Introduction
The Introduction should provide a high-level overview of the project and what is included in this Project Management Plan. It should include a high-level description of the project and describe the projects deliverables and benefits.
Example:
The University is seeking a unique enterprise scheduling event management solution that supports both event management and academic course scheduling functions.
- Event Management function is primarily coordinated by University Conference and Scheduling Directors and provides services to both internal customers (i.e. University students and staff) and external customers (community) in reserving space at the University; this function can also be revenue based.
- Academic Course scheduling is primarily coordinated by the Registrars Office and provides services for University internal customers (i.e. faculty and students); this function can also include use of coordinating conference rooms or classrooms for faculty and staff as well once classrooms are assigned for the semester.
Project Scope
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. This will assist clarifying what is included in the project and assist in avoiding any confusion from project team members and stakeholders.
Example:
The University is in need of an enterprise solution for course scheduling and event management. Currently the University uses two different solutions/products:
- Resource 25 (R25) by CollegeNet – This system is used by Registrar to schedule classroom space for our courses. The courses are pulled from our ERP system and fed into R25. R25 finds classroom space based on a set of criteria. R25 is in need of an upgrade.
- EMS Event Management System (EMS) – This system is used by University Student Centers and Conference and Institutes for scheduling meeting and/or event space for all of WSSU’s major campus areas (i.e. Donald Julian Reaves Center, Thompson Student Center, Anderson Center, Diggs Gallery, Residence Halls, Practice Field, Clock Tower, Greek Plots, etc).
The overall goal is to determine if one product could be used to meet all business needs and if so, the Project Management Team shall make a recommendation on which vendor/product should be used. In sum, this project provides the following opportunities:
- to reduce cost
- to reduce redundancy
- to streamline processes and resources
Schedule Baseline
This section should illustrate the project deliverables (or outcomes) and schedule baseline. The schedule baseline provides a reference point for managing project progress as it pertains to schedule and timeline.
Example:
The schedule baseline provides a comprehensive project schedule (add link).
Staffing Management
Discuss how you plan to staff the project. This section should also include how resources will be procured and managed as well as the key resources needed for the project.
Example:
University Student Centers: This area’s primary purpose is to coordinate campus space for student organizations, faculty and staff for several campus buildings and outside space. This area acts as the control center with the responsibility of generating contracts, coordinating with various stakeholders, such as, building coordinators, finance office, and campus police. In the future, this area may be handling outside customers (community) and generate revenue.
Conference & Institutes: This area’s primary purpose is to coordinate event space for various customers for the Anderson Conference Center. This area balances revenue generated customers and non-revenue customers. This area acts as the control center with the responsibility of generating contracts, coordinating with various stakeholders, such as, housekeeping, finance office, and campus police.
Registrars Office: This area’s primary purpose is to coordinate classroom space for the University. This area acts as the control center with the responsibility of coordinating data entry of courses in the Banner system; while coordinating with Department Academic 16 | P a g e IT-PMO Project Management Plan Form 1.6 - ver. 1.3 - Apr 2016 Schedulers stakeholders on the availability of classroom space once semester classes are assigned.
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.
Example:
The cost baseline includes all budgeted costs.
Budgeted Costs
| Expenditure |
Cost |
| Internal Resources (Personnel) |
$0.00 |
| Vendor/Consultant |
$25,000.00 |
| Training |
$10,000.00 |
| Software/Hardware/Materials |
$50,000.00 |
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.
Example:
The Enterprise Scheduling Project must meet the quality standards established in the quality baseline via using the project evaluation form. The vendor demonstration must meet or exceed the quality baseline values in order to achieve success during the vendor selection process.
- Each vendor presented their scheduling systems’ functions based from a project management demo script, provided by the Project Manager.
- Each vendor was scored on the Software Selection Matrix form Each vendor was required to send final cost proposals and agreements
- Each vendor was required to send specifications and implementation plan