit Mulyo Utomo/Getty Images

Cover design: Wiley

Acknowledgments

My gratitude to all the professors and teachers who use this book as a resource. I am so glad you find this a useful reference for your students. For all the students who use this book, I hope it makes learning the art, science, and magic of managing projects a bit easier. For professional project managers, I hope you find some value in the hybrid approach that is incorporated in this book. For the accidental or occasional project manager, I am so glad you have found this book. I hope it will reduce the time you spend figuring out how to organize, lead, and document your project, so you can focus on getting the work done!

Thank you to Kalli Schultea and Amy Odum for shepherding this book through the publication process. I feel so fortunate to work with you and all the fabulous professionals at Wiley.

About the Companion Website

The companion website can be found atwww.wiley/com/go/dionisio/bookoftemplates

Introduction

The project management profession is evolving rapidly. We have moved from methods that were purely predictive (aka waterfall development) or adaptive (Agile), to a more blended or hybrid approach. In fact, today more than 50% of projects are practicing formal or informal hybrid project management.

A Project Manager's Book of Templates provides templates that address project artifacts for predictive management, such as a schedule management plan and a lessons learned register; as well as templates for adaptive and Agile project management, such as a requirements backlog and release plan.

Another shift in the project management profession is that more and more often we are accountable for project and business results. To help you with that, you will find business templates for a business case, startup canvas, project proposal, and other templates to help you present business and strategy level information to senior level stakeholders.

AUDIENCE

This book is written for project managers in traditional fields, such as construction and system implementation, as well as project managers in the digital domain, such as software development, digital product management, and high‐tech. Because the book is tactical rather than theoretical, it can be used by novice and advanced practitioners, academia, test prep, and as an on‐demand reference.

Those new to project management can use the templates as a guide in collecting and organizing project information. Experienced project managers can use the forms as a template so that they collect a set of consistent data on all projects. In essence, these templates save reinventing the wheel for each project.

A secondary audience is the manager of project managers, a project management office, and program managers. Using the information in this book ensures a consistent approach to project documentation. Adopting these forms on an organizational level will enable a repeatable approach to project management.

This book does not teach project management concepts or describe how to apply project management techniques. Textbooks and classes can fulfill those needs. This book provides an easy way to apply good and consistent practices to projects.

ORGANIZATION

Content in this book is structured to align with the type of work we do on projects. For example, we do some planning, we track information with registers, and we have lots of project documents to help us stay organized. These are the sections in this book:

Starting the Project.

Templates in this section are used to address business needs, provide high‐level information, and authorize the project. Examples include the project charter and a vision statement.

Project Plans.

Templates in this section support developing plans that will be used to guide project delivery. You will find templates for a risk management plan, release plan, change management plan, and many others.

Project Documents.

Project documents help us develop and organize information we need for the project. There are many document templates, including estimating worksheets, requirements traceability matrix, and user stories.

Logs and Registers.

Logs and registers are updated throughout the project. They help us keep track of dynamic aspects of our projects. You will find templates such as a backlog, stakeholder register, and assumption log.

Reports and Audits.

To help track and report on the project we can use various project reports and conduct audits on specific aspects of the project. In this section, you will find a procurement audit, quality report, and project closeout report, among others.

Each template includes a description of the elements included in the template and a sample form that shows how those elements may be arranged. Every template should be tailored and modified to meet your needs. The description and sample templates are here to provide you with ideas to help you collect and manage the information needed to make your project a success.

Most template descriptions follow this format:

A description of the template is presented along with a list of contents. For the planning forms, there is a description of where the information comes from and where it goes to.

A section that presents information you can consider for tailoring the templates to fit your needs.

An alignment section that presents related templates that you will want to make sure are aligned.

A description table that identifies each of the fields in the template along with a brief explanation.

A blank copy of the template.

I have also included an appendix that has some samples of combined templates. In the tailoring section, I have made some suggestions on how you can tailor a template by combining it with another. The appendix does not talk you through the details for the templates because the information is available where the templates are first discussed.

As I am sure you know, not all templates will be needed on all projects. Use the templates you need, to the degree that you need them. I hope you find value in the templates I have included in this book.

1Starting the Project

There is no doubt that starting a project off right is the first step in delivering a successful project. Because projects vary greatly in size, methodology, criticality, and stakeholders, there are several ways you can compile and document the initial project information.

The templates in this section document high‐level information that is later elaborated in project plans and project documents. Templates that are commonly used to document the initial project information include

Project proposal

Business case

Project startup canvas

Vision statement

Project charter

Project brief

Project roadmap

The project proposal, business case, and project startup canvas are usually developed prior to a project being formally approved. They have information that helps relevant stakeholders determine if the need for and benefits of the project justify the investment of time, budget, and resources. These templates may be developed by a project sponsor because the project has not yet been approved and a project manager has not been identified.

The vision statement, project charter, and project brief templates are typically completed once a project has been approved. They provide a high‐level view of the project. They may be developed by the project sponsor, the project manager, or by both of them working together.

A project roadmap takes information from the previous documents and creates a summary level graphic display of information. It is developed by the project manager.

Most projects are good with using two or three of these templates to get the project started. Much of the information in these templates is found in multiple templates. Therefore, you should determine the best template for your project and then tailor it to meet the needs of your project by editing, combining, or revising the template.

Project startup templates are usually developed once, before, or shortly after the project is authorized. They provide information on the business environment, justification for the project, financial expectations, and high‐level information about the project. If there is a significant change in the environment or the project, the need for the project may be revisited and these documents may be updated.

1.1 PROJECT PROPOSAL

The project proposal is a proposition that describes an opportunity, a solution to a problem, or an approach for undertaking a mandatory project. Ideally, it is no more than one or two pages. A project proposal provides information about the environment, why a project is needed, and presents the proposed response and approach for the project. It is used to provide high‐level information so decision makers can determine if the project should be undertaken.

Typical information includes

Executive summary

Project background

Solutions and approach

Financial information

Resource requirements

Conclusion

It may provide information to

Business plan

Project startup canvas

Project charter

Project brief

Project roadmap

It is developed once, and then only changed if there are significant changes in the market, the environment, or the need.

Tailoring Tips

Consider the following tips to help tailor the project brief to meet your needs:

For new product development projects, you can combine the vision statement with the project proposal.

For smaller projects, the project proposal and business case may be combined.

If there is relevant research or studies, this information can be included in an appendix.

For hybrid projects, you may include information on methodologies that will be used to deliver effectively.

Alignment

The project brief should be aligned and consistent with the following documents:

Business case

Vision statement

Project startup canvas

Project charter

Project brief

Project roadmap

Description

You can use the element descriptions in Table 1.1 to assist you in developing a project proposal.

TABLE 1.1 Elements of a Project Proposal

Document Element

Description

Executive summary

A succinct overview of the problem or opportunity the proposed project will address along with the ways it will address it. Includes a synopsis of the background, project objectives, and deliverables.

Project background

Information that provides context for the project. May include history, environmental considerations, market conditions, significant events, or other information that shows a compelling need for the project.

Solutions and approach

A summary of the goals and scope of the project, the expected timeline for delivery and a brief description of the methodology that will be used to deliver the project.

Financial information

High‐level project funding requirements. May include financial metrics.

Resource requirements

Brief description of the physical resources required, including material, equipment, and sites. A summary of the skill sets and number of team members required.

Conclusion

A summary of the key points.

PROJECT PROPOSAL

Proposed Project Title: _____________________________ Date: _______________________________

Executive Summary:

Project Background:

Solution and Approach:

Goals

Scope

Financial Information

Resource Requirements

Physical Resources

Team Resources

Conclusion

Page 1 of 1

1.2 BUSINESS CASE

The business case describes the business rationale for undertaking a project. It describes the current situation, future vision, threats, opportunities, costs, and benefits. A business case contains market information, financial metrics, and alternatives to consider.

Typical information includes

Executive summary

Background information

Project objectives

Project benefits

Project definition

Market assessment

Alternatives analysis

Financial analysis

Risk overview

Appendices

The project business case can receive information from

Project proposal

Vision statement

It may provide information to

Project charter

Project startup canvas

Project brief

Project management plan

It is developed once, and then only changed if there are significant changes to the market, financial analysis, or project definition.

Tailoring Tips

Consider the following tips to help tailor the business case to meet your needs:

For large projects, the alternatives analysis may be a separate document.

You can include information on project governance for large projects.

Projects that will use a hybrid approach may want to include a section on project approach to define which aspects of the project will use a predictive approach, which will use an adaptive approach, and how they will integrate.

Alignment

The business case should be aligned and consistent with the following documents:

Project proposal

Project charter

Project management plan

Description

You can use the element descriptions in Table 1.2 to assist you in developing a project business case.

TABLE 1.2 Elements of a Project Business Case

Document Element

Description

Executive summary

Provide a summary description of the business case. Give stakeholders a brief overview of the project.

Background information

Describe the environment and business context for the project. Identify the problem or opportunity. Document how the project aligns with the organization's strategic plan.

Project objectives

The measurable objectives that project intends to achieve.

Project benefits

Describe the intended benefits, such as gaining efficiencies, improving quality, increasing revenue, etc.

Project definition

Describe the key deliverables and the project boundaries. As appropriate, describe the approach to achieve the deliverables.

Market assessment

Provide an overview of the marketplace, including technology availability and legal, environmental, and competitor information.

Alternatives analysis

Describe the alternatives that have been considered and your recommended alternative. For each alternative, provide benefits, costs, and risks. Document how each alternative meets the need or solves the problem. If appropriate, include a feasibility analysis for each alternative.

Financial analysis

Calculate key financial indicators, such as net present value, return on Investment, cash flow, and life cycle cost.

Risk overview

Describe high‐level project threats and opportunities along with the potential impacts.

Appendices

Attach supporting information such as spreadsheets, research, and references.

PROJECT BUSINESS CASE

Project Title: _________________________________ Date: _____________________________

Executive Summary

Background Information

Objectives

Success Criteria

Benefits

Project Definition

Page 1 of 2

Market Assessment

Technology availability

Legal and regulatory

Environmental

Competitors

Alternatives Analysis

Alternative

Benefits

Costs

Risks

1.

2.

3.

Financial Analysis

Alternative

NPV

ROI

Cash Flow

Life Cycle Cost

1.

2.

3.

Risk Overview

Appendices

Page 2 of 2

1.3 PROJECT STARTUP CANVAS

The project startup canvas is a high‐level visual summary of a project. It is a framework that allows you to capture new project information quickly and succinctly. It is modeled after the business startup canvas and the lean startup canvas. Like those models, the project startup canvas is one page. However, the project startup canvas focuses on key project information rather than market, competitor, and distribution information. The project startup canvas can include information on

Problem or opportunity

Solution or scope

Key deliverables

Value proposition

Stakeholders

Resources

Costs

Milestones

Threats and constraints

The project startup canvas can receive information from

Project proposal

Vision statement

It may provide information to

Project charter

Project brief

Work breakdown structure

Backlog

Resource requirements

Cost estimates

Schedule

Risk register

The project startup canvas is developed once and is not usually changed unless there is a significant change in the environment, scope, schedule, budget, or resources.