Project Management Toolkit Templates

The Project and Change Management Office (PCMO) has developed a set of tools and templates that can be utilized throughout each phase of a project. 

Project Phase - Intake

• DoIT Project Request Submission Form 
  • Purpose - The project request form in TeamDynamix provides a single intake process for project requests to the Division of IT. The request will be sent to the PCMO for further analysis. This is the first step in the Initiation Phase.
• Project Score Card
  • Purpose - The project score card provides a structured and data-driven approach for evaluating and prioritizing potential projects or initiatives within an organization. This document aids in the objective assessment of project opportunities, allowing decision-makers to make informed choices that align with strategic goals and resource constraints.

Project Phase - Initiation

• Project Charter
  • Purpose - The project charter provides an overview of the project, serving as a foundational document that will guide the project team and stakeholders through the project life cycle. This document outlines the project's purpose, strategic alignment, scope, success criteria objectives, stakeholders, risks, and critical milestones. The project sponsor must approve the project charter before the project team kick off.
• Project Kick-Off Presentation Template
  • Purpose - To assemble and engage project stakeholders, providing them with a comprehensive overview of the project charter including the project purpose and how it aligns to campus and IT strategies, goals, scope, roles and expectations. The project kick off sets the stage for a shared understanding of the projects purpose and direction and expectations of those involved in the execution of the project. Much of the information for the Project Kick Off can be found the project charter.

Project Phase - Planning

• Change Management Plan Template
  • Purpose - The change management plan provides a structured approach for proactively addressing stakeholder needs through the project. It outlines activities that should be included in the project plan to ensure that people within the organization are engaged and prepared for the changes that the project will introduce.
• Change Management Plan Workbook 
  • Purpose - The change Impact Management Plan workbook is utilized to understand the potential impacts that an organizational change will have on its stakeholders. The workbook is also used to develop a communication plan to support change efforts.
• Issues and Risk Log Template
  • Purpose - The Issue and Risk Log is used to identify, document and manage potential risks and issues that may impact the successful execution of the project. This spreadsheet serves as a critical tool for proactively addressing challenges and uncertainties, enhancing project resilience, and ensuring that mitigation strategies are in place to safeguard project objectives and time lines. 
• Project Plan Template
  • Purpose - This document provides a detailed roadmap and framework for the successful execution, monitoring, ad control of a large-scale project. It serves as a comprehensive guide for project team members, stakeholders, and decision-makers, outlining how the project will be managed, resourced, and delivered in alignment with its objectives and constraints.
• Requirements Traceability Matrix Template
  • Purpose - The purpose of the project requirements traceability matrix (RTM) is to establish a structured and comprehensive framework for tracking, documenting, and managing the relationships between project requirements, design elements, test cases, and project deliverables. This document serves as a critical tool for ensuring that all project requirements are addressed and validated throughout the project life cycle, promoting transparency, quality assurance, and effective change management.
• Test Plan Template
  • Purpose - The project test plan and test case documents establish a structured framework for comprehensively testing project deliverables to ensure their quality, functionality, and reliability. It is a tool for planning, executing, and documenting testing activities, ensuring the project meets its specified requirements and objectives.
• Training Design Template
  • Purpose - To provide a high level of how training should be organized by outlining key courses and topics for respective stakeholder groups. The design pulls information documented in the Change Management Plan Workbook and will serve as input into training development.

Project Phase - Implementation

• Change Readiness Survey Template
  • Purpose - To assess whether impacted stakeholders are prepared for the launch of the technical solution. The survey results are part of the Go/No Go criteria and should be shared with the Executive Sponsor in the Go/No Go decision meeting.
• Go No-Go Checklist Template
  • Purpose - The project Go/No Go decision checklist provides a structured and comprehensive tool for project stakeholders and decision-makers to assess the project's readiness for deployment of the solution.
• Go No-Go Presentation Template
  • Purpose - The purpose of the project Go/No  Go presentation is to provide the executive sponsor(s) and any other key decision-makers with an overview and recommendation for the project's deployment readiness. This presentation is critical milestone in the project life cycle, where key project elements, risks, considerations are assessed to determine whether the project should proceed with the project deployment or be delayed.
• Project Operational Support Transition Template
  • Purpose - The Operational Support Transition Plan provides information on how the project will be supported once it transitions to the production environment. This document will allow the Division of IT (DoIT) and the customer to discuss and agree upon the expectations of ongoing operations and maintenance for the new product.
• Project Scope Change Request Template 
  • Purpose - To establish a formalized process for evaluating, documenting and managing changes to the project's scope, schedule, budget, or other key elements. It serves as a systematic approach for addressing requested changes, ensuring that they align with project objectives, and mitigating potential disruptions while maintaining effective project governance.
• Quality Assurance Checklist Template
  • Purpose - Use this standard checklist to verify that the project has met all quality considerations during the initiation, planning, implementation, and closing phases. The objective is to ensure that the delivery of products or services meets agreed-upon quality standards. You can check each item off as your project team completes it.

Project Phase - Closure

• Project Adoption Survey Template
  • Purpose - To assess stakeholder sentiment regarding how well the project achieved its goals, prepared and communicated with stakeholders, realized benefits, and prepared stakeholders for longer-term adoption.
• Project Closure Template
  • Purpose - To formally conclude and document all aspects of the project, ensuring that it is completed under its objectives and that all relevant information, deliverables, and lessons learned are documented and communicated. This document should be used with the Project Closure Survey in TeamDynamix.