Appendix B

Sample Project Management Forms

Here are the forms covered throughout Project Management JumpStart. You can use them as is or adapt them
to your particular project needs.

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 292 Appendix B

Project concept document (from Chapter 3):

Project Concept Document

I. General Information

Project name:_________________________________ Project number:_______________

Requestor name: ______________________________ Date of request:_______________
Requestor’s contact information:___________________

Section One — To be completed by the requestor

II. Business Justification State the reason this project is needed and what problem or issue the project will
resolve. Describe the impacts to the organization if the project is not approved.

III. Project Description Provide a high-level overview of the project objectives. Include a brief list of desired
project outcomes.

IV. Project Costs Provide high-level estimates if known.

V. Timeframe Is there a critical completion date? Y/N Date required:_________________

Desired completion date if not critical:_________________

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Project Concept Document—page 2

Section Two — To be completed by the business unit manager or project manager

VI. Planning Estimates Provide a high-level estimate of project completion.

VII. Business Areas Impacted List all business units impacted by this project.

Section Three — To be completed by the review committee

VIII. Selection Committee Review

Date of review:
Comments:
Project reviewed/denied:
Project priority:

IX. Signatures of Review Committee

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 294 Appendix B

Project charter (from Chapter 3):

Project Charter

I. General Information

Project name:_________________________________ Project number:_______________

Sponsor name:______________________________ Date:_______________________

II. Project Overview Describe the product or service of the project, the reason the project was undertaken,
and the purpose of the project.

III. Project Objectives Describe the overall objectives of the project and what factors will determine the
success of the project.

IV. Requirements Describe the expectations and requirements of the customer, sponsor, and stakeholders.

V. Business Justification State the reason this project is needed and what problem or issue the project will
resolve. Describe the impacts to the organization if the project is not approved.

VI. Resource Costs Provide cost estimates if known, including monies already expended such as a feasibility
and Estimates study or consulting time.

VII. Roles and Responsibilities List the stakeholders and their responsibilities.

VIII. Signatures Include signature lines for the project sponsor, project manager, key stakeholders,
customers, and vendors.

IX. Attachments List the attachments to the charter here.

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Project kickoff meeting agenda (from Chapter 3):

Project Kickoff Meeting Agenda

I. General Information

Project name:_________________________________ Project number:_______________

Project Manager name:__________________________ Date:_______________________

II. Agenda Items

1. Introductions
2. Project charter
3. Project purpose
4. Project objectives
5. Roles and responsibilities
6. Questions

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Project scope statement (from Chapter 4):

Project Scope Statement

I. General Information

Project name:_________________________________ Project number:_______________

Project Manager name: __________________________ Date:_______________________

II. Project Overview Describe the product or service of the project, the reason the project was undertaken,
and the purpose of the project.

III. Project Goals Describe the project goals using the SMART (Specific, Measurable, Accurate and Agreed
and Objectives to, Realistic, Time Bound) formula. These goals will be used to measure and determine
the project ’s success at its conclusion.

IV. Comprehensive These are the products or services that must be produced in order to fulfill the goals of
List of Project the project. Deliverables should have measurable, verifiable results and outcomes.
Deliverables Identify critical success factors.

V. Comprehensive Requirements are the specifications of the deliverables.

List of Project
Requirements

VI. Exclusions from List all deliverables or requirements that are not part of this project.
Scope

VII. Time and Cost Include initial estimates of time and resources. These are estimates only and will be
Estimates updated after additional project planning activities are completed.

VIII. Roles and Include a roles-and-responsibilities chart, detailing project responsibilities.

Responsibilities

IX. Assumptions List all project assumptions.

X. Product Acceptance List all project acceptance criteria.

Criteria

XI. Constraints List all project constraints.

XII. Signatures Include signature lines for the project sponsor, project manager, key stakeholders,
customers, and vendors.

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Communications plan (from Chapter 4):

Communications Plan

I. General Information

Project name:_________________________________ Project number:_______________

Project Manager name: __________________________ Date:_______________________

Communication Recipients Method Timing Prepared By

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Materials, supplies, and equipment list (from Chapter 6):

Materials, Supplies, and Equipment List

I. General Information

Project name:_________________________________ Project number:_______________

Project Manager name:__________________________ Date:_______________________

II. Materials, Supplies, and Equipment Needed

Task Materials Needed Quantity Available/Procure Approximate Cost

Design program New PCs 4 Procure $2,100 each
modules
Software licenses 6 Procure $42,000 total

Write programs Programming 6 Procure $62,000 total

software
Sample handhelds 2 Procure $1,900 total

Training 10 Procure $2,500 each

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Quality management plan (from Chapter 8):

Quality Management Plan

I. General Information

Project name:_________________________________ Project number:_______________

Project Manager name:__________________________ Date:_______________________

II. Project Overview Provide an overview of the project, including its primary goals.

III. Quality Standards Note any quality policies, standards, or regulations the project team will be required
and Regulations to follow.

IV. Quality Criteria Provide a detailed list of the quality criteria needed to consider the deliverables complete
and correct. Include each deliverable and its quality criteria.

V. Quality Assurance List the activities and processes that will be used to monitor adherence to the
Procedures quality criteria.

VI. Quality Management Include a roles and responsibility chart detailing who’s responsible for which
Roles and Responsibilities quality activities.

VII. Signatures Include signature lines for the project sponsor, project manager, and those responsible for
quality assurance and review.

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Project status report (from Chapter 10):

Project Status Report

I. General Information

Project name:_________________________________ Project number:_______________

Project Manager name:__________________________ Report period ending:___________

II. Progress Made Since Last Reporting Period

III. Scheduled and Actual Completion Dates

IV. Progress Expected This Reporting Period Not Completed

V. Progress Expected Next Reporting Period

VI. Issues

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Action item log (from Chapter 10):

Action Item Log

I. General Information

Project name:_________________________________ Project number:_______________

Project Manager name:__________________________

II. Action Item Log

ID: Date reported: Action item: Assigned to: Date resolved:

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 302 Appendix B

Change request form (from Chapter 11):

Change Request Form

I. General Information

Project name:_________________________________ Project number:_______________

Requestor name:________________ Requestor’s contact information: _____________ Date of request:______
Change request tracking number:___________________ Date request approved/denied:__________________

Section One—To Be Completed by the Requestor

II. Description of Change Request Include a detailed description of the requested scope change.

III. Business Justification for Change Describe how the business, project, or product will benefit from the
requested change.

IV. Impacts of Not Making the Change Describe how the business, project, or product will be impacted if the
change is not made.

V. Alternatives to Change Describe any known alternatives to the change.

Section Two—To Be Completed by the Project Manager

VI. Impacts of the Change Describe the impacts of this change to the project schedule, budget, and quality.

VII. Alternatives to Change Describe alternative solutions to the change.

VIII. Recommendation to the Describe the project manager’s recommendation to approve or

Change Control Board deny the change. Include justification for the recommendation.

Section Three—To Be Completed by the Change Control Board

Recommendation: Include a discussion concerning the goals of the project. Does this change significantly
Date of Review: impact the goals of the project such that the project goals can no longer be met?
Should this change be considered a new project or phase two of the existing project, etc.?

Signature:

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Final status report (from Chapter 12):

Final Status Report

I. General Information

Project name:_________________________________ Project number:_______________

Project Manager name:__________________________ Date of report:________________

II. Project Overview Describe the final product or service of the project, the reason the project was
undertaken, and the purpose of the project. Include a description of the business
problem that was solved by implementing this project.

III. Project Goals Identify the goals that were met during this project and compare them to the goals
and Objectives on the scope statement.

IV. Project Deliverables Identify the major deliverables or milestones met, their due dates according to the
and Milestones final plan, their actual delivery dates, and stakeholder acceptance dates.

V. Project Budget Give a final overview of the project budget and variances from the budget.

VI. Quality Assurance Document acceptance of the quality criteria and inspections.

VII. Comments Include any information that reminds stakeholders of agreements made concerning
deliverables that were moved to phase two of the project, major problems that were
encountered and how they were resolved, risk events that need further explanation, and so on.

VIII. Final Acceptance Provide a way for each stakeholder to indicate their acceptance of the project and
and Signatures sign their name.

Accept/Decline Stakeholder name_______________

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