Project Management GuideBook.pdf

PROJECTMANAGEMENT GUIDEBOOK 12 ISBN 0-473-10445-8 risk and issues.com charge. The Method123 Team change.Method123. sold. including peers. activity and task is described. then this short ebook will give you project management success. customers and suppliers. modified. Kind regards You’ll also learn how to manage time. We hope you find it valuable…. helping you to apply a best practice approach to managing your project. Please feel free to distribute this ebook to anyone you like. the knowledge you’re looking for.Method123. you’ll learn how to manage staff. Visit www. For the complete set of project management templates which complement this ebook. re-branded. published. All rights reserved. on the condition that it’s not copied.method123. By reading it you will learn how to initiate. copying.About this ebook Distribution Copyright Hi and thank you for downloading this free ebook This ebook has been provided to you free of from www. quality.com 2 . cost. Every phase. successfully by describing each of the steps in the We’ve used stenography techniques to identify Project Lifecycle. And finally. see www. friends If you want to deliver your projects on time and and team members. to help them to achieve within budget. execute and close projects properly. hired out This ebook helps you to manage projects more or otherwise distributed for commercial purposes.com There you will find a comprehensive suite of templates to help you complete every step in the project lifecycle. plan. © Method123 Inc. ............1 Additional Resources................4.............................................................................2.............................1 Welcome...................................3......................................... 10 2..................................... Appendix........... 8 2....3........................ 4 1.....1........... 5 2.......................... 12 2.........................................................5 Set up Project Office.....................................................8 Develop Procurement Plan..............2........................com 3 .... 4 1.......................7 Develop Communications Plan........................................ 13 2.............................................................................................................................. 14 3...................................................................................................... 7 2...... 4 1................ 4 2................................. Visit www.................................................... 8 2........................... 12 2..........................................3 What is Project Management?............................................5 Develop Risk Plan..... 7 2................................................................................. 9 2..... Introduction.............method123...........................1......................................... 7 2.......................Table of Contents 1..2 Review Project Completion................... 14 3.... 8 2................ Project Lifecycle...............................4 Appoint Project Team....................2....2.......... 13 3.....................................................2.. 7 2...............................3 Perform Phase Review.... 7 2.......... 10 2.................................................... All rights reserved........2.......1..........4 Closure.................................................................... 10 2.......................................................................................................... 11 2.................................................... 15 © Method123 Inc...............1................................................2 Planning.......................................................................................1............... 8 2......................................... 8 2........................... 9 2......2.......................................2 Develop Resource Plan................2 Glossary of Terms.................... 10 2.4...........................2....................1..........1 Perform Project Closure...................................................2 Monitor and Control......................4 Develop Quality Plan...........................................................9 Contract Suppliers..................... 10 2.................3 Develop Financial Plan............................................................................................................3..............................................2 What is a Project?...........1 Initiation ...3 Establish Project Charter........................................................1 Develop Business Case..............................................................................................1 Develop Project Plan......................................................2 Perform Feasibility Study................................3 Execution......... 8 2............1 Build Deliverables.6 Perform Phase Review...10 Perform Phase Review........................2................ 10 2..................... documentation tools required to make your project a success. audit checklists and review ▪ Are unique in nature. registers. quality and scope on projects. At the start of a project an agreed amount of labor. to what many consider a complex process: the management of projects. This Guidebook is 1.method123. They do not involve forms repetitive processes. Examples include time ▪ Have a defined timescale. planning software. cost likelihood of success and quality constraints”. Specialist knowledge. whereas operational ▪ A series of processes. ▪ A suite of tools. tools and end to end. Every project undertaken is different from the last. typically.2 What is a Project? ▪ A set of skills. Various management activities often involve undertaking repetitive techniques and processes are required to (identical) processes monitor and control time. Project Management comprises: 1. Projects are allocated a level of financial expenditure within which the deliverables must be produced to meet a specified customer requirement ▪ Have limited resources. skills and experience are required to reduce the level of A project is “a unique endeavor to produce a set risk within a project and thereby enhance its of deliverables within clearly specified time. risk which the deliverables must be produced to management and issue management. quality clearly specified start and end date within management. equipment and materials is allocated to the project ▪ Involve an element of risk. The purpose of a project. is to improve an organization Welcome to the Project Management Guidebook. Visit www.com 4 . cost management. Introduction 1. All rights reserved.3 What is Project Management? designed to simplify the management processes required to manage a project successfully from “Project Management is the skills.1 Welcome ▪ Achieve beneficial change. meet a specified customer requirement ▪ Have an approved budget. Projects have a management. Projects entail a level of uncertainty and therefore carry business risk © Method123 Inc. Examples include document templates.1. change management. modeling software. cost. Various types of tools are used Projects are different from standard business by project managers to improve their chances operational activities as they: of success. It defines Project Management in management processes required to undertake a simple terms and provides you with all of the project successfully”. through the implementation of business This Guidebook provides a practical approach change. 2. Approval is then sought to move into the detailed planning phase. A feasibility study is then conducted to investigate the likelihood of each solution option addressing the business problem and a final recommended solution is put forward. which outlines the objectives. All rights reserved. The Project Manager begins recruiting a project team and establishes a Project Office environment. The Project Lifecycle consists of four phases: Project Initiation The Initiation Phase is the first phase in the project.com 5 . A ‘Project Charter’ is completed. © Method123 Inc. Once the recommended solution is approved. scope and structure of the new project. and a Project Manager is appointed. a project is initiated to deliver the approved solution. In this phase a business problem (or opportunity) is identified and a business case which provides various solution options is defined. Project Lifecycle The following diagram outlines the Project Life-Cycle.method123. Visit www. At this point the project has been planned in detail and is ready to be executed. While the activities and tasks are being executed. Project Execution This phase involves the execution of each activity and task listed in the Project Plan. dependencies and timeframes) The following sections provide a more detailed ▪ Resource Plan (listing the labor. This includes the identification of changes. ▪ Quality Plan (providing quality targets. Once all of the deliverables have been produced and the customer has accepted the final solution. the project is ready for closure. terminating supplier contracts. Visit www. assurance and control measures) ▪ Risk Plan (highlighting potential risks and actions taken to mitigate them) ▪ Acceptance Plan (listing the criteria to be met to gain customer acceptance) ▪ Communications Plan (listing the information needed to inform stakeholders) ▪ Procurement Plan (identifying products to be sourced from external suppliers).Project Planning releasing project resources and communicating the closure of the project to all stakeholders. Project Closure Project Closure involves releasing the final deliverables to the customer. risks and issues. This involves the creation of a: success of the project and list any lessons learnt ▪ Project Plan (outlining the activities. All rights reserved. the review of deliverable quality and the measurement of each deliverable being produced against the acceptance criteria. the project enters the detailed Implementation Review to quantify the overall planning phase. equipment and description of each phase and list document materials required) templates which provide the Project Manager ▪ Financial Plan (identifying the labor. a series of management processes are undertaken to monitor and control the deliverables being output by the project. tasks. for future projects.com 6 . © Method123 Inc.method123. Once the scope of the project has been defined in The last remaining step is to undertake a Post the Project Charter. equipment with guidance on how to complete each phase and materials costs) successfully. handing over project documentation. need to be appointed prior to the establishment of the project team. risks and issues are documented.3 Establish Project Charter been identified. a Business Case is prepared.1.2. a project is formed. A and constraints are listed. the the solution and a project team appointed. It also provides the ▪ A detailed definition of the problem or organization structure (roles and responsibilities) opportunity and a summarized plan of the activities.1. any risks. Visit www. s/he will proceed with the project. a project formed to produce whether the forecast costs are reasonable. It is the phase within which the achieving the benefits outlined in the Business business problem or opportunity is identified. resources ▪ An analysis of the potential solution options and funding required to undertake the project.1 Initiation may be commissioned.1. scope and deliverables for the project. planning assumptions costs.4 Appoint Project Team implementation plan. The Project Manager documents Template: Business Case a detailed Job Description for each project role and appoints a human resource to each role 2. All rights reserved. undertaken: Template: Feasibility Study 2. The Project Charter defines the vision.1 Develop Business Case Once a business problem or opportunity has 2. the Project of a Business Case.1. the risks are acceptable The following diagram depicts the activities and/or any likely issues are avoidable. formal feasibility study may be commissioned if the feasibility of any particular solution option Template: Project Charter is not clear ▪ The recommended solution and a generic 2. objectives. available. The Feasibility Study will also investigate solution is agreed. the potential benefits. the Case. © Method123 Inc.2 Perform Feasibility Study based on his/her relevant skills and experience. Finally. a formal Feasibility Study Office is ready to be set-up. At this point the scope of the project has been defined in detail and the project team are ready The Business Case is approved by the Project to be appointed. The purpose is to assess The initiation phase essentially involves the the likelihood of a particular solution option’s project ‘start-up’. Although a Project Manager can Sponsor and the required funding is allocated to be appointed at any stage of the project. solution is achievable. For each option. issues.com 7 . This After the solution has been agreed and funding includes: allocated. At any stage during (or after) the development Once the team are ‘fully resourced’.method123. It is now time to undertake detailed planning to ensure that the 2.2. resources ▪ Items. Although it is assessment of the effort required to undertake usual to have one central project office. internet access. This is basically a checkpoint to ensure that the project has achieved its stated ▪ Roles. After the WBS has been agreed. project planning and risk of resources may have already been allocated to modeling). computer 2. the Project Plan.3 Develop Financial Plan activities performed in the execution phase of Similar to the Resource Plan.1.2 Planning A schedule is assembled for each type of resource By this stage. it database storage and backup facilities) is necessary to allocate the resources required ▪ Documentation (methodology. file storage. equipment and 2.Template: Job Description ‘Work Breakdown Structure’ (WBS) is identified. responsibilities and skill-sets of all human objectives as planned. All rights reserved. resources are allocated project team members in various locations around and a detailed project schedule is formed. The total cost of labor. A the Project Manager with an understanding of © Method123 Inc.com 8 .2. Visit www. processes. the objectives resource allocation at each stage in the project. which includes a hierarchical set of phases. a Phase review ▪ Total quantities of each resource type is performed.2 Develop Resource Plan network. and scope have been defined. to undertake each of the activities and tasks forms and registers) within the Project Plan.1.5 Set up Project Office activities and tasks to be undertaken on the The Project Office is the physical environment project. a successful project schedule will become the primary tool for project office environment will comprise the the Project Manager to assess the progress of the following components: project. The activities to have a ‘virtual project office’ environment. This the world. a Financial Plan is the project are properly sequenced. 2. the benefits and costs of the project so that the Project Manager can assess the have been clearly documented. 2. with and tasks are sequenced.2.method123.1 Develop Project Plan an expense schedule is defined which provides The first step is to document the Project Plan. email. resourced.6 Perform Phase Review materials) At the end of the Initiation Phase. Template: Project Plan ▪ Location (either physical or virtual) ▪ Communications (telephones. purposes and specifications of all Template: Phase Review Form equipment resource ▪ Items and quantities of material resource. Although general groups ▪ Tools (for accounting. it is possible the activities and tasks is made. the project team has been appointed and a formal project office Template: Resource Plan environment established. for each stage in the project. equipment and materials is quantified and 2. Immediately after the Project Plan is formed. an within which the team will be based. prepared to identify the quantity of money required executed and controlled. Regardless of the location. a detailed resource assessment is required to identify the: Template: Project Office Checklist ▪ Types of resources (labor. a Quality Plan is is an important activity within the planning phase documented. Preparing a detailed execution phase is identified.e.6 Develop Acceptance Plan a set of criteria and standards which must The key to a successful project is gaining be achieved to meet the expectations of the acceptance from the customer that each customer deliverable produced meets (or exceeds) his/ ▪ Outlines a plan of activities which will assure her requirements.e. met (i. a Quality Control Plan). Developing a clear Risk Plan and can reasonably be achieved.5 Develop Risk Plan The foreseeable project risks are then documented 2. project Template: Risk Plan ▪ Lists clear and unambiguous quality targets for each deliverable. a schedule of acceptance reviews is built (i. To ensure occurring and reduce the impact of the risk that the quality expectations are clearly defined should it eventuate. Each quality target provides 2. Quality. A summary of each of the Template: Acceptance Plan © Method123 Inc. The Acceptance ▪ Identifies the techniques used to control the Plan provides the criteria for obtaining customer actual level of quality of each deliverable as it acceptance. project’s success will depend on whether or not Acceptance and Communications Management. within which customer acceptance will be sought and a summary of the process used to Finally. Template: Quality Plan Template: Financial Plan 2. Procurement. Financial Plan is extremely important as the Cost. it is delivered within the ‘time. it is important to review the quality gain acceptance of each deliverable from the not only of the deliverables produced by the customer. cost and quality’ estimates for this project. To clarify the criteria used to the customer that the quality targets will be judge each deliverable for customer acceptance. The Quality Plan: as it is necessary to mitigate all critical project risks prior to entering the Execution phase of the ▪ Defines what quality means in terms of this project. project but also of the management processes which produce them.4 Develop Quality Plan within a Risk Plan and a set of actions to be Meeting the quality expectations of the customer taken formulated to both prevent each risk from is critical to the success of the project.2. including Time. Visit www. All rights reserved.2.2. a Quality Assurance Plan) an Acceptance Plan is produced.the forecast spending vs.com 9 . Change. Risk.method123. the actual spending management processes undertaken during the throughout the project. Issue. This is basically a checkpoint to information regularly to stakeholders.method123. it is also necessary to identify how each of the stakeholders will be Templates: Statement of Work.e. Visit www. Supplier The Communications Plan identifies the types Contract of information to be distributed.2. Template: Procurement Plan 2.3 Execution phase is to identify the elements of the Project The Execution phase is typically the longest which will be acquired from external suppliers phase of the project (in terms of duration). as planned. and the Manager monitors and controls the activities. Information. a Request for the method used to construct each deliverable. it is usual to appoint deliverable will vary. The Tender Process involves requirements of the customer). engineering. Although external suppliers may be appointed at The actual activities undertaken to construct each any stage of the project.3. schedule for procurement.9 Contract Suppliers each deliverable for acceptance by the customer.7 Develop Communications Plan agreed for the delivery of the requisite product. © Method123 Inc.8 Develop Procurement Plan The last planning activity within the Planning 2. a Supplier Contract is by the customer. Information and Request for Proposal to obtain careful monitoring and control processes should sufficient information from each potential supplier be employed to ensure that the quality of the to select a preferred supplier. a Phase review each person in the project team for distributing is performed.2. It to the project. Regardless of creating a Statement of Work. Request for kept informed of the progress of the project. To ensure that the justification for procuring each product externally. Only at this point will the Project re-engineering projects). ensure that the project has achieved its stated objectives as planned. customer’s requirements are met.1 Build Deliverables This phase requires the physical construction of 2.com 10 .10 Perform Phase Review frequency of distribution and responsibilities of At the end of the Planning phase. (“Tender Process”) and the process for the actual A number of management processes are also order and delivery of the procured products undertaken to ensure that the project proceeds (“Procurement Process”). depending on the type of suppliers after the Project Plans have been project (e. Once a preferred final deliverable meets the acceptance criteria set supplier has been chosen. The Procurement Plan provides a is the phase within which the deliverables are detailed description of the Products (i.2. each activity is undertaken in sequence until A formal Tender Process is invoked to identify the deliverable is finished) or an ‘iterative’ a short-list of interested suppliers and select a fashion (where iterations of each deliverable preferred supplier to meet the procurement are constructed until the deliverable meets the needs of the project. goods physically constructed and presented to the and services) to be procured from suppliers.g. the customer for acceptance. Deliverables may Manager have a clear idea of the role of the be constructed in a ‘waterfall’ fashion (where supplier and the expectations for his/her delivery. documented but prior to the Execution phase computer infrastructure or business process of the project. Template: Communications Plan Template: Phase Review Form 2. the Project as opposed to from within the business.2. building development. It also references the resources and expenditure required to build each process for the selection of a preferred supplier deliverable throughout the execution phase. All rights reserved. Request for Proposal. Prior to the Execution phase.2. the methods of distributing information to stakeholders. the 2. Timesheet Register Time Management Cost Management Time Management is the process within which Cost Management is the process by which costs time spent by staff undertaking project tasks is (or expenses) incurred on the project are formally recorded against the project.3. Deliverables Register Change Management Change Management is the process by which changes to the project’s scope. Expense Form. To formally request a change it is often necessary to complete a Change © Method123 Inc. Form. Expense Forms are approved by the Project to control the level of resource allocated to a Manager and recorded within an Expense Register for audit purposes. Templates: Cost Management Process. Quality reviews are frequently undertaken and the results recorded within a Quality Register. timescales or resources are formally defined. A Timesheet Register provides 2.method123. An Templates: Time Management Process. documenting the benefits and costs of adopting the change and formulating a structured plan for implementing the change. As time is a scarce identified. All rights reserved. Expense Forms resource on projects. approved and paid. Quality Review Form. This is achieved by understanding the business and system drivers requiring the change. Expense Register Quality Management Quality is defined as “the level of conformance of the final deliverable to the customer’s requirements”.2 Monitor and Control a summary of the time currently spent on the Whilst the Project Team are physically producing project and enables the Project Plan to be kept each deliverable. particular activity. evaluated and approved prior to implementation.com 11 . A core aspect of the Project Manager’s role is to manage change within the project successfully. Templates: Quality Management Process. the Project Manager implements fully up to date. Quality Management is the process by which the quality of the deliverables is assured and controlled for the project. deliverables. Timesheet overview of each management process follows. equipment and materials on a Timesheet to enable the Project Manager costs. it is important to record are completed for each set of related project the time spent by each member of the team expenses such as labor. using Quality Assurance and Quality Control techniques. Visit www. a series of management processes to monitor and control the activities being undertaken. Change describes the criteria from which the deliverable Form. quantified and managed during the project. identified. The change request details may then be specific requirements. reviewed and communicated within a project. After completion of an Issue Form (and Register logging the details within the Issue Register).method123. to the project (e. to the scope. that the business benefits delivered by the project Templates: Procurement Management Process. Project Status Report. The most common method of Templates: Risk Management Process. a Phase review issue at hand. Visit www. is performed. created. Issue Management is the method by which issues currently affecting the ability of the project to Templates: Communications Management produce the required deliverable are formally Process. Form. Acceptance Form. Risk Management Risk Management is the process by which risks Templates: Acceptance Management Process. an Acceptance Form is completed. Change Register has been produced and the level of satisfaction of each criterion listed. The Acceptance Form Templates: Change Management Process. Issue Register Template: Phase Review Form Procurement Management Procurement Management is the process by which product is sourced from an external supplier.3 Perform Phase Review and a set of actions undertaken to resolve the At the end of the Execution Phase. a successful Manager and sent to the supplier for confirmation. deliverables. Procurement Register Acceptance Management Acceptance Management is the process by which deliverables produced by the project are reviewed and accepted by the customer as meeting his/her © Method123 Inc.Form. All rights reserved. Risk Form. Each communication item released to the project stakeholders is captured Issue Management within a Communications Register. communicating the status of the project is via a Risk Register Project Status Report. Communications managed. To request the acceptance recorded within a Change Register. Issue objectives as planned. Acceptance Register timescales or resources) are formally identified. A Communications Management project risk may be identified at any stage of the Communications Management is the process project by completing a Risk Form and recording by which formal communications messages are the relevant risk details within the Risk Register. of a deliverable by the customer. project will have met its objectives and be ready The status of the purchase is then tracked using a for formal closure. each issue is evaluated by the Project Manager 2.g.3.4 Closure request the delivery of product from a supplier.com 12 . This is basically a checkpoint to ensure that the project has achieved its stated Templates: Issue Management Process. Project Closure is the last phase Procurement Register until the product has been in the project and must be conducted formally so delivered and accepted by the project team. are fully realized by the customer. a Following the completion of all project deliverables Purchase Order must be approved by the Project and acceptance by the customer. To 2. Purchase Order Form. 4. All rights reserved.2 Review Project Completion The final activity undertaken on any project is a review of its overall success by an independent resource. including: ▪ Was it delivered within the schedule outlined in the Project Plan? ▪ Assessing whether the project completion criteria have been met ▪ Was it delivered within the budget outlined in the Financial Plan? ▪ Identifying any outstanding items (activities. a review is undertaken ▪ Producing a hand-over plan to transfer the of the level of conformity of the project activities deliverables to the customer environment to the management processes outlined in the ▪ Listingthe activities required to hand over Quality Plan. To determine performance. The project is closed only when all activities identified in the Project Closure Report have been completed. a number of questions are posed. ▪ Communicating closure to all stakeholders and interested parties.1 Perform Project Closure Project Closure involves undertaking a series of ▪ Did the deliverables meet the criteria defined in the Quality Plan? activities to wind up the project. key achievements documentation.method123. Success is determined by how well it performed against the defined objectives and conformed to the management processes outlined in the planning phase. The Project Manager is then responsible for undertaking each of the activities identified within the Project Closure Report on time and according to budget. risks or issues) To determine conformance. Template: Project Closure Report 2. The above results. Visit www. ▪ Did it result in the benefits defined in the Business Case? ▪ Did it achieve the objectives outlined in the Project Charter? ▪ Did it operate within the scope of the Project Charter? 2. For example: © Method123 Inc.com 13 .4. Template: Post Implementation Review A Project Closure Report is submitted to the Customer and/or Project Sponsor for approval. cancel supplier contracts and and lessons learnt are documented within a Post release project resources to the business Implementation Review report and presented to the Project Sponsor for approval. Here’s how to buy it in 3 easy steps: 1. faster and make your life much easier than before. then download the Project Management By getting a head start every time you start a new Kit. Buy this kit today for only $295. by 5. © Method123 Inc. It tells you which deliverables to create in this ebook. You simply open the templates in Word or Excel telling you what you need to do to deliver and fill in the gaps. 3. Select the “Buy” button 3. project task.com 14 . Appendix 3. Download the kit immediately This kit includes all of the templates listed in this for use. then you’ll deliver more projects on 2. you’ll save an enormous amount of time delivering your project.1 Additional Resources It also helps you get a head-start because: And that’s it! If you complete the steps described 1.3. It includes practical examples. If you’d now like to know how to deliver successful projects. Visit www. All rights reserved. It’s great!” ▪ Processes to monitor project delivery ▪ Reports to communicate status Project Management Institute Pamela Good. helping you Select the Buy button now to deliver projects faster and easier than before. Visit the website 2. You’ll complete tasks projects successfully. save time and effort on your project… It saves you time and effort by giving you: ▪ Templates to create deliverables ▪ Forms to resolve risks and issues “This kit gives you the complete set of templates ▪ Plans to schedule tasks & resources for managing projects. tips & hints Hopefully you’ve found this ebook useful. The templates describe how to complete each step in the project lifecycle. Each template is pre-formatted 4. It explains how and when to create them time and within budget. this unique template kit will make your life much easier. ebook. Buffalo USA ▪ Charts to control project change ▪ Procedures to improve quality ▪ Checklists to measure success. Vice President. So by saving you time and effort and getting a head start on projects.method123. g. timescales or resources are required to undertake the project.method123.2 Glossary of Terms Cost Management The following definitions apply to terminology The process by which costs (or expenses) incurred used within the Project Lifecycle: on the project are formally identified. finish-to- Business Case start. materials and administration costs) and a schedule outlining Communications Management when the respective costs are likely to be incurred The process by which formal communications messages are identified.3. reviewed and Issue communicated within a project Events which are currently affecting the ability of Communications Planning the project to produce the required deliverables The process of identifying the type and regularity Issue Management of information to be provided to all project stakeholders to keep them informed of the The process by which issues are formally identified. created. Visit www. All rights reserved. This includes formally defined. It includes a description of the business problem (or opportunity). monitored and resolved © Method123 Inc. approved and paid Acceptance Management Deliverable The process by which deliverables produced by the project are reviewed and accepted by the A quantifiable outcome of the project which customer as meeting their specific requirements results in the partial (or full) achievement of the project objectives Acceptance Planning Dependency The process of identifying the milestones. criteria and standards for the acceptance of project A logical relationship between two or more deliverables by the customer project activities.com 15 . deliverables. labor. their associated options to a particular business problem (or costs and benefits and a preferred option for opportunity) and assesses the likelihood of each approval option’s achieving the desired result Change Management Financial Planning The process by which changes to the project The process of identifying the financial resources scope. start-to-start. a list A document which identifies each of the solution of the available solution options. evaluated and approved prior a list of the types of costs to be incurred on the to implementation project (e. finish-to-finish A document outlining the justification for the Feasibility Study initiation of a project. progress of the project communicated. The four types of dependencies include: start-to-finish. equipment. com 16 . cost and quality project deliverable constraints Project Team Project Activity A collation of people who report to the Project A set of project tasks which usually results Manager in the partial (or full) completion of a project deliverable Quality Project Lifecycle The level of conformance of the final deliverable(s) to the customer’s requirements A series of project phases which are undertaken in either sequential or parallel order © Method123 Inc.method123. Visit www.g. including the on-going result in the completion of a project deliverable management of the supplier relationship Project Plan Procurement Planning A document which lists the phases. timeframes and resources required to sourced externally and the methods for acquiring complete the project them Project Schedule Product A series of planned dates within which activities A good or service which is acquired from an and tasks have to be completed to achieve project external supplier to assist with the production of milestones a project deliverable Project Task Project A specific work item to be undertaken which A unique endeavor to produce a set of deliverables usually results in the partial completion of a within clearly specified time. The process of identifying the products to be tasks. usually the achievement of a key project Administration staff (e. tools and management processes its responsibilities within a project required to successfully undertake a project Milestone Project Office The recognition of an important event within the The physical premises within which Project project. All rights reserved. the Project Manager deliverable and support staff) reside Procurement Management Project Phase The process by which product is actually sourced A set of project activities and tasks which usually from a preferred supplier. activities.Job Description Project Management A document which describes a particular role and The skills. Risk Planning listed group of suppliers to enable the suppliers to submit a detailed proposal outlining how they The formulation of a document which outlines will meet the procurement requirements of the the foreseeable project risks and provides a set project of actions to be taken to both prevent the risk from occurring and reduce the impact of the risk should it eventuate © Method123 Inc. This includes a list of in the quality of the deliverable produced from the types of resources required and a schedule the quality targets set providing the use of and activities undertaken by each resource Quality Management Risk The process by which the quality of the deliverables and management processes is assured and Any event which is likely to adversely affect controlled for the project.Quality Assurance Resource The preventative steps taken to eliminate any The labor. The process entails completing criteria and standards to be achieved as well a number of actions to reduce the likelihood of as the Quality Assurance and Quality Control occurrence and the severity of impact of each techniques to be undertaken risk Request for Information Risk Mitigation A document which is issued by a project to a A set of actions to be taken to avoid.method123. All rights reserved. transfer or wide group of potential suppliers to enable those mitigate a risk. equipment and materials used to variances in the quality of the deliverable produced complete the activities in the Project from the quality targets set Resource Planning Quality Control The process of identifying the resources required The curative steps taken to eliminate any variances to complete the project. deliverables.g. based on its priority. Visit www. quantified and managed undertaken.com 17 . using Quality Assurance the ability of the project to achieve the defined and Quality Control techniques objectives Quality Planning Risk Management The process of identifying the approach taken to The process by which risks to the project (e. This includes a list of the quality during the project. timescales or resources) by the project and of the management processes are formally identified. to ensure the quality of the deliverables produced the scope. This includes suppliers to provide summarized information the preventative actions to be taken during the outlining how they will meet the procurement project to reduce the likelihood of the risk’s requirements of the project occurring as well as the contingent actions to be taken to reduce the impact on the project should Request for Proposal the risk eventuate A document which is issued by a project to a short. evaluated and selected for the supply of products (goods or services) to the project. requirements of the project in sufficient detail to enable potential suppliers to determine if they are able to meet those requirements Supplier Contract An agreement between the Project Team and an external supplier for the acquisition of a defined set of products to meet the procurement requirements of the Project Tender Document A formal document included during the tender process which outlines the information required to provide the Project Team with the confidence that a supplier can meet the procurement needs of the project.method123. ISBN 0-473-10445-8 Visit www. once combined.com for the complete set of Microsoft Word and Excel document templates A document which defines the procurement supporting this Guidebook. All rights reserved.com 18 . the manner in which the project will A set of deliverables which. This process entails formalizing the procurement requirements and tender documentation.method123. © Method123 Inc. be structured and how it will be successfully solve a particular business problem (or realize a implemented particular business opportunity) Time Management Stage-Gate The process within which time spent by staff A checkpoint at the end of each project phase to undertaking project tasks is recorded against the ensure that the project has achieved its stated project objectives and deliverables as planned Statement of Work See www. Scope receiving tender responses and selecting a preferred supplier The total aggregation of deliverables to be produced by the project Project Charter Solution A document which outlines the purpose of the project. The RFI and RFP are both examples of Tender Documents Tender Management The process by which interested suppliers are identified.