Follow her: @merilyy. Get useful help articles and videos to streamline your work. This project management checklist helps you check the justification for your project and so generate the basis for a sound Business Case. If someone is only available to your project for ten per cent of their time, make sure that their activity reflects that with a one-day job taking ten elapsed days. Usually the checklist contains the pre-define steps that will be need to physical or document verification. This checklist is to help you think through what you’ll need, and perhaps what you won’t need. By clicking "Accept All Cookies", you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts. This report may be given as a presentation at the Stage Gate. Benefits: Okay, the most common justification first. A project team will work through one or more Work Packages in a Delivery Stage. Risk Plan: How you will control risk on the project, including reporting procedures. Using the project management checklist would be useful as it would act as a tool to question the various parameters and factors in a structured manner. December 9, 2020 Project Initiating. Crashing an activity means reducing its duration by putting more resource on the job. Try Scoro free for 14 days. The first aspect to address is the project management model to follow. When starting a project, it is difficult to know how much it will eventually cost – and with so much uncertainty in projects, it can be one of the project manager’s greatest challenges. You usually follow it up with a Gantt Chart, since this is what the mainstream project scheduling software provides. Simply put – tasks and subtasks. These checklist template you can […] Read more. Staff availability: Ensure that staff are scheduled for project work only when they will be available. Assemble lessons information: Prepare a statement of lessons learned during the project. It is important to identify the … Tour the product and try Scoro for free for 14 days, no credit card required. Work Package: A work assignment given to a Team Leader by a Project Manager. required for completing the task, The responsible person who will carry out the task, Employ additional resources (increased cost), Reduce the scope of the project (fewer deliverables), How often and when should they be informed, Poor communication resulting in misunderstandings, quality problems and rework, Stakeholders adding or changing requirements after the project has started, Include the project information such as the client & project name, Add your company’s (and the client’s) logo, Use your company’s branded fonts and colour scheme. Have a look at this list to check your project out. Cookie Notice, In the next step, you'll be asked to accept the. Staff capacity: Check that the work scheduled for project staff is in line with their capacity. Inter-project dependencies (outbound): Where another project needs stuff from your project, make sure that you will be producing it in time. Project Evaluation Report: Produced after the end of the project, this sets down information on benefits realisation (what the actual benefits were compared to what was expected when the project started) and the suitability of project deliverables after an initial period of use. Lead times on approvals: Check that you have a realistic turnaround time on approvals. Make sure that you have contingency to protect the Critical Path, or the Critical Chain if you are using that technique. Project planning checklist is relevant to the whole project management planning phase and assures your all work by validating through checkboxes rather than just to a certain document to ignore. Add notes to tasks that might seem confusing or need an explanation. The Outline Charter: Okay, it’s looking like a viable project now. Project planning is often ignored in … Your project budget will be made up of different direct and indirect costs, with a small amount assigned for contingency reserve. Completeness: Have you copied every product onto the activity plan as a heading? Physical resource release: Arrange the return of equipment and the release of accommodation, such as team rooms and perhaps even whole sites. Quality Plan: The level of quality to be achieved, and how you will achieve it. One of the basics of project management is setting goals and … Even if it isn’t documented on paper, it will help you ensure that all stakeholders are considered and that you’re aware of your responsibilities in case issues arise. If you need them then include them on the product diagrams but also your applications for the licenses because they’re products too. Having a real-time overview of the KPIs helps to make informed decisions and achieve long-term goals. If the managers in overall charge of the project and its preparation, the Project Steering Group (PSG), accepts the Outline, it’s time to start the project itself, and that begins with the Planning Stage. These costs signify resources that benefit more than one project, and only a proportion of their total cost is charged to the project. Project Audit & Review Checklist in Editable Document Format Project Management, Project Management Procedures, Project Templates The following provides a detailed checklist to assist in reviewing the health of a project at pre and post implementation stage. This checklist forms the basis for putting together an activity network for your project management. Quick project management checklist draw up project scope and objectives agree outputs or outcomes with all parties define a project approach identify project weaknesses, constraints and risks The final document will contain all the required plans you need to manage, monitor and implement your project. Using the previously defined goals, create a list of things the project needs to deliver to meet those goals. Don’t forget to reserve a buffer to your project to cover risks – the contingency reserve. Closeout begins in the event the person accepts the project deliverable plus the obstacle oversight authority concludes the mission has met the desired final results.The vital section of assignment closeout is administrative closure and logistics. Some tools are more comprehensive than others, but a rock solid project plan can be achieved in any solution as long as it helps you to formalize your thoughts and keep consistency. Monitoring KPIs helps to evaluate the project’s performance and make data-driven decisions. Read on: 46 Best Project Management Software and Tools. Use the previously created project schedule to justify pursuing one of these options. Risk: Check that you have included risk-related products, such as assessments of technology developments in competitor companies. Quality: Ensure that you’ve included the necessary quality activities, such as testing each individual product, and then project-wide quality activity such as quality audits. The following document outlines the key deliverables that are required to be completed by the projects at the end of three gates (requirements, development and project testing cut-offs). This shows what will be bought and when, including lead times. Project Charter. However, while achieving business benefits is the most common project justification, it isn’t the only one. If you are using a computer tool, it should have warned you of any problem, but even so make sure that any national holidays are correctly shown in the project calendar. Let’s discuss in detail about Project Management documentation checklist according to project life-cycle or phases. Under the Manage Communications process, many of the actual project communications with stakeholders become part of the project documents. These costs are directly attributed to the project and charged on an item-by-item basis. A common problem discovered at this point is that you have an imposed delivery deadline from the client, that, based on your estimates, is unrealistic. Stage Progress Report: For the Project Manager to report progress to the Steering Group, possibly copied to others such as organisational managers and Project Managers of any interfacing projects. 46 Best Project Management Software and Tools, 16 Essential Project KPIs That Benefit the Entire Team, Stop Making These Project Management Mistakes, The Complete Guide to Winning Project Management Sprints, 3 Research-backed Tactics to Have More Effective Meetings, What is a KPI Tracking Dashboard? From the smaller goals, create a wider vision statement. Just like any business vision statement, you should set the project vision that … Having followed this checklist, you should now have an excellent and actionable project plan. As the project schedule changes, the resource plan must be flexible enough to adjust as these alterations occur. Critical Path: Be clear about which activities are on the Critical Path, and also watch out for those that are near critical. It’s important that you mark the achievement by thanking the staff for their work and celebrating the success. There are different tools that are used in almost every organization to verify that all the quality-related considerations have been considered in planning, executing, monitoring and controlling phases of the project. Compliance: You have to run the project whether there are benefits or not. A Guide to the Project Management ... Project Handoff Checklist By Stéphane Parent PMI New Brunswick Chapter. Read on: The Complete Guide to Winning Project Management Sprints. Project Completion Meeting: Ensure that preparations are in hand for the completion meeting of the PSG (it’s like a final Stage Gate), such as a room booking, presentation equipment, and refreshments. If you discover that you can’t deliver the project in time, you must contact the client immediately. Read on: Stop Making These Project Management Mistakes. This check applies both to internal approvals (such as agreeing design specifications) and external ones (such as planning permission for building extensions). Here are some examples of common project risks: Remember: Ignoring risks doesn’t make them go away . Ensure that the dependencies are complete, necessary and logical. Management products: Check that you have activities and brutally realistic timing for creating and updating management products, such as producing Stage Plans, keeping the Business Case up to date and creating regular progress reports. Project management checklist is an essential resource for the productive Project Manager. For example, you can’t start the induction training of new staff the day after the employment contracts have been sent out. Check that you have included relevant products such as training materials, room bookings and staff attendance schedules. Can the other project live with a pause while it waits for the product to be ready, or will you need to adjust your project to create the product earlier? This checklist will help you manage any project with the highest success rate – let’s get started! A project is successful when it has met the expectations of all stakeholders. Communications Plan: What information will be needed and how it will be communicated. To keep the project transparent and everyone on the same page, keep your project plan attached to other project-related documents such as the proposal, time logs, work reports, meeting notes, or anything else that might come in handy. One of the advantages of the approach is in flushing out hidden bits of the project to give you a more complete view of what’s involved. Then you brief out the document purpose, fill in other project related details by selecting appropriate ones from the dropdown lists and give the project overview. Project Charter. Read on: 16 Essential Project KPIs That Benefit the Entire Team. As you check your products, think about these areas. Using white space, bullet points and bold or underlined text allow you to present your message in an easily understood way. For each task, determine the following: Once you have established the amount of time needed for each task, you can work out the effort required for each deliverable, and a delivery date. Project Management Plan (PMP): The tactical view of how you’ll manage the project. Good product plans lead to complete activity plans, realistic resource plans, and more accurate costings; all of these are really helpful for project control. Enabling: The project itself won’t deliver benefits, but it will put something in place that will allow other projects or operations to deliver benefits. Lead times on supply: Make sure that you have sufficient lead times on things like supply. Project Management Document Checklist. .’. Project management checklist is an essential resource for the productive Project Manager. Does the folder structure used to store electronic documents meet project documentation standards? Crashable activities: Identify which activities could be crashed if you come under time pressure. Although often overlooked, risk management is an important part of project management. Stakeholder Plan: If you have a significant amount of Stakeholder management to do, how you will do it. Inter-project dependencies (inbound): Note any inter-project dependencies on your product plans. Cost code: Arrange for the project cost code to be closed, unless it is to be kept open for any modification to products after project closure. A checklist for project managers The checklist presented below aims to help you decide what project documents are needed, approximately when you need to create them, and … Identify the number of resources required per project activity, Plan the timeline for using or consuming these resources, Create a detailed resource utilization schedule, The amount of effort (hours, days, etc.) Project Completion Report: Produced by the Project Manager at the end of the project, it reports how the whole project went. Some activities are suitable for crashing, but others aren’t. You’ll need some or all of the following: Project Plan: With the product, activity, and resource plans and also the budget. This will be maintained throughout. Hopefully that will be all of them, but see the tip below if not. The product-led approach to planning, set out in this checklist, is hugely powerful as well as being very logical. Project Initiation Checklist Template. A project initiation checklist is document used for initial stage of project management life cycle to ensure the project stages' plans for objectives, scope, deliverables, and processes are accurate and sufficient for success of a project. ), you can calculate the approximate total for the direct and indirect costs. Check back through your Project Log to make sure that you pick up everything relevant. Launch your Project Management Checklist; Project Management Simplified with the Right Software Solutions for Project Checklists. Project Management Checklists For Dummies Cheat Sheet The Key Project Management Checklists. Project Issue (or Project Memo): A communication from anyone in the project to the Project Manager, but you may choose to use them for written communications between the Project Manager and the Steering Group too. Acceptance criteria: Check to ensure that the project acceptance criteria (set down in the Charter) have been met. You add more detail at each point when you have established that the project is worth progressing. It is important to identify as many risks to your project as possible and be prepared if something bad happens. The quality checklist aids the project management team in delivering the project and goods to the customers that can maximise their satisfaction with the quality of the products. No credit card required. The purpose of this collection of project management templates, project management checklists and tips is to plan, implement and manage projects professionally – which of course includes also ITIL implementation projects. Describe the type of resources needed and the timing of that need. Having a clear understanding of your role is an important pillar of a successful project. Project planning is often ignored in favour of getting on with the work. Training: A lot of project planners forget user training. The documents are designed to provide practical support for anyone assigned to do the actual "project work". Specify when and how to deliver each item. And be realistic about how much time you need for it, too, or you’ll face unnecessary pressures and bigger problems because you missed things and didn’t take corrective action in time. It never hurts to add detail! Project Archive Have the hardcopy documents been stored or archived according to project documentation standards? Although your project isn’t responsible for creating that item, you may need an activity to check it or install it. Your activity network will be especially useful here as the chains of activities don’t show up very well on a Gantt. Try to make your project plan as simple as possible – the more straightforward and easier it is to read, the better. Check that you’ve taken into account things like booked personal holidays and work on other projects. Management products: Although your main product diagrams will only show team products, list the products you need to manage the project separately, such as progress reports and Stage Plans. Nick Graham founded the consultancy and training company, Inspirandum Ltd and is a member of the Association for Project Management and of the Institute of Directors. Use the product names as headings, and then under each one list the activities you’ll need to build that product. Signoffs and handovers: Check that all necessary products have been signed off as okay, and that any handovers to users have been done. The vision statement should explain what the project is hoping to achieve in a few details: A project budget is a detailed, time-based estimate of all the costs for your project. Contingency: Have you got sufficient time contingency in the plan, and is it visible? Don’t forget to update your plan as the project makes progress, and continually measure progress against the plan. Project Management Checklist Template in Word & PDF This template has a very formal look that includes your project name at the very beginning of the page. Stage Completion Report: Produced at the end of each stage, this report is used by the Project Manager to inform the Project Steering Group of how the stage went. I shan’t repeat the table I gave above. How to effectively deal with potential risks is always of significant concern … Except for the external products, make sure that you have at least one activity listed for each product to cover the work required to build it. Usually, it’s a percentage of the total project cost and time. Project management checklists are essential tools for the busy Project Manager (that’s you), and the checklists in this Cheat Sheet are the ones you’re simply going to have to have. Product completion: Check to be quite sure that all project products are completed, which includes successfully passing any tests and checks. A good technique for doing this is reviewing them against the SMART principle. Project Charter: The strategic view of the project. Congratulations, you made it! Correct dependencies: Be sure to check every activity dependency to be confident that it’s accurate and also that it’s in line with the dependencies you identified on your Work Flow Diagram. If you’re doing version control, you should check that, too, and make sure that everything has a complete status. Set a project vision. Before taking on a project, you have to stop and make sure you know all the facts. Whether you’re starting a project from scratch or taking over one that’s already been started – either way, you’ve got a project team waiting for your direction. The approval certificates are products, but so too are applications to ask for them. Communications: Internal project communications don’t need to be put on the plan, but there may be other important communications products that do, such as briefings for business staff, a website and publicity materials. An organization’s resources include people, equipment, materials, knowledge, and time. bold text, underlined t… Risk management plan (PMBOK 11.1.3.1). Remember: Every goal has to be measurable. Your plan must also describe the deliverables and benefits it brings to the organization. Read on: 3 Research-backed Tactics to Have More Effective Meetings. Project managers often use a project KPI dashboard that provides a quick overview of the project’s performance and updates. Request a demo to see how Scoro can streamline the way your team works. The first step in creating any project plan is setting achievable goals. Something is bound to go wrong, and having no contingency is simply asking for problems at best, and project failure at worst. 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