Project Toolkit

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Start a Project
Manage a Project
Close a Project
Reference Materials
Software Tools
Archives

Tools, Templates, and Reference Materials

These customized project management resources and templates will assist you throughout the lifecycle of a project. See our General ITS Templates page for non-project-specific templates.

Start a Project

Proposal

Initial document for proposing a new project. This document is available in:

Charter

Formal project document defining scope, objectives and deliverables. The charter is your project's "contract," defining what you will accomplish, how you'll do it, and when it will be complete. This document is available in:

Microsoft Word document
Google Doc (Beta)

Slim Charter

The Slim Charter is a more light-weight chartering option for class 2 and some class 3 projects. Class 4 and 5 projects are not eligible to use the Slim Charter format. For Class 3 projects, please contact PMG before using this form. This document is available in:

Steering Committee Charter

Formal document template for charging a project steering committee. This document is available in:

Project Classification Calculator (Risk and Contingency Matrix)

Used to determine project size classification. Also included in the project proposal template. This document is available in:

Project Initiation Process Flow

Flow chart of steps and resource to take a request from idea to an approved project. This document is available in:

Manage a Project

Status Report

Standard template for regular status reports to keep project sponsors, teams, and constituents informed. This document is available in:

Requirements Gathering Overview

This a reference of tools that a business analyst may find useful when gathering requirements for a project.

Google Doc

Requirements Tracking Spreadsheet

Formatted spreadsheet designed to track development features from proposal through release. Includes instructions.

Google Doc

Functional Specification

Template for outlining the functional goals and requirements of a project.

Google Doc
Google Doc (Example)

Business Process Map

Template for mapping out the business process associated with a project.

Project Budget

Supplemental Project Charter document for detailing proposed project expenses. This document is available in MS Excel format:

Communication Plan

Simple template used to identify and manage project communication needs. This document is available in:

Google Doc

Project Change Control Form

Formal project document used to describe and request approval for changes to project scope, time line or resources. This document is available in:

Work Package Templates

Standard template for defining the scope, resources, and time line for individual work packages within a project. This version is organized by the individual tasks within the work package. This document is available in:

Standard Workpackage (Word Document)

Variations of the standard work package template:

Resources by Workpackage (Word Document)
Resources by Organization (Word Document)
Resources by ITS Unit (Word Document)

Risk Log

Basic template for identifying and managing project risks. This document is available in:

Class 4-5 Risk Log

Recommended Template for managing project risks and issues for class 4 and 5 projects. This document is available in:

Microsoft Excel spreadsheet

Issues Log

Basic template for identifying and managing project issues. This document is available in:

Project Risk Identification Meeting Agenda

Meeting agenda for the project team to identify risks and issues. This document is available in:

Project Review Worksheet

A project review provides an opportunity to step back and evaluate a project that is currently underway, often when a project experiences delays or is otherwise in trouble. The Project Reviews is intended as a mechanism to help the Project Manager identify problem areas and create a plan to address them.

Close a Project

Closure Review

Formal project document used at project close to evaluate and analyze lessons learned. This document is available in:

Recommendation to Service Team

This template is used as a project closure document. It documents recommendations from the project team to the ongoing service team for future work that needs to be done, but is out of scope for the project. This document is available in:

Microsoft Word document

Project Failure Sample Meeting Agenda

This document is available in:

Reference Materials

ITS Glossary (ITS web page)

A reference list of key terms used in project management. This document is available on the ITS Glossary Web Page.

Project Management Methodology

More precise definition of a project, a common lexicon used in project management and a framework of activities and artifacts mapped to each project stage and class size. This document is available in:

Project Lifecycle

Flow chart view of the five phases of a project from project idea to close. This document is available in:

PM Checklist for Large Projects

Project Manager checklist for managing large projects, class 3 and above. This document is available in:

Google Doc

PM Checklist for Small Projects

Project Manager checklist for managing class 1 and 2 projects. This document is available in:

Google Doc

Project Requirements by Classification

Detail of recommended project activities and artifacts based on project class This document is available in:

Project Roles and Responsibilities

Description of typical roles and responsibilities for programs and projects. This document is available in:

Sample Documents

Sample documents from ITS Projects

Proposal Sample 1 (PDF)
Proposal Sample 2 (PDF)
Charter Sample 1 (PDF)
Status Report Sample 1 (PDF)

Software Tools

Project Planning Tools

Merlin(Mac)

Project management software for Mac OS X. For information and download options click here.

Spreadsheet Template

For the Do-It-Yourselfer with strong spreadsheet skills. (Excel Spreadsheet)

Microsoft Project

Project management software for Windows operating systems. For information and download options click here.

Project Management in IT Request

IT Request has a built-in Project Management Tool available for "ITIL Users." For more information click here.