Blank Project Management Templates Saving Time! Saving Money!
www.projectagency.co.ukBlank Project Management TemplatesSaving Time!Saving Money!Saving Stress!Please feel free to copy any of the attached documents.You can alter any of them to suit the needs of yourspecific project or organisation.If you want information about the services provided byProject Agency please call 0208 446 7766 or emailevents@projectagency.com our web site iswww.projectagency.comNote: in supplying these templates, Project Agency cannot be held responsible forhow they are completed!
Project management templates from Project Agency – please alter to suit your needsListed below are some forms you will find on the next pages.Please complete the forms as appropriate. Please note, completing the forms is an aid tohelp you deliver your projects, not an end in itself.Page No. Defining Project Responsibilities3 Stakeholder Analysis4 Milestone Chart5 Milestone Report6 Variation Form7 Risk Log8 Business Case Form9 Project Definition Form or PID10 Project Reporting Form12 Highlight Report13 Change Control Form14 Change Control Log15 Actual V Planned16 Project management check sheet17These project management templates have been produced for open distribution to anyone.Please feel free to pass them onto friends or colleagues. The forms have been used byprofessional staff at all levels – staff who have to deliver projects. Some of these projects aresmall quick delivery (less than a month), others large long term projects which cost significantsums of money.We would be delighted to hear how you used these forms and how useful they were insupporting the delivery of your project. Please email events’projectagency.com. Do look atwww.projectagency.com where you can find a range of information, products and services.Finally, good luck with all of your projects and we would be delighted to talk with you aboutany project management issues you may have. Call on 44 (0)20 846 7766 or emailevents@projectagency.comProject Agency Tel: 020 8446 7766www.projectagency.com2
Project management templates from Project Agency – please alter to suit your needsDefining Project ResponsibilitiesPERSONNELTASKS/ACTIVITIESProject Agency Tel: 44 (0) 20 8446 7766www.projectagency.com3
Project management templates from Project Agency – please alter to suit your needsStakeholder AnalysisThe purpose of stakeholder analysis is to inform the project manager and sponsor who should contribute to the project, where barriers might be,and the actions that need to be taken prior to detailed project planning.StakeholderTheir interest orrequirement from theprojectProject Agency Tel: 44 (0) 20 8446 7766www.projectagency.comWhat the project needsfrom themPerceived attitudesand/or risksActions to take4
Project management templates from Project Agency – please alter to suit your needsMilestone ChartMain milestones/phases shown on higher chart, and sub-milestones for each phase on charts belowTIME [in suitable units -days, weeks, months, etc.]MILESTONESProject Agency Tele: 020 8446 7766www.projectagency.co.ukResponsibility5
Project management templates from Project Agency – please alter to suit your needsMilestone ReportProject:Date of Milestone meeting/discussion:Deliverables dueDuedateR/A/G*Action to take to bring deliverable or task back on schedule* R Red flags [off plan - describe in detail: quality, cost, time]A Amber [is almost off schedule or will definitely be off schedule NOTE: you may need to agree the precise definition before use]G Green flags [to plan or better - show savings]Project Agency Tel: 44 (0) 20 8446 7766www.projectagency.com6
Project management templates from Project Agency – please alter to suit your needsVariation FormActivityname /No.DescriptionSigned:Date tobedeliveredRevisedest.Q/C/TReason for delay.Q/C/T? ExplainEffect on projectProject SponsorProject ManagerDateProject Agency Tel: 44 (0) 20 8446 7766www.projectagency.com7
Project management templates from Project Agency – please alter to suit your needsRisk AnalysisScore as follows, for Likelihood and Impact: High 3, Medium 2, Low 1Nature ofRisk orUncertaintyLikelihoodHigh/Medium/LowProject Agency Tele: 020 8446 kelihoodx Impact[Score]Actions required and who willtake responsibility to manage therisk8
Project management templates from Project Agency – please alter to suit your needsBusiness Case FormPlease complete the form below and submit it to your project sponsor.Background to the project (PLEASE KEEP BRIEF)General aims(s)Initial RisksExpected OutcomesBenefits of running with this projectInitial estimates of cost and time :Time:Outcome of the business caseDecision from (x x)DateProject Agency Tel: 44 (0) 20 8446 7766www.projectagency.com9
Project management templates from Project Agency – please alter to suit your needsProject Definition Form [or PID]Project Title:Insert actual sponsor namePut here a very brief Sponsor:titleState below the link with the corporate agenda – the actual wording please.Put here the actual words in the corporate agenda – showing the link with this projectProject Background:The background to the project. Enough information to inform the reader.Project Benefits:An outline of what the benefits are to the organisation, individuals orstakeholders in delivering the projectProject Objectives:The specific objectives for the project. NOTE: the objectives can be oneline or more detailed text.Project Deliverables:What you will be delivering at the end of the project. NOTE: these arethe what you will have at the end of the project, e.g. a report, a building,improved service levels etc.This project will include:This project will not include:Planning details should not be included at this stage.This section defines the boundaries of theproject.Success Criteria:How you will measure the success of the project. NOTE: the successcriteria must be measurable.Constraints:Examples here can be specific (a skill which the project team must have)resources, or a legal deadline – NOTE: only include time and money if youcan quantify them.Key Assumptions:The assumptions you are making in putting this document together.Project Manager:Who fulfils this role and what they do.Project Sponsor:Who fulfils this role and what they do.Project Agency Tel: 44 (0) 20 8446 7766www.projectagency.com10
Project management templates from Project Agency – please alter to suit your needsProjectBoard/SteeringGroup Members:Who fulfils these rolesand what they do.NOTE: may not beappropriate forall projectsResource Costs:Project TeamMembers:BudgetnOther Costs:Total costs (attach a breakdown of the overall budget) VAT*– Some projects may have important VAT issues. Have you spoken to accountancy todiscuss these?Start Date:Completion Date:Signature of ProjectManager:Date:Approval from Sponsor:Date:n For your organisation, you will need to liaise with your Finance people in order to develop financialinformation that will inform project delivery. The data on this form in relation to finance needs tobe fine tuned to your organisational and project management needsProject Agency Tel: 44 (0) 20 8446 7766www.projectagency.com11
Project management templates from Project Agency – please alter to suit your needsProject Reporting FormProject Title:Number:Project Sponsor:Project Manager:Progress ReportRAG Status*:Report No.RED / AMBER / GREENHeadlinesTasks, Milestones, Outcomes delivered this periodTasks, Milestones, OutcomesMajor Risks and IssuesCommentsCompletion datesPlanActualInclude an assessment of the impact and any actions takenRecommendations and Requests for Decisions or SupportTasks, Milestones, Outcomes scheduled for nextperiodTasks, Milestones, Outcomes* REDAMBERGREENCommentsCompletion datesPlanForecast"Major concern - escalate to the next level" Slippage greater than 10% of remaining time or budget, or quality severelycompromised. Corrective Action not in place, or not effective. Unlikely to deliver on time to budget or qualityrequirements"Minor concern – being actively managed” Slippage less than 10% of remaining time or budget, or quality impact isminor. Remedial plan in place."Normal level of attention" No material slippage. No additional attention neededProject Agency Tel: 44 (0) 20 8446 7766www.projectagency.com12
Project management templates from Project Agency – please alter to suit your needsHighlight/Progress ReportPROJECT NAMEProject Name:Reporting Period:Project Manager:Prepared by:Date Prepared:Project Sponsor:RAG StatusProject Description:Rdd/mm/yyyyProject End Date:Key Deliverables Completed this periodKey Deliverables Outstanding this period0Project Phase:Key Deliverables for next reporting periodDeliveryDateRisk ManagementLog NoRiskDeliveryDateIssue ManagementAction/StatusLog NoIssueChange ManagementAction/StatusReq NoDetailsApprovedFinancial 0Project Agency Tele: 020 8446 ainingForecast013
Project management templates from Project Agency – please alter to suit your needsChange Control SheetProject TitleProject NumberProject ManagerCHANGE REQUESTOriginatorDate of requestChange request no.Phone:allocated by Change ControllerItems to be changedReference(s)Description of change (reasons for change, benefits, date required)Estimated cost, and time to implement (quotation attached? YesNo )Priority / Constraints (impact on other deliverables, implications of not proceeding, risks)CHANGE EVALUATIONWhat is affectedWork required (resources, costs, dates)Related change requestsName of evaluatorDate evaluatedSignatureCHANGE entsCHANGE IMPLEMENTATIONAssetImplementerDate completedSignatureChange Control LogProject TitleProject NumberProject ManagerProject Agency Tele: 020 8446 7766www.projectagency.co.uk14
Project management templates from Project Agency – please alter to suit your needsChangenumberDescription of changeProject Agency Tel: 44 (0) 20 8446 DateapprovedDatecompleted15
Project management templates from Project Agency – please alter to suit your needsActual V PlannedActivityPlannedTimeProject Agency Tel: 44 (0) 20 8446 7766www.projectagency.comActualTimeDifference Planned ActualCostCostDifference16
Project management templates from Project Agency – please alter to suit your needsAmend this Check Sheet to suit your projectProject Management - Check SheetA: SET UP - INITIATION1234Developed the business case?Is a full options appraisal necessary?Is the project in line with the strategicplan?Has the project received sign off bysponsor or project board?YNCOMMENTS5678Have you identified the critical path forthe project?Have you developed a communicationsplan and included its component partsinto the Gantt charts?Are you continuing to carry out riskanalysis throughout the project?Are quality standards high? How do youknow?B: SET UP - DEFINITIOND: DELIVERY1123456789Has a PID or project definition formbeen completed?Are roles explicit and documented?Are levels of authority clear?Have you carried out a stakeholderanalysis and planned accordingly?Have you assessed risks and put a planinto action to monitor them?Are you clear what is driving the projectQuality, Cost or Time (1 only)Have clear project review proceduresbeen established?Has planning started for a start upworkshop (or series of workshops)?Team selection - have you got thecorrect mix of skills and professionalexperience?C: DELIVERY PLANNING1234Have you broken the project down intoits component parts – work breakdownHow accurate are your estimates? If alow percentage then recalculate.Have you developed a milestone chartor produced a Gantt chart?Have you developed an overall projectbudget? Have you sought advice fromfinancial expertsProject Agency Tele: 020 8446 7766www.projectagency.co.uk23456YNCOMMENTSHave you identified the appropriate typeof control – loose versus tight?Project reporting – are you clear whoreports what and to whom and how?Do you have a clear procedure formanaging change?Have you developed a planned versusactual schedule? How up to date is it?Tolerance – have you an agreedtolerance figure?Variations – are these quickly flagged?E: CLOSEDOWN AND REVIEW12345Post project review has been planned?Learning identified?Is the project still delivering the benefitsintended?Is there a case for abandoning theproject – off schedule or delivered asignificant part of it?End of project review reports areproduced and circulated?17
Project management templates from Project Agency – please alter to suit your needsServices provided by Project AgencyProject Agency provides a wide range of services. Some of these are listed below: Delivering practical project management training:oooodesigned to ensure project managers and project team members understandthe processes and skills to deliver effectivelycustomised to meet specific needs – really targeting organisational needsworking with project teams focusing on delivering a specific project –alongside developing their team skillsrunning PRINCE2 qualification programmes or PRINCE2 training workshops Developing in-house project management systems i.e. a customised projectmanagement system ensuring consistency of approach - complete with templates Running briefing sessions for project sponsors so they can understand their importantrole in projects Carrying out audits of projects – after project completion, end of stage or an audit ofinternal project management approaches. Organising and running start up workshops for groups pre project – ensuring projectsget off to a really effective start Developing effective business cases. Effective project leadership. Working with senior managers identifying the key projects for the organisation and theirpriority Individual coaching support to project managers and project sponsors Developing programme management strategies and establishing project [programme]support officesPlease do visit our web site www.projectagency.com for further company information or call020 8446 7766 for further informationProject Agency Tele: 020 8446 7766www.projectagency.co.uk18
Blank Project Management Templates Saving Time! Saving Money! . small quick delivery (less than a month), others large long term projects which cost significant sums of money. . Score as follows, for Likelihood and Impact: High 3, Medium 2, Low 1 Nature of Risk or Uncertainty Likelihood High/ Medium/ Low Impact High/ Medium/ Low
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Project Templates Project Templates are reusable templates that provide robust starting points for your projects, saving time and simplifying projects from beginning to end. Project P&L Tab With the Project P&L Tab, you can now track the progress and monitor costs associated with each project, keeping you on top of financial performance.
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EIOPA Explanatory notes on reporting templates Variation Analysis templates 1.1. EIOPA has received in the last months a number of Q&A addressing the reporting of Variation Analysis templates (S.29.01 to S.29.04). The Q&A received covered most of the templates and put into question how the templates are to be interpreted in many areas.
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