The Practical Guide to Project Management

Project Management The one-stop resource for project management documentation and templates for all projects The success of any project is crucially dependent on the documents produced for it. The Practical Guide to Project Management Documentation provides a complete and reliable source of explanations and examples for every possible project-related document-from the proposal, business case, and project plan, to the status report and final post-project review. The Practical Guide to Project Management Documentation is packed with material that slashes the time and effort expended on producing new documents from scratch. Following the processes in the Project Management Institute's Project Management Body of Knowledge (PMBOK(r)), this one-stop, full-service book also offers tips and techniques for working with documents in each project process. Documentation for several project/client scenarios is addressed, including internal and externally contracted projects. A single project-the construction of a water theme park-is used as the case study for all the document examples. An included CD-ROM provides all the documents from the book as Microsoft Word(r) files. Readers can use these as a framework to develop their own project documents. The Practical Guide to Project Management Documentation is an unmatched reference for the numerous documents essential to project managers in all industries.

JOHN RAKOS, PMP, is President of John J. Rakos and Associates Consultants Ltd., a small company in Ottawa, Ontario, dedicated to providing project management training and consulting. He has been in the project management industry for more than thirty years, during which time he has worked as a project manager for companies such as Nortel and Digital Equipment Corporation, and for the federal governments of the United States and Canada. He teaches both undergraduate and MBA-level project management courses at the University of Ottawa. He authored this book with five students from his MBA classes.

Preface

ix

Introduction

xiii

The Importance of Documents

xiii

Standards

xiii

The Documentation Plan

xiii

The Case Study Project

xiv

The Order and Necessity of the Documents

xiv

Items Not Included in the Examples

xviii

Part I Initiation Phase Documents

1

(94)

Chapter 1 Project Concept

3

(4)

Project Concept: Discussion

3

(2)

Project Concept Outline

4

(1)

Project Concept: Example

5

(2)

Chapter 2 Business Case

7

(20)

Business Case: Discussion

7

(5)

Business Case Outline

8

(4)

Business Case: Example

12

(12)

Appendix A: Water Park Cash-Flow Analysis

24

(3)

Chapter 3 Project Charter

27

(32)

Project Charter: Discussion

27

(6)

Project Charter Outline

28

(5)

Project Charter: Example

33

(20)

Part 1: Project Governance

35

(6)

Part 2: Project Management

41

(12)

Appendix A: Summary WBS and Schedule

53

(1)

Appendix B: Financial Estimates

54

(1)

Appendix C: Risk Assessment

55

(2)

Appendix D: Conceptual Design

57

(2)

Chapter 4 Proposal

59

(36)

Request for Proposal: Discussion

59

(4)

Request for Proposal Outline

59

(3)

Proposal Evaluation Plan

62

(1)

Request for Proposal: Example

63

(1)

Appendix A: Offer of Services

64

(1)

Appendix B: Terms of Reference

65

(4)

Appendix C: Evaluation Criteria

69

(1)

Proposal: Discussion

70

(4)

Proposal Outline

70

(4)

Proposal Example

74

(16)

Envelope 1: Technical Information

76

(12)

Envelope 2: Financial Information

88

(2)

Proposal Evaluation: Discussion

90

(2)

Proposal Evaluation: Example

92

(3)

Part II Planning Phase Documents

95

(120)

Chapter 5 Project Plan

97

(32)

Project Plan: Discussion

97

(5)

Project Plan Outline

97

(5)

Project Plan: Example

102

(18)

Appendix A: Work Breakdown Structure

120

(3)

Appendix B: Financial Information

123

(2)

Appendix C: Risk Assessment

125

(3)

Appendix D: Conceptual Design

128

(1)

Chapter 6 Communications Plan

129

(20)

Communications Plan: Discussion

129

(9)

Communications Plan Outline

131

(7)

Communications Plan: Example

138

(6)

Appendix A: Stakeholder Communications Chart

144

(5)

Chapter 7 Risk Management Plan

149

(24)

Risk Management Plan: Discussion

149

(4)

Risk Management Plan Outline

150

(3)

Risk Management Plan: Example

153

(7)

Appendix A: Water Park Risk Description Forms

160

(11)

Appendix B: Water Park Risk Management Summary

171

(2)

Chapter 8 Quality Management Plan

173

(16)

Quality Management Plan: Discussion

173

(6)

Quality Management Plan Outline

175

(4)

Quality Management Plan: Example

179

(7)

Appendix A: Manual of Project Procedures

186

(3)

Chapter 9 Procurement Plan

189

(16)

Procurement Plan: Discussion

189

(5)

Procurement Plan Outline

190

(4)

Procurement Plan: Example

194

(9)

Appendix A: Architectural Design Detailed Evaluation Criteria

203

(1)

Appendix B: WBS and Procurement Schedule for Detailed Architectural Design Services

204

(1)

Appendix C: CCDC and CCA Standard Construction Contracts

204

(1)

Chapter 10 Acceptance Test Plan

205

(1)

Acceptance Test Plan: Discussion

205

(2)

Acceptance Test Plan Outline

206

(1)

Appendix A: Acceptance Test Schedule

207

(1)

Appendix B: Acceptance Test Method and Results

207

(2)

Acceptance Test Plan: Example

209

(1)

Appendix A: Acceptance Test Schedule

210

(1)

Appendix B: Acceptance Test Method and Results

210

(5)

Part III Execution Phase Documents

215

(70)

Chapter 11 Project Meetings and Reports

217

(16)

Team Status Meeting: Discussion

217

(3)

Team Status Meeting: Example

220

(2)

Project Progress Meeting: Discussion

222

(1)

Project Progress Meeting: Example

223

(3)

Project Status Report: Discussion

226

(2)

Project Status Report Outline

226

(2)

Project Status Report: Example

228

(2)

Appendix A: Tracking Gantt Chart

230

(1)

Appendix B: Financial Report

231

(2)

Chapter 12 Risk Control Report

233

(22)

Risk Control Report: Discussion

233

(3)

Risk Control Report Outline

235

(1)

Risk Control Report: Example

236

(16)

Appendix A: Project Risk Table

252

(1)

Appendix B: Risk Management Summary Table

253

(2)

Chapter 13 Quality Assurance and Quality Control Reports

255

(16)

Quality Assurance and Quality Control Reports: Discussion

255

(2)

Quality Assurance Report Outline

257

(5)

Quality Control Report Outline

259

(3)

Quality Assurance Report: Example

262

(4)

Quality Control Report: Example

266

(5)

Chapter 14 Problem Report and Change Request

271

(6)

Problem Report and Change Request: Discussion

271

(3)

Problem and Issue Management

271

(1)

Change Management

272

(2)

Problem Report and Change Request: Example

274

(1)

Change Order Form: Example

275

(2)

Chapter 15 Acceptance Report

277

(8)

Acceptance Report: Discussion

277

(2)

Acceptance Report Outline

278

(1)

Acceptance Report: Example

279

(1)

Appendix A: Acceptance Test Results

280

(5)

Part IV Closing Phase Documents

285

(20)

Chapter 16 Post-Project Report

287

(16)

Post-Project Report: Discussion

287

(4)

Post-Project Report Outline

288

(3)

Post-Project Report: Example

291

(7)

Appendix A: Work Breakdown Structure and Schedule

298

(2)

Appendix B: Financial Summary

300

(2)

Appendix C: Earned Value Chart

302

(1)

Chapter 17 Conclusion

303

(2)

Appendix: About the CD-ROM

305

(4)

Index

309

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The Practical Guide to Project Management Documentation

Summary

Author Biography

Table of Contents

Supplemental Materials