PMO Forms Guide – Project Management Plan


Common Names
Project Management Plan, Project Plan, Project Mgmt Plan, Project Management Planning

Your Project Management Plan is a collection of plans that define how you will direct and mange your project or program. An easy way to think of this is your rule book and framework on how the project team will execute the project. It sets the standards and baselines for everyone in the project team to follow. For this Template I will list the most common sections  you will see in a Project Mgmt Plan.

Note: There is a huge degree of variation in project management plans and it could be one standard document plus additional plans specific to your project. This is just an example to understand the value of having one as my own plans vary from one project to another.

Common Fields (use only what is needed)

Project Title:
You should have this from your Project Charter or Business Case

Last Update:
The date the plan was last updated. This is a living document so there will be updates throughout the project.

Project Life Cycle Plan:
Explain the life cycles you will use for your project. For a program, you could be using more than one life cycle approach. For the Software development you could use Adaptive (Agile) and a Predictive (Waterfall) for the Server upgrades. It is common to visually describe your approach.

Scope Plan (Responsibility Matrix):
For the Project Scope, I like to list the Project Deliverables and associated responsibilities using a Responsibility Assignment Matrix (RAM). The great thing about the RAM is it is a direct way for the project team to connect with the deliverables. For Deliverables, include both the outputs that comprise the product or service of the project, as well as ancillary results, such as project performance reports and documentation. This must include all deliverables identified in your charter.

Project Team Plan
Org Hierarchy and Escalation Structure: Draw an org chart that shows the escalation hierarchy for the project. This become important when you start dealing with issues, risks, and changes.
Project Role and Responsibilities: List out all your roles, associated responsibilities, and people assigned to the roles

Communication Plan:
Define how often, when, and where you will communicate for the project. This is usually in chart format where you want to ask the following questions for each communication type:
* Title (ie Weekly Project Update Meeting)
* Purpose and Agenda
* Audience
* Frequency
* Responsible
* Expected Results

Organizational Readiness Plan:
This is for large projects and programs and defines how you will get the organization ready for the change that results from the project. 

Project Change Plan:
Define the approval process for changes to project scope, budget, and schedule.

Project Risk Plan:
How do you manage risks and what is the analysis and approval process. For each risk you will ask three mains questions: Probability the risk could happen, Impact if the risk was to happen, and Mitigation steps taken to reduce the risk.

Cost Management Plan:
Define how your costs are collected and managed. This should be created in partnership with your Finance people.

Other Plans you might have:
* Procurement Plan
* Quality Plan (existing processes usually exist)
* Training Plan
* Requirements Plan (existing processes usually exist)
* Process Improvement Plan