project work book

8/13/2019 Project Work Book

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Data Filling out the Data sheet completes the header portion of all remaining sheets in the project workbook.

Minicharter The Project Minicharter sheet can be used as a charter for small projects or a summarization of a full charter for larger projects.

Stoplighte top g t eport s eet conta ns a status report t at can e use to eep sponsors, team mem ers, an sta e o ers n orme o pro ect

progress.

Budget The Budget sheet allows you to track original budget, expenditures to date, and any cost variance.

CBA

e ost ene t na ys s s eet a ows you to rev ew t e propose pro ect an potent a a ternat ves an ma e a pro ect se ect on ase

on a greater ROI (return on investment).

Riskse s anagement atr x s eet a ows you to ent y, qua y, quant y, an pr or t ze r s s events t at m g t appen; t e

uncertainty of a project), create mitigation and contingency plans, and assign risks owners.

Issues The Issues Log sheet allows you to identify and monitor project issues (unplanned events that have happened).

ActionThe Action Items sheet allows you to track and monitor action items assigned to team members. Action items are tasks that must be done

but are too insignificant from a time perspective to track in your project schedule.

MilesThe Deliverable Milestones sheet allows you to identify major deliverable milestones and the due dates, objectives, assumptions, andconstraints relevant to that deliverable milestone.

WBSThe Work Breakdown Structure sheet includes the activities that must be completed during a project, the effort required, all relevantdates, and the resources assigned to do the work.

Roster The Roster sheet provides contact information for all those involved on the project.

R&RThe Roles and Responsibilities sheet shows the primary role of team members, any deliverables in which they are involved, and the

percentage of time they are expected to work on the project.

RAMThe Resource Assignment Matrix sheet shows you what type of resource is responsible for, or somehow involved with, each deliverable.The tasks listed are samples; you should update the RAM with tasks appropriate for your project.

RCM The Resource Commitment Matrix sheet shows how many effort hours each person on the project has been allocated by month.

A&C The Assumptions and Constraints sheet allows you to track project assumptions and constraints.

Decision The Decision Log sheet allows you to track all major decisions made during the course of the project.

The project workbook allows project managers, team members, sponsors, and stakeholders to easily track and monitor project activities. Any of theseworksheets can easily be broken out into separate documents.

Project Workbook Information

Suggested Sheets for All Projects


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Project Workbook Information

CommThe Communication Plan sheet allows you to detail your communication plan: how you are going to communicate, whom you will becommunicating with, how often, in what format, etc.

Stake The Stakeholder Analysis sheet allows you to identify stakeholders, their role, and their requirements.

Expectations The Expectations sheet allows you to identify and track the expectations of various stakeholders.

Chg Log The Change Control Log sheet allows you to track all change requests that are in process or finalized.Deliver The Deliverable Acceptance Log sheet allows you to track the status of deliverable acceptances.PERT The PERT Analysis sheet allows you to perform PERT analysis on WBS tasks.Delphi The Delphi Exercise sheet allows you to develop estimates for WBS tasks through the Delphi technique.TimeSum The Timesheet Totals sheet allows you to track effort hours of your entire team by individual and by month.Timesheet The Timesheet can be used by each team member to submit effort hours by activity, by month.

Size Est

The Initial Project Size Estimate sheet allows you to estimate, at high-levels (40,000 ft. view), the size of a project. This estimate should

not be considered final as requirements and technical specifications typically have not been fully developed yet.

Res LoadThe Resource Loading sheet allows you to identify the work effort required, the duration, and the allowed commitment level of each

person assigned to the project.Qual Metrics The Project Quality Metrics sheet allows you to identify critical success criteria, related quality metrics, and their priority.


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Project Project title hereProject # Project # here

Project manager Project manager name hereSponsor Sponsor name hereProject artifacts Location of project documents hereLast updated Date of update here


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Project Project title here Project #Project manager Project manager name here Sponsor Project artifacts Location of project documents here UpdatedBackground

Business need andbusiness benefits

Objectives

In Scope

Deliverable

ScopeSchedule

Cost

Category

Project Minicharter

Assumptions & Constraints

Out of Scope

Deliverables

Scope

Due Date

Flexibility matrix

Key considerations


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Project Minicharter

Signatures

4 -5 -

Date

Signature

1 -2 -3 -

Success criteria

SignatureSponsor

Project manager

Printed name

Date

Printed name


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Project # hereSponsor name hereDate of update here

Risk Description

Risks


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Project Project #Project manager Sponsor Project artifacts Updated

1 2 3 4 5 6 7 8 9 10ScheduleScopeCostRiskIssuesPlanned completionEst. completion

ID

IDPlanned

CompletionDate

Completed

Deliverables1 62 73 84 95 10

Management AlertSituation Requiring Management Attention Action Plan Owner

Stoplight Report

Deliverables

Project title hereProject manager name hereLocation of project documents here


Accomplishments During Reporting Period

CommentsDescription of Accomplishment Owner

Title/Description Title/Description


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Project Project title here Project #Project manager Project manager name here Sponsor Project artifacts Location of project documents here Updated

Approved Budget Planned Expenditures to Date Actual Expenditures to Date$0.00 $0.00 $0.00

Planned Remaining Budget Actual Remaining Budget$0.00 $0.00

Additional $ needed

Salaries Hourly Rate # Hours Total CostType of resource $0.00 0.00 $0.00Type of resource $0.00 0.00 $0.00Type of resource $0.00 0.00 $0.00Type of resource $0.00 0.00 $0.00Type of resource $0.00 0.00 $0.00Type of resource $0.00 0.00 $0.00

Total Cost$0.00$0.00

$0.00$0.00

Total Cost$0.00$0.00$0.00

Total Cost$0.00$0.00

$0.00 $0.00$0.00

Other Internal Expenses

Type of expense

Type of consultingConsulting Costs

Type of consultingType of consulting

Type of expenseType of expense

Variance$0.00

Type of expenseType of expense

Budget StatusVariance

$0.00

BudgetProject # hereSponsor name hereDate of update here

Total External Expenses

Budget DetailsInternal Expenses

Total Budget

External ExpensesTotal Internal Expenses

Type of expense

Capital Expenditures


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Description FY01 FY02 FY03 FY04 FY05 TotalCost of Project Development

SalariesOther internal expensesConsulting costsCapital expendituresTotal project costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Cost of SupportOperational costsNonrecurring costsRecurring costsTotal ongoing support costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Current Process FY01 FY02 FY03 FY04 FY05 TotalTotal annual price

Total annual priceAnnual savings $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Cumulative savings $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Cumulative costs $0.00 $0.00 $0.00 $0.00 $0.00 $0.00Cumulative total net savings $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Present Value

Future Value$0.00

$0.00

$0.00

Benefits/Savings

New Process

Present ValueInterest Rate # Periods Present Value

Future ValueFuture Value# PeriodsInterest Rate

Project Development and Maintenance Costs

Cost/Benefit AnalysisProject # hereSponsor name hereDate of update hereLocation of project documents here

Project manager name hereProject title here


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Cost/Benefit Analysis

Period1

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TotalsProject development costNet present value

Net Present ValuePresent ValueCash Flow

$0.00

$0.00 $0.00$0.00


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Project #Sponsor Updated

ID Risk Description P r o

b a b

i l i t y

I m p a c

t

D e t e c

t a b i l i t y

I m p o r t a n c e

Category Trigger Event/Indicator Risk Response and

Description Contingency Plan Owner StatusDate

Entered

1 What is this risk? 0

What act or event initiateseither the risk occurrence

or precipitates the responsestrategy?

How will you respond tothis risk and what actions

will you take to match thatresponse?

If the risk becomes areality, what will you do in

response, as a backup, oralternative/ workaround?

Who

monitorsthis risk?

2 0

3 0

4 0

5 0

6 0

7 0

8 0

9 0

10 0

11 0

12 0

13 0

Project artifacts


Risk Management Matrix (Risk Register)Project # hereSponsor name hereDate of update here

ProjectProject manager


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Risk Management Matrix (Risk Register)

14 0

15 0


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Date toReview


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ID Issue Description Project Impact Action Plan/Resolution Owner I m p o r t a n c e

DateEntered

Date toReview

DateResolved

1 What is the issue?How will this impact scope,schedule & cost?

How do you intend to deal withthis issue?

Who managesthis issue?

2

3

4

5

6

7

8

9

10

11

Issues LogProject # hereProject

Location of project documents here Date of update hereSponsor name hereProject manager

Project title hereProject manager name here

Project artifacts


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Issues Log

12

13

14

15


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ID Action Item Owner StatusDate

EnteredPlanned

CompletionActual

Completion Comments

1 What is the item to be completed?Who manages

this issue?

2

3

4

5

6

7

8

9

10

11

12

13

14

15

ProjectProject manager Project artifacts

Action ItemsProject title hereProject manager name hereLocation of project documents here



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Action Items


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ID Milestone DescriptionPlanned

CompletionActual

Completion Objectives Assumptions Constraints

1

2

34

5

6

7

8

910

11

12

13

14

15

Date of update here


Deliverable MilestonesProject title hereProject manager name hereLocation of project documents here

Project # hereSponsor name here


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ID Task D e p e n

d e n c i e s

StatusEffortHours Cost Start Date

PlannedCompletion

Estimate toCompletion Actual Completion Resource

1 ID # of task

2

3

4

5

6

7

8

9

10

11

12

13

14

15


Work Breakdown StructureProject # hereSponsor name hereDate of update hereProject artifacts



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Name

Core/Extended

Team Title Dept. Phone Cell Phone E-Mail Project Role

000.000.0000 000.000.0000


Roster Project title hereProject manager name hereLocation of project documents here


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Name

Core/

ExtendedTeam Title Dept. Phone Cell Phone E-Mail Projec


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Name

Core/Extended

Team % A

s s i g n e d

Deliverables LeadingDeliverables

Participating On Project Role ResponsibilityOther ProjectAssignments

Roles and ResponsibilitiesProject title hereProject manager name hereLocation of project documents here



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B u s i n e s s

E n

d U s e r s

B u s i n e s s

S p o n s o r

I S S p o n s o r

B u s i n e s s

D r i v e r

B u s i n e s s

P r o

j e c t

L e a

d

P r o

j e c t

M a n a g e r

B u s i n e s s

S y s . A

n a l y s

t

D a t a

M o

d e l e r

D B A

D a t a

S t a g

i n g

D e s

i g n e r

E d u c a

t o r

A p p

l ' n D e v e l o p e r

T e c

h / S e c u r i

t y A r c

h i t e c

t

T e c

h S u p p o r t

S p e c

i a l i s t

D a t a

S t a g

i n g

P r o g r a m m e r

D a t a

S t e w a r

d

Develop preliminary project scopeIdentify business needDevelop preliminary budgetIdentify preliminary return on investmentComplete project charter

Establish project identityIdentify project team/resourcesConduct stakeholder analysisPrepare draft project scheduleConduct project kickoff meetingGather detailed user requirementsDefine current business processes (as is)Revise project scheduleDevelop project communication planDevelop project organizational structureIdentify training planDevelop project quality planDevelop scope management plan

Resource Assignment MatrixProject

Location of project documents here

56

89

1011

4

Project manager Project artifacts

Initiation

Planning

Updated Date of update here

Project Task

Project manager name here

23

Project Management and Requirements


Project #Sponsor

Project title here

12345

1

1213

7


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Develop risk management planDevelop change management planDevelop cost management planDevelop schedule management plan

Develop technical specificationsDevelop technical architectureConduct project procurementFinalize project budgetFinalize return on investmentOngoing project management

Develop training materialsExecute communication planDevelop softwareDevelop new business processes (to be)Deploy new softwareConduct training

Get deliverable acceptanceClose out contractsFinalize budgetFinalize return on investmentConduct closure survey

Conduct/document lessons learnedArchive project

1617

1819

1415

7

20

123

2221

Execution

345

6

Closing

2

23

456

1

N

LegendCreates the deliverableInput requiredReviews the deliverable R

C1: primary creator; C2: contributor I

A

Owns the deliverable upon completion O

Approves the deliverableNotified when the deliverable is complete


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Names Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total0000000000000000000000000000

0Total 0 0 0 0 0 0 0 0 0 0 0 0 0


Resource Commitment MatrixProject #Sponsor Updated

Project title here

Effort Hours Committed




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Project title here Project #Project manager name here Sponsor Location of project documents here Updated

ID Description Comments Type Status Date Entered

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Assumptions and Constraints

Project artifacts




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ID Decision Description Comments Owner Status Date Entered

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15


Decision LogProject # hereSponsor name hereDate of update hereProject artifacts


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ID Communication Description Frequency Format Owner Recipient/Attendees

1 What type of communication is this?a s e escr p on o e con en s purpose o

this communication? Who sends? Who gets?

2

3

45

6

7

8

9

1011

12

13

14

15

16

17


Communication PlanProject # hereSponsor name hereDate of update here


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ID Stakeholder Role Impact InfluenceRisk

Tolerance Needs Responsibility

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

Stakeholder AnalysisProjectProject Manager Project Artifacts



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Project Project title hereProject manager Project manager name hereProject artifacts Location of project documents here

ID Expectation Description Source Must Have Want to Have Nice to Have Date Identified


ExpectationsProject # hereSponsor name hereDate of update here


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ID Deliverable Description Comments Evaluator StatusDate of

Decision

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15


Deliverable Acceptance LogProject # hereSponsor name hereDate of update hereProject artifacts


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ID TaskMostLikely Min Max

PERTEst

15/15Comp'ed Est

StdDev

+1 StdDev

-1 StdDev

+2 StdDev

-2 StdDev

+3 StdDev

-3 StdDev

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Date of update hereSponsor Updated

Project #PERT Analysis

ProjectProject Manager Project Artifacts




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PERT Analysis0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00


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Delphi ExerciseTaskTeam members Name 1 Name 2 Name 3 Name 4 Name 5 Name 6 Name 7 Name 8 Total AverageMost likely 0 #DIV/0!

Minimum 0 #DIV/0!Maximum 0 #DIV/0!

TaskTeam members Name 1 Name 2 Name 3 Name 4 Name 5 Name 6 Name 7 Name 8 Total AverageMost likely 0 #DIV/0!Minimum 0 #DIV/0!Maximum 0 #DIV/0!




TaskTeam members Name 1 Name 2 Name 3 Name 4 Name 5 Name 6 Name 7 Name 8 Total AverageMost likely 0 #DIV/0!Minimum 0 #DIV/0!

Maximum 0 #DIV/0!

Sample task here

Sample task here

Sample task here

Sample task here

Sample task here

Sample task here


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Name Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total0000000000000000000000000000

0Total 0 0 0 0 0 0 0 0 0 0 0 0 0


Timesheet TotalsProject #Sponsor Updated

Project title here

Effort Hours Spent




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Name

Task Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec Total000000

000000000000000000000

00

TimesheetProject #Sponsor Updated

Project title here

Effort Hours Spent


Project manager name hereLocation of project documents here

Insert name here


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TimesheetTotal 0 0 0 0 0 0 0 0 0 0 0 0 0


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Project title here Project # Project # hereProject manager name here Sponsor Sponsor name hereLocation of project documents here Updated Date of update here

1 to 2 3 to 5 6 or more

Less than 50 Automatically do; no approval needed

51 - 100

100 or more Approval required

Less than 10 11 to 50 51 or More

Less than 50 Automatically do; no approval needed

51 - 100

100 or more Approval required

Less than 10 11 to 50 51 or More

Low Avoid

Medium

High Automatically do; no approval needed

Initial Project Size Estimate

Scope Estimate

# of BusinessRequirements

# of Resources InvolvedCost Estimate


Cost Estimate# of Resources Involved

Benefit

Technology Systems Impacted

# of BusinessRequirements


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ID Names Estimate of Total Effort Activity Duration Commitment Level Total

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

Effort Hours Committed

Location of project documents here Date of update here

Resource LoadingProject title here Project # hereProject manager name here Sponsor name here


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ID Names Estimate of Total Effort Activity Duration Commitment Level TotalEffort Hours Committed

0

0

0

0

0

0

0

0

0

0

0

0

Total 0 0 0 0


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Project Project #Project Manager Sponsor Project Artifacts Updated

ID Critical Success Criteria Priority Metric Target

Project Quality Metrics

Potential Quality Metric Action Plan




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project work book

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