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Forms Included in Package
Form Name Type Form Purpose View/Download
Project Concept / Initiation Phase
Project Initiation Agenda Provides initial project agenda for a "kick-off" meeting, whereby key stakeholders and sponsors, and key business and technology members are identified.

Project Charter Provides the business goals, objectives, and management direction for starting the project in the Initiation Phase. It sets project expectations and processes to ensure agreement on the project approach. Provides a high level single-page overview of a project for review by executive management.

Business Case Document Identifies whether there is a potential business value to the proposed project idea or initiative before the organization commits time, resources and expenditures. This document starts with a detailed explanation of the business need, issue or problem and how it will be addressed and supported. Information includes quantitative and qualitative benefits, risks, requirements, procurement, life cycle costs, schedule, quality, social, and environmental issues.

Feasibility Study A study that uses business and technical information and cost data to determine the economic potential and practicality (i.e., feasibility) of a project. It uses techniques that help evaluate a project and/or compare it's contents with other projects.

Value Proposition Template Completing the Value Proposition Template will assist an individual/department determine if there is value in a proposed application, system or product, often provided by an outside vendor or contractor, and help in the final decision making process. This template is used in conjunction with the Business Case Document.

Project Or Issue Submission Form A one-page summary that identifies the proposed project, opportunities, business goal, project scope and issues, and alternatives or recommendations. Used to identify at a high level potential business / IT opportunities by identifying the business drivers, key systems impacted, and the programs, applications, and departments that are also impacted.

Project Cost-Benefit Analysis Identifies whether there is potential business value (i.e., financial gains/losses and risks) to the proposed project idea or initiative to commit time, resources and expenditures. This analysis provides solution benefits and costs to obtain management approval and secure funding. Also identifies the IT sponsors, stakeholders, benefits, related projects, recommendations, critical success factors, key milestones, schedule/milestone costs, risks and impacts.

Project Team Definition Identifies the business and technical groups and individuals responsible for the initiation, analysis, development, testing, installation and approval of the project. The project team is responsible knowing the work to be accomplished, scheduling, finishing assignments on time, and communicating status and outstanding issues.

Stakeholder Identification List The Stakeholder Identification List provides the capability to identify the people that could affect or be affected by any project, to analyze stakeholder's expectations and their impact on the project, and to develop specific strategies and tactics for effectively engaging stakeholders to reflect the stakeholder's interest and involvement in the project.

Initiate Project Checklist Provides sample information to use and verify that major initial project functions and tasks have been completed within the Initiation phase. This phase is the first phase in the Project Management Life Cycle where you start a new project by defining its objectives, scope, purpose, and deliverables to be produced. Items to be checked include the purpose of project, mission statement, opportunity, business case, project charter, review or signoff, formulation of the project team, and project schedule.

Project Resource Plan This document provides a centralized source for definition of all resources required for a project.

Concept of Operations The Concept of Operations, or CONOPS, is a Capabilities Needs Assessment investigation to gain a Users' and Stakeholders' perspective on a major change initiative. As such, it is both an analysis and a formal document that describes high-level capabilities requirements that have been identified as necessary to achieve the mission of the IT organization, and its subordinate organizations.
Project Planning Phase
Project Management Office (PMO) Checklist The Project Management Office Checklist provides the capability to determine if the Information Technology (IT) Program Management Office (PMO) has provided the functions and tools to achieve a successful environment in support of both executive management and the project managers responsible for individual IT projects.

Statement of Work This is a brief summary from the Project Charter and Business Case Document (if available). Provides information that will be performed in the project, including business objectives and project description, such as completion criteria, risk assessment, constraints, impact analysis, project success measures, critical success factors, project approach, roles and participants.

Project Approval Document Formalizes approval for the project by all contributors and stakeholders. The document includes a brief project description, identification of responsibilities by organization, and space for signatures by all stakeholders.

Cost Estimating Worksheet This Excel spreadsheet provides the opportunity to estimate and budget various IT costs (-10% - +25%).

Development Estimating Worksheet This Excel spreadsheet provides the opportunity to estimate development costs for prototyping, user interfaces/reports, databases/tables, objects and integration/jobs.

Project Capital Vs. Expense Costs This Excel spreadsheet provides the opportunity to estimate various capital and expense costs for a project including IT resources, external professional services, hardware, communications, software licenses and travel and supplies. The Project Capital and Expenses can then be tracked against the budget allocated for the project.

Configuration Management Plan The Configuration Management (CM) Plan informs project stakeholders about how CM is used to manage the project, what tools are used, and how they will be implemented to achieve project success.

Risk Information Data Collection Form During the course of a project, potential risks can be identified by a myriad of sources. The Project Risk Information Data Collection Form's purpose is to provide a vehicle for capturing detail information on any of those risks for analysis and evaluation. Summary information from this data collection is then encapsulated in the Project Risk Analysis Plan for weekly management review.

Risk Analysis Plan Provides a medium to record a risk analysis of the project, and is used to keep track of potential risks that may jeopardize the project's success or completion date.

Procurement Plan Provides procedures and information to acquire hardware, software, vendors or other needed items. It assists in determining what to acquire, when and how.

Project Organization Chart Know who the key "decision makers" are on your project via a Visio graphical diagram identifying the PMO personnel, sponsors, stakeholders and business analysts including the collaborating organizations such as infrastructure, design, quality assurance, etc.

Roles and Responsibilities Matrix Displays key project activities and details the responsibilities for each individual or role across every functional department. The matrix can optionally be created in a table or spreadsheet from within the document. Projects come in different sizes and there are different ways and requirements on how people are organized. Multiple matrices are provided to help fill that need.

Required Approvals Matrix Displays key project activities and details the responsibilities for each individual or role across every functional department. The matrix can optionally be created in a table or spreadsheet from within the document. Provides approvals for all aspects of the project, including business case study, cost / benefit analysis, project charter, functional and technical requirements, project plan, technical design document, etc.

Activity Worksheet in Work Breakdown Structure Dictionary Form The WBS Activity Worksheet is made available to Subject Matter Experts (SMEs) to define the scope of work required for each activity and task within the work breakdown structure. For the entries made in this worksheet, accurate and activity and task descriptions can be compiled and tracked for variance during the course of a project.

Work Breakdown Structure Resource Planning Template The Work Breakdown Structure Resource Planning Template provides a matrix of WBS tasks with the estimated duration of each task in hours with % of time required by the various skill sets to contribute to the tasks, summarized by total hours required for those skill sets.

Work Breakdown Structure A method that is used to verify the association between the requirements shown in the Requirements / Specifications and other project documents, including design and testing documentation.

COBIT Checklist And Review The Sarbanes-Oxley Act, including COBIT (Control Objectives for Information and Related Technology) Checklist and Review, provides for a standardized structure for Information Technology (IT) governance, accounting controls and compliance. COBIT Control Objectives focus on specific, detailed objectives related with each IT process.

Request For Information A Request for Information (RFI) is used to solicit information from qualified vendors on the products and services they recommend to address your business problem or functionality.

Root Cause Analysis Identifies the root cause of a problem and the recommendations for a solution, including the date the problem was encountered, summary of the problem, duration of the problem, impacted business units and applications, and the recommended action and follow-up.

Project Plan This MS Project document establishes both project execution and project control. It shows when and how a project's objectives are to be achieved by depicting and statusing the major products, milestones, activities and resources required on the project. Uses all of the capabilities provided within Microsoft's Project software to provide that maximum degree of control over your project. The Project Plan includes all facets of SDLC staging which you can quickly modify to conform to your project.

List Of Opportunities Summary Provides a master list communication tool that summarizes project opportunities, including opportunity description, priority, target date for delivery, and owner.
Requirements Definition Phase
Managing Scope and Requirements Provides a checklist of numerous topics to help manage the scope and requirements of a project. The list works to gain customer agreement and avoid scope creep that pushes out project completion and project costs. Managing scope and requirements includes identifying stakeholders, ensure that requirements are documented, obtains commitments on deliverables, schedules and resources, avoid scope creep, attain greater customer satisfaction.

Business Requirements Document Defines the general business requirements and the different levels of requirements, including business and end user requirements, problems or issues, project information, process information, training, and documentation requirements. Contains project information (description, approach, goals, etc.), current vs. new process (state), high level business and infrastructure requirements, usability, sample screens and reports, and training and documentation requirements.

Business Requirements Presentation to Stakeholders This document provides a PowerPoint presentation "shell" to incorporate and review the project business requirements with the stakeholders and business units sponsoring the project.

Functional Requirements Document Defines the functional requirements for the project including the different levels of business and end user requirements, and the functional areas of the business processes. Includes a project description & approach, goals, business drivers, assumptions, dependencies and constraints, risks, costs, current and future processes, functional/non-functional & infrastructure requirements and system and software/hardware interfaces.

Software Architecture Plan This document provides a comprehensive architectural overview of the system, using a number of different architectural views to depict different aspects of the system. It is intended to capture and convey the significant architectural decisions which have been made on the system.

Use Case Template Defines the business requirements for the project using a use case methodology, and includes problems or issues to be resolved, objectives or goals, solution to be implemented, and why the solution is being implemented.

Requirements Inspection Checklist Provides a sample quality assurance document to verify at a glance that major requirements functions and tasks have been completed. It is imperative that an inspection of the requirements and specifications be performed to ensure correctness and quality. Errors and omissions may dramatically affect the timeliness, quality, and costs of the project.

Requirements Traceability Matrix A method that is used to verify the association between the requirements shown in the Requirements / Specifications and other project documents, including design and testing documentation. Testing ensures that the requirements have been implemented correctly based on the design and the Requirements Traceability Matrix provides that evidence.

Requirements Changes Impact Analysis Provides detailed information to perform an impact analysis of requirement changes, including proposed change implications, system components and elements affected by the change, and estimated schedule and cost impacts.

Training Plan Supports the use and maintenance of the specific system or application, and includes information about training courses and the tools and techniques that will be used.

Service Level Agreement Template The Service Level Agreement Template provides a method by which an arrangement between your company and your client can be formalized to deliver specific services, at specific levels of support and maintenance, at an agreed-upon cost.
System Design Phase
System Requirements Specifications Provides more details to the project's high level requirements, including detailed information so that the system can be built to satisfy the system requirements and quality. Includes product/functional requirements, user characteristics, operating environment, security and regulatory specifications, disaster recovery and data specifications.

Analysis And Design Document Provides detailed information to perform an analysis and design of a system, including topics on current and future software architecture processes, interfaces, data flow, infrastructures, components, integration, and security. Takes a systems approach to information system analysis and design. It uses the sequential software development process where progress flows from the top to the bottom, like a waterfall through the phases of Conception, Initiation, Analysis, Design, Construction, and Testing.

Application Development Project List Provides a list of 50+ tasks that need to be considered within an application development project.

Technical Requirements Document Defines the technical requirements for the project. It contains all of the requirements for the system in sufficient level of detail to develop a system design and to allow testers to test the system. Includes purpose and scope, assumptions and design considerations, technical, system, network, database, user interface, system interfaces and security requirements.

Database Design Document The Database Design Document maps the logical data model to the target database management system with consideration to the system's performance requirements. The Database Design converts logical or conceptual data constructs to physical storage constructs (e.g., tables, files) of the target Database Management System (DBMS).

Website Planning Checklist Provides a checklist of numerous topics to consider when designing and developing a new website. This document provides information to help you focus on what you want to achieve by having a web site. It helps you avoid spinning your wheels or spending money on services you don't need, list the capabilities you want the site to have, and consider the cost factors associated with those capabilities. Your answers will help determine if the plan, design, and costs will justify the results.

User Interface Design Template Provides a template for a structured approach to fill in detailed business and technical information for design and development of a user interface (i.e., a screen). Provides a series of "fill in" parameters for each screen design including field size, data type, length, calculations, dropdown list boxes, field navigation, font styles, rules, buttons, pop-up-messages, etc.

Report Design Template Provides numerous topics to fill in detailed business and technical information for the design and development of a report. Topics include application name, report name, frequency of report, input parameters, calculations, report fields, sort order, report and page header and footer, etc.

Code Review Checklist The Code Review Checklist provides a company guideline for checking code including pass/fail parameters and recording any comments when the test(s) fails.

Conversion Plan Describes the strategies involved in the conversion of a system or application. Conversion information includes purpose, description, types of conversions, tasks, schedule, security, and hardware, software, personnel and facilities support.
Testing Phase
Documentation QA Checklist Template Provides the capability to perform a documentation quality assurance review prior to delivery and implementation. The checklist provides a review of document properties, format and style, table of contents, headers and footers, spelling and grammar check, acronyms, graphics, hyperlinks, work flow charts, special characters, tables, charts, etc.

Building Test Scenarios Testing scenarios are hypothetical stories used to assist an individual to think through a complex problem or system. Scenarios are useful for surfacing requirements-related controversies, and to relate to those documented requirements.

Test Plan This document provides a central artifact to govern the strategic approach of the test effort; it defines the general approach to be employed when testing the software and when evaluating the results of that testing. Planning documents will refer to the test strategy regarding the governing of detailed testing work.

System Quality Assurance Checklist The System Quality Assurance Checklist provides a method by which a thorough review (check) can be made of all system components including project management, methodology, testing, configuration management, documentation and records management, security, training and education, and maintenance.

Website Testing Summary Template Provides summary information and checklists for web quality assurance testing. Each checklist table provides questions or statements for which the tester responds with a Yes/No answer and respective comments where applicable. Completion of the checklists will help ensure the applications, functions, or features meet adequate quality assurance before being moved to production for end-user utilization.

System Test Plan Documents all system requirements denoted in the requirements, specifications, and design documentation to plan and execute unit, system and integration tests that ensure a high level of compliance. A system test plan is a systematic approach to testing a system. This template helps document the strategy that will be used to verify and ensure that a product or system meets its design specifications and other requirements. The test plan documents the major elements of a test strategy that should be described in the test plan: Test Approach, Coverage, Environment, Methods, and Responsibilities.

User Acceptance Test Plan (UAT) Provides management an overview of the system, applications, functions and features that are to be tested in the User Acceptance Test Plan (UAT) process. The plan and tests provide guidance to the management, staff and business owners that the application works as expected. The UAT defines the roles and responsibilities, test goals and objectives, test entrance and exit criteria, functionality included/excluded, deliverables, testing scope, test categories, and hardware and software test environments.

Testing Bug Report This report provides the ability to record details about an individual testing bug detected during unit, system, integration and user acceptance testing, including the bug name, area description, bug description, severity, status, priority, tester name, date tested, environment, test manager and tester names, method of testing, and who the bug was assigned to.

Testing Bug List This list provides a status of all bugs detected during unit, system, integration and user acceptance testing, by defining the test case ID, bug name, bug description, severity, status, date tested, and type of testing method utilized.

Regression Testing Plan Provides general information about systems or applications that require regression testing, including why testing is required, functional business areas affected and testing time line.

Project Acceptance Document The document formalizes acceptance of the project, and describes the products and services the customer received. This document contains the project name and number, business unit name and cost center, the sponsor's and program manager's name and phone number, project description, a statement of acceptance and signatures.
Project Monitoring and Control Phase
Change Management Log This document is used to record changes to the baseline, including the change type, priority, the owner's name, date submitted, if escalation is required, the date it was approved, and the action / resolution of the change.

Action Item Status This document provides that status of all project action items, including the item number and description, the assigned, due and resolved dates, the owner, priority and a status of the item.

Risk Management Log The Risk Management Log is a management tool that identifies, assesses, and records recommended actions that management must take to alleviate the risk potential down to acceptable levels. The log provides a framework in which potential problems that threaten the delivery of the anticipated benefits of a system or application are recorded.

Issue Identification And Resolution This document is used to individually identify each issue that may impact a project, and identify who created and resolved the issue, the type of issue, potential alternatives and recommendations, provide an estimate of the resources, man hours and costs, and management actions that were taken to resolve the issue.

Issues Management Log The Issue Management Log provides the ability to initially identify the issue, how the issue is assessed by the project team, and what the response / actions are to resolve the issue.

Project Milestone Status Form This document provides a vehicle for capturing the latest status of due date, completion date, and the milestone/task status (in-process, completed or delinquent), milestones, goals, or tasks including the milestone/task description, person responsible for that milestone/task.

COBIT Objectives and Audit Activity Report The Sarbanes-Oxley Act, including COBIT Checklist and Review, provides for a standardized structure for Information Technology (IT) governance, accounting controls and compliance. COBIT Control Objectives focus on specific, detailed objectives related with each IT process.

Project Status Report The Project Status Report provides a vehicle to convey current project status to all stakeholders and senior project management. Summarizes the project status, including project activity, information about the project, problems or delays, issues, planned activities for next period, and deliverable description and status.

Meeting Summary This document provides a convenient tool for providing all participants a summary of the minutes for all project attendees. This summary documents the meeting date and time, participants, meeting minutes, conclusions and action items status.
Production Turnover / Deployment Phase
Process Guide Provides information about the system, application or process instructions, procedures, and process flows, which are shown in step-by-step text format as well as visual graphics to explain the action performed.

Installation Planning Guide Provides information for the installation of the system, application or data, including installation strategy, planning and risk factors, and security. Includes objectives, key stakeholders, a system and installation overview, risk factors, installation schedule, installation instructions, tasks and procedures, backup, rollback and recovery procedures, and an inventory of hardware, software and network inventory.

Software User Guide Provides training or reference information for using the system, product, application or data. Explains the major components, benefits, access information, and navigation instructions. This guide helps you develop a software user guide, which is a technical communication document to help people understand a software application or IT system. Most user guides use simple language with short sentences and contain both a written guide and the associated images or screen shots of how the program should look.

System Administration Guide Provides procedures and information to administer and maintain the system, product or application, and includes an overview, data assets, processing, server and database administration, and backup instructions. The guide includes information on how to start and stop the system, trouble shoot unexpected shutdowns, system operations, user accounts and security, administration tasks, user and technical configurations, manage transaction logs and repository space, make and restore backups, use utility commands, interface with other systems, etc.

Operations Guide Provides procedures and information to administer run the system, product or application. Includes scheduled operations, unique tasks, troubleshooting, auditing, and best practices.

Production Implementation Plan (PIP) Provides planning information for production approval and implementation of the project, and describes the steps necessary to place the project into production. The PIP identifies the objectives, impacted devices, production delivery steps, technical support information, hardware and software components, testing and acceptance, rollback/contingency plan, and required training and documentation.

Production Turnover Approval Provides a process that ensures changes to the production environment are planned, approved, tested, executed, and reviewed in a systematic efficient and controlled manner.

The Production Turnover Approval process is intended to ensure that: 1) All systems and code are tested in a quality assurance (QA) manner and the production environment works as planned before being approved and released to production; 2) All systems and code are approved by key personnel and groups affected (e.g., developers, testers, business management, and IT management) prior to production release; 3) Problems found during production migration are controlled (e.g., rollback procedures are instituted) to ensure the production environment is not adversely affected.

Project Closure and Maintenance Phase
Lessons Learned Template The Lessons Learned Template provides an opportunity for reflection after a project has been completed. It is highly beneficial to record what worked well with the project and where improvements can be made. Once the project has been completed, a Lessons Learned discussion should be scheduled with key stakeholders in the project to discuss what was learned from the project.

Transition Out Plan The Transition Out Plan is used to describe how project deliverables will be brought to full operational status, and integrated into ongoing operations and subsequently maintained. Its purpose is to ensure that these deliverables will be used effectively to produce the requisite Business Value after project completion.

Post Project Survey Questionnaire During the Project Closure / Maintenance phase of a project, the Project Management Office (PMO) conducts a survey to gather feedback on the project to improve performance on subsequent projects. This survey will assist the PMO in gathering project sponsors and team member's thoughts and perspectives on the project. This questionnaire is often used in conjunction with the Post Project Review in summarizing findings.

Post Project Review Upon completion of a project, good practice is to assess how you did on the project, in conjunction with a Lesson Learned Report. General question are asked of the stakeholders and to determine how well you performed against the project schedule and budget. This survey will assist the PMO in gathering project sponsors and team members' thoughts and perspectives on the project.

Modification / Change Control Request Used to review system / application modification requests to evaluate and approve technically sound and secure "changes" to the production environment and to limit potential impact to business capabilities and/or IT operational capacity, architecture, infrastructure, compliance and schedules. The document provides the ability to report on "bug fixes," system enhancement requests from users, impacts from other systems, changes in the underlying structure, senior management requests. It contains the reason for the change, description, assumptions, project impacts and approvals.

Disaster Recovery Plan Information Provides a definition of a Disaster Recovery Plan, and provisions for identifying the Management Emergency Response Team, details of the disaster recovery site, definition of critical services, technology priorities, explanation of the response process, the Technology Infrastructure Recovery Plan, and training and documentation requirements.

Certificate Of Compliance And Acceptance This Certificate of Compliance is generally used to accept and validate project deliverables provided by outside contractors and developers in accordance with a task order or purchase order, but can be used in any situation where you wish to review the status of deliverables by internal organizations on a given project.

Request For New Application / Enhancement This document permits a business unit, other departments or auditors to initiate the process of requesting a new application or an enhancement to an existing application.

Product Retirement Plan The Product Retirement Plan provides a detailed roadmap to retire a product, system or application. It includes how the hardware, software, data and documentation associated with the system or application will be detached from production and archived or migrated to backup status.

Global Application Support Summary This document provides a vehicle to record critical design, development, production support, Infrastructure and security data on all applications. The information recorded therein is used to update any IT applications defining your application environment.

Developer Knowledge Transfer Report The Developer Knowledge Transfer Report provides a vehicle for conveying details about a system or application for production support developers. This document will provide the support for developers by transferring knowledge for the application from the initial development people to new developers with precise knowledge about the project development.
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