Project Templates

Template 1: Project Brief

1. Project Title / Name:
(Suggest an initial name for the project, remember the importance of acronyms, giving
the project a positive image and that is understandable by a wide range of
stakeholders.)

2. Background:
(brief outline of any background to the project)
(What is within the scope of this project? What is excluded? What are the boundaries
of this project?)

3. Goals / Objectives:
(An explanation of what the project is meant to achieve; objectives should be specific,
measurable, achievable, realistic and time limited. Objectives should be expressed with
action oriented words e.g. review, undertake, conduct, improve.)

4. Deliverables:
(What piece/s of work do you intend to provide? E.g. research paper; eight focus
groups; a new database)

5. Scope:
(What is within the scope of this project? What is excluded? What are the boundaries
of this project?)

6. Methodology:
(How will you achieve the deliverables? How will you implement this project? What
methods will you use e.g. focus group consultation; research; contract out part of the
process)
(Outline the key tasks to be undertaken in the implementation of the project consult,
research, develop, report, feedback, implement, review)

7. Key Assumptions
(What have you assumed about this project during the planning stage?)

8. Constraints
(Include any known difficulties / constraints, for example legislative compliance issues.
What external factors may impact on the scope of the project?)

9. Key Milestones Dates and Timelines

(List the key milestones are they attached to the governance group meeting times?)

Milestones attached
10. Resources Required:
(List staff; in kind support)

11. Indicative Budget

(What is the anticipated cost? Include all costings and Project team salary costs)

Budget Summary attached

12. Key Risks:

(What are the risks associated with this project? How will these risks be managed?)

Project Risk Matrix attached

13. Project Governance:

(Describe or develop a diagram for the project governance structure; who reports to
who on what? Who or what body makes decisions or has the authority to endorse or
approve over the life of the project? If a reference group or steering group is
established, describe its Terms of Reference.)

Project Governance Structure attached

Terms of Reference attached

14. Stakeholders:
(Internal and external stakeholders - those individuals, groups, or sectors who are
engaged in the project directly and who may be impacted by the outcome of the
project.)

Stakeholder Analysis attached

15. Communications:

(How will people be kept informed of the project progress and outcomes? Who needs
to know what, when, for what purpose? How will you report on the project?)

Communications Strategy / Plan attached

16. Approval Processes

(Identify has the authority to approve the Project Brief?)
Brief prepared by:
Version:
Project Sponsor:
Project Manager:
Approval Status:
Approved by:
Date:
Template 2: Key Milestones, Dates and Timelines
Key Milestones (commencement or Anticipated date of Actual
completion of a task) commencement or
completion
1
2
3
4
Template 3: Indicative Budget

Items Months
TOTAL
Project
Manager
Venue
Consultant
Manual
Launch
TOTAL
Template 4: Risk Management Strategy
Risk Risk Impact Strategy Responsible Updated
No. Description Person
Assign Describe the Describe the Indicate the response Enter Enter
a risk actual impact taken. person(s) last
numbe (likelihood and responsible update
r consequences for date
) of the risk if it implementing
were to the response.
happen
Template 5: Project Governance
Describe your projects structure
Does your project have a governance body?
Who reports to who?
Is the funding body a part of the structure?
Are there external partners involved in the project and if so, how do they link?
Who manages the consultant or contractor (if there is one)
Template 6: Terms of Reference
Name of Committee / Steering / Advisory Group

1. Purpose:
1.1 The (name of Steering Group / Committee) will work towards (overarching
statement about intent)
1.2 The (name of Steering Group / Committee) sets out to achieve (what outcomes)

2. Objectives:
2.1 List 2 or 3 objectives The (name of Steering Group / Committee) will provide
(advice, guidance)

3. Membership:
3.1 The (name of Steering Group / Committee) comprises (name members)
nominated by the (name who).
Name who will take minutes and / or coordinate meetings.
3.2 The role of the Chair is (name person and title).
3.3 All recommendations passed by (name of Steering Group / Committee) are to be
signed off by (name person and position, e.g. Supervisor / Manager, CEO).
3.4 Location of each meeting will be determined (how and where?).

4. (Name of Steering Group / Committee) Procedures:

4.1 Process
4.1.1 Members will commit themselves to functioning in an environment that
creates and extends opportunities for:
(Identify two or three adjectives to describe how you want the committee to
operate.)
This culture will evolve to the extent that members contributions are given
and received in trust speak openly on behalf of constituents, without fear or
favour act as information conduits between (who and who).
4.1.2 The (name of Steering Group / Committee) will seek to (examples):
a) Support, engage, canvass and represent (which constituents)
b) Disseminate information to (who) in an efficient and timely manner
c) Provide timely advice on ....

5. Minutes and Agendas

Minutes will be taken and distributed by (name individual or group).
Agendas will be compiled in consultation with (who and who) in consultation with the
Chair.
Agendas and minutes will be distributed within one week prior to the meeting. Minutes
will be distributed within one week of the meeting.

6. Absences
State how formal absences will be managed, for example:
If a member is absent for three consecutive meetings without notice or justifiable
reason, the committee will review their membership.

7. Sub committees
The (name of Steering Group / Committee) may establish ad hoc sub committees as
required. Its membership will comprise (name positions).

8. Meetings:
The (name of Steering Group / Committee) will meet (how often monthly; bi monthly)
for (two hours or more, specify) at a regular time for the life of the project. Subgroup
meetings will occur outside of these times.
The scheduled meeting times are:
(list meeting times and dates, venue)

9. Reporting
Regular (monthly / bi monthly) project reports will distributed prior to (or tabled at) the
meeting and discussed by the Group. The type of reports required by the Group will be
determined at the first meeting.

10. Resources
List other resources.

A. Simplified Terms of Reference: How the Group will work

1. How often should the group meet?
2. Who should be on the group? (Which agencies and residents?)
3. How will information on progress be provided to members of the group?
4. How will the group report on progress to others?
5. How will the group make decisions?
6. What happens if the whole group does not agree?
7. What can be done to ensure that the group works well?
8. How will the group deal with grievances?
9. Objectives
Template 7: Stakeholder Analysis
Stakeholder Stake / Interest Level of Information Strategies to
Influence Needs influence
High or low What are their
Profile information needs
High or low of us and us of
them?
Template 8: Communications Strategy / Plan
<Project Title> Communication Strategy Action Plan
Target Audience /
Aim/Key Messages Communication Tools Who to Action How Often/When Costs
Stakeholder Group
Identify the Target What do you intend to What communication Who will be responsible When must the action What are the costs
Audience by communicate to the method / tools are most for implementing each be implemented? associated with each
considering the stakeholder(s) groups? appropriate for the action? action?
following: stakeholder(s) groups?
Who will benefit from What are the key points E.g. electronic, verbal
the project? stakeholder(s) groups written.
Who are the Key need to understand and
Stakeholders? act upon?
Who are the
stakeholder groups and
the target audience
within them?

Jackie Moden Consulting 2 Day Project Management 2012

Ph: 0408175841 [email protected] www.jackiemoden.com
Template 9: Project Variation Request
1. Project:

2. Project Manager:
3. Person Requesting Change:
4. Details of the Change:
5. Rationale / Benefits:
6. Anticipated impact on:
Time:
Cost:
Quality / Specifications
7. Is the request consistent with the
projects objectives:
8. Risks:
9. Approved: Yes / No
If no, justify response
Approved by:
Date:
Follow up:
Ensure Project Plan is amended
Who does this decision need to be
communicated to?

Jackie Moden Consulting 2 Day Project Management 2012

Ph: 0408175841 [email protected]
www.jackiemoden.com
Template 10: Project Progress Report
1. Project Name: ..................................................................................................

Project Sponsor:...................................................................................................
Project Manager:...................................................................................................
Project Objective:.................................................................................................

1. Reporting Period
(insert date from last meeting) to (insert current date)

2. Overall Project Status

Is your project on track (green); moving to off track (yellow); off track (red)

green

yellow

red

Provide brief explanation of the status of the project

3. Project Status Report Summary

Provide a brief statement of project performance against deliverables and milestones.

4. Budget

Is your project on track (green); moving to off track (yellow); off track (red)
green

yellow

red

Brief explanation of budget expenditure

(Insert budget information)

Jackie Moden Consulting 2 Day Project Management 2012

Ph: 0408175841 [email protected]
www.jackiemoden.com
5. Updated Risk Assessment
Identify any changes in risk status to the previous report.

6. General Comments
Include any general comments that may support / enhance / add to the above sections.
Things to note in this section may include:
business issues associated with the project that have arisen since the previous report
and need to be addressed by the Steering Committee, Project Sponsor or Senior
Manager etc.
Stakeholder issues
Project Team cohesion, training undertaken
Management of Consultants / contracts

7. Project Scope Change Requests

Has there been any requests or discussion on project scope that needs tabling with the
Steering Committee or Project Sponsor

Recommendations
Brief statement(s) for the Steering Committee or Project Sponsor to consider and / or
endorse. Where no recommendations are raised for endorsement, this section should state
that the Steering Committee note the Status Report.

Signatures / Sign off

Prepared by: Date: / /
(for <Name, Title>
acceptance) <Project Title> Project Manager

Accepted: Date: / /
(for release) <Name, Title>
<Project Title> Project Sponsor

Jackie Moden Consulting 2 Day Project Management 2012

Ph: 0408175841 [email protected]
www.jackiemoden.com
Template 11: Project Closure Report
This template has been developed for very small projects

This document has been derived from a template prepared by the Dept of Premier and Cabinet,
Tasmania (based on the Tasmanian Government Project Management Guidelines)

Prepared: ___________________________________DATE:___/___/___
(for acceptance) (<name>, <Project Title> Project Manager)
Accepted :___________________________________DATE:___/___/___
(for release) (Project Sponsor, <name, title>)

Reason for Closing the Project State the reason why this project is being closed:
outputs have been delivered,
the closing date has been reached and / or
the budget has been expended
a change in policy or agency priorities
a loss of funding

Highlights and Innovations Describe the highlights of the project and any innovations
used or developed by the project.

Summary of Recommendations List the recommendations that appear in this Report.

Performance against Summarise the actual performance of the project against

Objectives the planned performance. All projects vary to some
extent from the original plan, these variations should be
identified and the reasons for the variance described.

Performance against Outputs / Describe the actual performance of the project in relation
Outcomes to the delivery of the outputs or the achievement of
targeted outcomes. Were all planned targeted outputs or
outcomes achieved, to what degree? Some outcomes
may not be achieved at this point in time. In this case
details should be given as to when the outcomes are
anticipated to be achieved and who is responsible for
their ongoing measurement and reporting of progress
towards their achievement.

Performance against Budget Where a separate budget allocation has been made
describe the actual performance of the project against
the project budget. This section may be deleted if the
project was run out of the existing operational budget.

Lessons Learnt Describe the project management and quality

management processes that were perceived to be
inappropriate and / or ineffective for the project, as
reflected by the stakeholders and the project records /
documentation.

Closure Activities List any matters that are outstanding, what actions are
required to address them and who is responsible.

Jackie Moden Consulting 2 Day Project Management 2012

Ph: 0408175841 [email protected]
www.jackiemoden.com
Jackie Moden Consulting 2 Day Project Management 2012
Ph: 0408175841 [email protected]
www.jackiemoden.com