MGMT 550 FALL Template Project Management Plan

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MGMT 550, FALL 2024

MIDTERM EXAM
Instructor: Gozde Onaran Patry

Reading: See your Syllabus and Class 1, 2, 3, 4, 5, and 6 materials.

Due Date: November 11th, 2024, before 08:00 PM. Passed the deadline you will fail.
This exam counts for the 30% of your total grade.

Teamwork: Only your project manager will send me the final work on TEAMS, don’t forget to CC
your midterm paper’ to your team mates. (Send me aconfirmation to my email:
[email protected], Subject: ABS MGMT 550 MIDTERM + your team name.)

Midterm subject:

Finalize your project management plan which should include:


1. High Level Project Charter, with SOW, final budget, main risks, assumptions, milestones and
main stakeholders.
2. Scope Management Plan with WBS
3. Time Management Plan with a Gantt Chart
4. Cost Management Plan with a budget and cost baseline
5. Stakeholder Management Plan with the Stakeholder register
6. Risk Management Plan with the Risk register
7. Quality Management Plan with quality register
8. Procurement Management Plan with procurement register
9. Team Roster with RACI
10. You can skip the change management and communication plans, and the WBS dictionary part.
We will cover them in the coming weeks.

Requirements:

 WBS at least 4 levels below the project and at least 5 tasks per level.
 Name and number all tasks.
 Use word or excel for your tables.
 Use the Matrices below with the same police.
 Plus: Cover Page, Table of Content, header and footer.
 Don’t remove pages with the signature.
 Don’t exceed 20 pages.
Project Management Plan Template

PROJECT MANAGEMENT PLAN TEMPLATE


This Project Management Plan Template is free for you to copy and use on your project
and within your organization.

PROJECT MANAGEMENT PLAN


<PROJECT NAME>

COMPANY NAME
STREET ADDRESS
CITY, STATE ZIP CODE

DATE
XXX

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Project Management Plan Template

TABLE OF CONTENTS

PROJECT CHARTER
INTRODUCTION.................................................................................................................................2
PROJECT MANAGEMENT APPROACH................................................................................................2
PROJECT SCOPE................................................................................................................................3
MILESTONE LIST..............................................................................................................................3
SCHEDULE BASELINE AND WORK BREAKDOWN STRUCTURE.........................................................4
CHANGE MANAGEMENT PLAN.........................................................................................................5
COMMUNICATIONS MANAGEMENT PLAN........................................................................................6
COST MANAGEMENT PLAN..............................................................................................................8
PROCUREMENT MANAGEMENT PLAN..............................................................................................9
PROJECT SCOPE MANAGEMENT PLAN...........................................................................................10
SCHEDULE MANAGEMENT PLAN....................................................................................................10
QUALITY MANAGEMENT PLAN......................................................................................................12
RISK MANAGEMENT PLAN.............................................................................................................13
RISK REGISTER...............................................................................................................................14
STAFFING MANAGEMENT PLAN.....................................................................................................14
RESOURCE CALENDAR...................................................................................................................15
COST BASELINE..............................................................................................................................16
QUALITY BASELINE........................................................................................................................17
SPONSOR ACCEPTANCE..................................................................................................................18

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Project Management Plan Template

PROJECT CHARTER

INTRODUCTION

The Introduction provides a high level overview of the project and what is included in this
Project Management Plan. This should include a high level description of the project and
describe the projects deliverables and benefits. Excessive detail is not necessary in this section
as the other sections of the project plan will include this information. This section should
provide a summarized framework of the project and its purpose. Look back at the Project Charter
for information to include in this section.

PROJECT MANAGEMENT APPROACH

This section is where you outline the overall management approach for the project. This section
should describe, in general terms, the roles and authority of project team members. It should
also include which organizations will provide resources for the project and any resource
constraints or limitations. If there are any decisions which must be made by specific individuals
—for example authorizing additional funding by the project sponsor—this should also be stated
here. It should be written as an Executive Summary for the Project Management Plan.

PROJECT SCOPE

State the scope of the project in this section. The scope statement from the project charter should
be used as a starting point; however, the project plan needs to include a much more detailed
scope than the charter. This detail should include what the project does and does not include.
The more detail included in this section, the better the product. This will help to clarify what is
included in the project and help to avoid any confusion from project team members and
stakeholders.

MILESTONE LIST

Provide a summary list of milestones including dates for each milestone. Include an introductory
paragraph in this section which provides some insight to the major milestones. This section
should also mention or discuss actions taken if any changes to the milestones or delivery dates
are required.

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Project Management Plan Template

Milestone Description Date


Complete Requirements All requirements for SmartVoice must be determined 2/28/24
Gathering to base design upon
Complete SmartVoice This is the theoretical design for the software and its 5/31/24
Design functionality
Complete SmartVoice All coding completed resulting in software prototype 7/31/24
Coding
Complete SmartVoice All functionality tested and all identified errors 8/31/24
Testing and Debugging corrected
Complete Transition of Completed software and documentation transitioned 11/30/24
SmartVoice to TSI to operations group to begin production
Production

SCHEDULE BASELINE AND WORK BREAKDOWN STRUCTURE

This section should discuss the WBS, WBS Dictionary, and Schedule baseline and how they will
be used in managing the project’s scope. The WBS provides the work packages to be performed
for the completion of the project. The WBS Dictionary defines the work packages, as you don’t
need one for your assignment you can skip it. The schedule baseline provides a reference point
for managing project progress as it pertains to schedule and timeline. The schedule baseline and
work breakdown structure (WBS) should usually be created in Microsoft Project. You can add
your WBS below or you can export from the MS Project file.

INCLUDE WBS

CHANGE MANAGEMENT PLAN (YOU CAN SKIP THIS PART)

This section should describe your change control process. Ideally, this process will be some type
of organizational standard which is repeatable and done on most or all projects when a change is
necessary. Changes to any project must be carefully considered and the impact of the change
must be clear in order to make any type of approval decisions. Many organizations have change
control boards (CCBs) which review proposed changes and either approve or deny them. This is
an effective way to provide oversight and ensure adequate feedback and review of the change is
obtained. This section should also identify who has approval authority for changes to the
project, who submits the changes, how they are tracked and monitored.

For complex or large projects the Change Management Plan may be included as an appendix to
the Project Management Plan or as a separate, stand-alone document.

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Project Management Plan Template

COMMUNICATIONS MANAGEMENT PLAN (YOU CAN SKIP THIS PART)

The purpose of the Communications Management Plan is to define the communication


requirements for the project and how information will be distributed to ensure project success.
You should give considerable thought to how you want to manage communications on every
project. By having a solid communications management approach you’ll find that many project
management problems can be avoided. In this section you should provide an overview of your
communications management approach. Generally, the Communications Management Plan
defines the following:
 Communication requirements based on roles
 What information will be communicated
 How the information will be communicated
 When will information be distributed
 Who does the communication
 Who receives the communication
 Communications conduct

For larger and more complex projects, the Communications Management Plan may be included
as an appendix or separate document apart from the Project Management Plan.

Communication Description Frequency Format Participants/ Deliverable Owner


Type Distribution
Email Project Sponsor,
Weekly Status Project
summary of Weekly Email Team and Status Report
Report Manager
project status Stakeholders
Meeting to
Updated
Weekly Project review action Project
Weekly In Person Project Team Action
Team Meeting register and Manager
Register
status
Present
Project Sponsor, Status and
Project Monthly metrics and Project
Monthly In Person Team, and Metric
Review (PMR) status to team Manager
Stakeholders Presentation
and sponsor
Present
Phase
closeout of Project Sponsor,
Project Gate completion Project
project phases As Needed In Person Team and
Reviews report and Manager
and kickoff Stakeholders
phase kickoff
next phase
Review of any
technical
Technical
Technical Design designs or Project
As Needed In Person Project Team Design
Review work Manager
Package
associated
with the project

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Project Management Plan Template

Project team directory for all communications is:

Name Title E mail Office Phone Cell Phone


John Davis Project Sponsor [email protected] xxx-xxx-xxxx xxx-xxx-xxxx
Joe Green Project Manager [email protected] xxx-xxx-xxxx xxx-xxx-xxxx
Senior
Herb Walker [email protected] xxx-xxx-xxxx xxx-xxx-xxxx
Programmer
Jason Black Programmer [email protected] xxx-xxx-xxxx xxx-xxx-xxxx
Sr. Quality
Mary White [email protected] xxx-xxx-xxxx xxx-xxx-xxxx
Specialist
Quality
Ron Smith [email protected] xxx-xxx-xxxx xxx-xxx-xxxx
Specialist
Tom Sunday Technical Writer [email protected] xxx-xxx-xxxx xxx-xxx-xxxx
Testing
Karen Brown [email protected] xxx-xxx-xxxx xxx-xxx-xxxx
Specialist

COST MANAGEMENT PLAN

The Cost Management Plan clearly defines how the costs on a project will be managed
throughout the project’s lifecycle. It sets the format and standards by which the project costs are
measured, reported, and controlled. Working within the cost management guidelines is
imperative for all project team members to ensure successful completion of the project. These
guidelines may include which level of the WBS cost accounts will be created in and the
establishment of acceptable variances. The Cost Management Plan:
 Identifies who is responsible for managing costs
 Identifies who has the authority to approve changes to the project or its budget
 How cost performance is quantitatively measured and reported upon
 Report formats, frequency and to whom they are presented

For complex or large projects the Cost Management Plan may be included as an appendix to the
Project Management Plan or as a separate, stand-alone document.

INCLUDE YOUR BUDGET

PROCUREMENT MANAGEMENT PLAN

The Procurement Management Plan should be defined enough to clearly identify the necessary
steps and responsibilities for procurement from the beginning to the end of a project. The project
manager must ensure that the plan facilitates the successful completion of the project and does
not become an overwhelming task in itself to manage. The project manager will work with the
project team, contracts/purchasing department, and other key players to manage the procurement
activities.

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Project Management Plan Template

For larger projects or projects with more complicated procurement management requirements,
you can include the Procurement Management Plan as a separate document apart from the
Project Management Plan.

INCLUDE YOUR PROCUREMENT REGISTER

PROJECT SCOPE MANAGEMENT PLAN

It is important that the approach to managing the projects’ scope be clearly defined and
documented in detail. Failure to clearly establish and communicate project scope can result in
delays, unnecessary work, failure to achieve deliverables, cost overruns, or other unintended
consequences. This section provides a summary of the Scope Management Plan in which it
addresses the following:
 Who has authority and responsibility for scope management
 How the scope is defined (i.e. Scope Statement, WBS, WBS Dictionary, Statement of
Work, etc.)
 How the scope is measured and verified (i.e. Quality Checklists, Scope Baseline, Work
Performance Measurements, etc.)
 The scope change process (who initiates, who authorizes, etc.)
 Who is responsible for accepting the final project deliverable and approves acceptance of
project scope

A detailed Scope Management Plan can be included as an appendix to the Project Management
Plan for larger or more complex projects. Be sure to review it and determine if it's necessary for
managing your project.

SCHEDULE MANAGEMENT PLAN

This section provides a general framework for the approach which will be taken to create the
project schedule. Effective schedule management is necessary for ensuring tasks are completed
on time, resources are allocated appropriately, and to help measure project performance. This
section should include discussion of the scheduling tool/format, schedule milestones, and
schedule development roles and responsibilities.

The separate Schedule Management Plan is suitable for larger projects or projects where the
schedule management is more formalized.

INCLUDE YOUR GANTT CHART

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Project Management Plan Template

QUALITY MANAGEMENT PLAN

This section discusses how quality management will be used to ensure that the deliverables for
the project meet a formally established standard of acceptance. All project deliverables should
be defined in order to provide a foundation and understanding of the tasks at hand and what work
must be planned. Quality management is the process by which the organization not only
completes the work, but completes the work to an acceptable standard. Without a thorough
Quality Management Plan, work may be completed in a substandard or unacceptable manner.
This section should include quality roles and responsibilities, quality control, quality assurance,
and quality monitoring.

For larger or more complex projects, the Quality Management Plan may be included as an
appendix or separate document.

INCLUDE YOUR QUALITY REGISTER

RISK MANAGEMENT PLAN

This section provides a general description for the approach taken to identify and manage the
risks associated with the project. It should be a short paragraph or two summarizing the
approach to risk management on this project.

Since risk management is a science in itself, look for the detailed Risk Management Plan, Risk
Register along with templates for performing a risk assessment meeting.

RISK REGISTER

INCLUDE YOUR RISK REGISTER

STAFFING MANAGEMENT PLAN

Discuss how you plan to staff the project. This section should include discussion on matrixed or
projectized organizational structure depending on which is being used for this project. This
section should also include how resources will be procured and managed as well as the key
resources needed for the project.

INCLUDE YOUR TEAM ROSTER

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Project Management Plan Template

RESOURCE CALENDAR

Include a Resource Calendar as part of your project plan. The resource calendar identifies key
resources needed for the project and the times/durations they'll be needed. Some resources may
be needed for the entire length of the project while others may only be required for a portion of
the project. This information must be agreed to by the Project Sponsor and Functional Managers
prior to beginning the project.

SmartVoice Resource Calendar

180

160

140

120
Hours per month

PM
100 Programmers
Quality Specs
80 Tech Writer
Testing Spec
60

40

20

0
Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec
Month

COST BASELINE

This section contains the cost baseline for the project upon which cost management will be
based. The project will use earned value metrics to track and manage costs and the cost baseline
provides the basis for the tracking, reporting, and management of costs.

Project Phase Budgeted Total Comments


Planning $350,000 Includes work hours for all project
team members for gathering
requirements and planning project
Design $250,000 Includes work hours for all project
team members for work on
SmartVoice conceptual design
Coding $200,000 Includes all work hours for coding
of SmartVoice
Testing $175,000 Includes all work hours for testing

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Project Management Plan Template

(including beta testing) of


SmartVoice software
Transition and Closeout $150,000 Includes all work hours for
transition to operations and project
closeout

QUALITY BASELINE

This section should include the quality baseline for the project. The purpose of this baseline is to
provide a basis for ensuring that quality can be measured to determine if acceptable quality
levels have been achieved. It is important for all projects to clearly define and communicate
quality standards and the quality baseline serves this purpose.

Item Acceptable Level Comments


Voice Recognition At least 98% recognition level Using standard TSI English
with 2% or less errors in text language databases
Compatibility No errors associated with Using the _______ suite of
running software with applications
compatible applications
Supporting Documentation Less than 1% failure rate in
beta testing new users to run
setup and execute software
functionality

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Project Management Plan Template

SPONSOR ACCEPTANCE

Approved by the Project Sponsor:

Gozde Onaran Patry__________________________ Date:____________________

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