Project Management Resources & Templates

Throughout a project, a team may use the following resources to facilitate clear communication and expectations, and to ensure the successful delivery of your project.

Web page Information Technology Project Proposal Form

All projects for Information Technology are formally requested using an online proposal form. Projects are reviewed by the IT Planning Group.
Go to the Project Proposal Form

Doc Lessons Learned Meeting Agenda

Conducting a Lessons Learned meeting after the project is complete can be a powerful tool for improving the execution of projects. This agenda can be used as a starting point for that meeting.
Download Word Document

Doc Post-Implementation Evaluation Report (PIER) Template

A PIER report documents the history and outcome of a project and is used to build a repository of what works well and what doesn't in the organization.
Download Word Document

Doc Program Charter Template

The Program Charter is to consolidate information, like a master project, across a program that will encompass several smaller projects. Individual projects should use the Project Charter Template.
Download Word Document

Doc Project Charter Template

The Project Charter documents the scope of the project and identifies all of the key stakeholders. It is normally created when a project is first conceptualized and can be used to document known issues or risks.
Download Word Document

XLS Project Management Need Assessment Tool

A worksheet to help a manager determine if their project would benefit from a Project Manager from the Project Management Office (PMO) being assigned.
Download Excel Spreadsheet

Doc Project Planning Template

As the project becomes more defined, more planning steps are taken. This template is used to ensure that all the appropriate things have been considered when planning a large project.
Download Word Document

Doc Project Scope Management Request

A form used to request a change to the scope of a project.
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Project Status Report Template (5-square)

A simple one page PowerPoint report that communicates the status of a project. The report includes sections that cover project scope, activities, schedule, budget, issues and risks. The Project Manager coordinates with the Project Owner to determine how often the project status should be reported.
Download Powerpoint Document

XLS Project Tracking Spreadsheet

A spreadsheet used to track Action Items, Issues, Risks, and Decisions for the project team. It is also used to record the minutes from project meetings.
Download Excel Spreadsheet

Doc Release Management Checklist

The checklist is completed and used to communicate to the IT Planning Group the status of the project's schedule, scope, and communications plan.
Download Word Document

XLS Risk Assessment Model

A worksheet used with large projects to identify the type of risk, and the level of risk associated with successfully completing a project.
Download Excel Spreadsheet

Doc SDLC Testing Checklist

The testing checklist is completed to document completeness of testing performed for release.
Download Word Document

Doc Service Handbook Template

A template used by the project team to confirm they have considered all aspects of launching a new service. When the project is completed, and the service is launched, this doument is added to IT System or Service Supporting Docs in Xythos.
Download Word Document

Doc Software Requirement Specifications Template

A template used to document all requirements for a software development project.
Download Word Document

Doc Start Up Checklist

The Start Up Checklist is used for large projects to determine if the team is ready to begin the full implementation phase of the project.
Download Word Document

Doc Tech Platforms Entry Questionnaire - Level I

A questionnaire to be completed for Technology Platforms to outline the scope of involvement in the project for System Administration, Application Administration, and Database Administration.
Download Word Document

MPP Work Breakdown Structure (WBS) Template (Microsoft Project file)

A Work-Breakdown Structure (WBS) lists all the activities that are needed to complete a project, and specifies when they should be completed. This template is used to help organize projects and to ensure that some standard activities, including Service Design and Release Management, are not being overlooked.
Download MS Project Document


Glossary

Business Analyst
The Business Analyst guides project teams in defining and documenting requirements as part of the software development lifecycle.

IT Planning Group
A group of IT management staff that meets weekly to evaluate, monitor, and prioritize projects for IT.

Project Manager
Person responsible for organizing, scheduling, and facilitating team meetings and project discussions; developing the project plans; and maintaining project documentation. The Project Manager may also be responsible for sending Requests for Proposals (RFPs), working with vendors, and tracking the financials of the project.

Project Owner
The project owner confirms the need within their area of responsibility, validates objective(s), provides the functional specifications, administers, monitors, and is responsible for the overall delivery of the project/product.

Project Team
The project team is the group of individuals brought together to work the project. Depending on the type of project, the team will have representatives from different IT departments, and may also include representatives from around the University. It is the responsibility of team members to:

  • Attend scheduled project team meetings.
  • Be actively involved and represent their department.
  • Review and provide feedback on project work products, such as the Project Charter, Work Breakdown Structure (WBS), and Service Handbook.
  • Communicate to their management the status of the project, and the impact to their department in terms of resource commitment and scheduling.
  • Complete assigned action items in a timely manner.
  • Participate in post-implementation review of project.