Project plan template v3.0 jan 2012
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  • Initially, I struggled with creating project plans using various tools like the one shown here… then I created a microsoft excel project planning template that incorporates a nifty visual project Gantt chart. The template is freely available for download at no charge at http://www.mlynn.org/2012/05/excel-project-planning-spreadsheet/
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  • 1. Project Identifier:Version:Contact:Date:JISC Project PlanBefore completing this template please note: • This template is for completion by JISC funded projects • Text in blue italics is explanatory and should be deleted in completed documents. • The Project Management Guidelines (www.jisc.ac.uk/proj_manguide.html) explain the purpose of Project Plans. • Please remember to fill in the information on the header - i.e. doc version, contact and date) Project InformationProject Identifier To be completed by JISCProject TitleProject HashtagStart Date End DateLead InstitutionProject DirectorProject ManagerContact emailPartner InstitutionsProject Webpage URLProgramme NameProgramme Manager Document InformationAuthor(s)Project Role(s)Date FilenameURL If this report is on your project web siteAccess This report is for general dissemination Document History Version Date CommentsPage 1 of 7Document title: JISC Project Plan TemplateLast updated: Jan 2012 v3.0
  • 2. Project Identifier:Version:Contact:Date:Table of ContentsNB : This table of contents ‘auto-populates’ - to update the table of contents – place cursor in the tableof contents, right-click your mouse, click ’update field’, select appropriate option1. Project Overview................................................................................................................................3 1.1 Project Summary..........................................................................................................................3 1.2Objectives.....................................................................................................................................3 1.3Anticipated Outputs and Outcomes...............................................................................................3 1.4Overall Approach...........................................................................................................................3 1.5Anticipated Impact.........................................................................................................................3 1.6Stakeholder Analysis.....................................................................................................................4 1.7Related Projects............................................................................................................................4 1.8Constraints....................................................................................................................................4 1.9Assumptions .................................................................................................................................4 1.10Risk Analysis...............................................................................................................................4 1.11Technical Development...............................................................................................................5 1.12Standards....................................................................................................................................5 1.13Intellectual Property Rights..........................................................................................................52 Project Resources..............................................................................................................................5 2.1 Project Partners............................................................................................................................5 2.2Project Management.....................................................................................................................5 2.3Project Roles.................................................................................................................................6 2.4Programme Support......................................................................................................................63 Detailed Project Planning....................................................................................................................6 3.1 Evaluation Plan............................................................................................................................6 3.2 Quality Assurance........................................................................................................................6 3.3 Communication and Dissemination Plan......................................................................................7 3.4 Exit and Embedding Plans...........................................................................................................7 3.5 Sustainability Plans......................................................................................................................7 Appendices...........................................................................................................................................7 Appendix A. Project Budget...............................................................................................................7 Appendix B. Workpackages...............................................................................................................7Page 2 of 7Document title: JISC Project Plan TemplateLast updated: Jan 2012 – v3.0
  • 3. Project Identifier:Version:Contact:Date:NB : Please delete all blue guidance text from your completed document1. Project Overview1.1 Project Summary<The purpose of this section of the report is to provide a summary of your project for a wideraudience to allow the reader to decide if they would like to find out more about what you are hoping toachieve (your aims). It will be uploaded onto your project’s JISC webpage so should be no more than350 words in length.Please follow the JISC guidance on how to write a summary, this can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/projectsummary.aspx1.2 Objectives<Following on from your summary, please detail the objectives of the work to be carried out. Theseobjectives should be S.M.A.R.T. Guidance on writing smart objectives can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/objectives.aspx1.3 Anticipated Outputs and Outcomes<Please list the outputs that your project will create, this should include tangible deliverables(including reports) and the less tangible knowledge and experience you hope to build and share.Information on identifying project outputs and outcomes can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning.aspx> Output / Outcome Type Brief Description (e.g. report, publication, software, knowledge built)1.4 Overall Approach<Describe the overall approach you will take to achieve the objectives outlined above, including: • Strategy and/or methodology and how the work will be structured • Important issues to be addressed, e.g. interoperability • Scope and boundaries of the work, including any issues that will not be covered. • Critical success factors.Guidance on writing about the overall approach can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/approach.aspx1.5 Anticipated Impact<Please consider the impact that you anticipate your project to have on your institution and on thewider sector, this list may grow as your project develops. Information on impact areas and guidancecan be found in the project management guidelines athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/impact.aspx>Page 3 of 7Document title: JISC Project Plan TemplateLast updated: Jan 2012 – v3.0
  • 4. Project Identifier:Version:Contact:Date: Impact Area Anticipated Impact DescriptionImpact Areas : maintain research excellence; maintain teaching & learning excellence; be more effective/savemoney; have a positive impact on wider society; be ready for technology needs in the future.1.6 Stakeholder Analysis<List key stakeholder groups and individuals that will be interested in your project outputs, will beaffected by them, or whose support/approval is essential, both within your institution and in thecommunity, and assess their importance (high/medium/low). Information on stakeholder analysis canbe found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/stakeholders.aspx Stakeholder Interest / stake Importance (H/ M/L)1.7 Related Projects<List any projects that are related to this one, if there are non please indicate this>1.8 Constraints<List any constraints that will need to be managed in order to successfully complete your project, e.g.time, resources>1.9 Assumptions<List the assumptions on which the project will be run e.g. scope, staff time, materials etc>1.10 Risk Analysis<List factors that could pose a risk to the project’s success, assess their likelihood and severity, anddetail the action you will take to prevent them from happening (or manage them if they if they occur).Further information on JISCs risk management approach can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/risks.aspx> Risk Description Probability Severity Risk Detail of action to be taken (P) (S) Score (mitigation / reduction / transfer 1–5 1–5 (PxS) / acceptance) (1 = low (1 = low 5 = high) 5 = high)Page 4 of 7Document title: JISC Project Plan TemplateLast updated: Jan 2012 – v3.0
  • 5. Project Identifier:Version:Contact:Date:1.11 Technical Development<Indicate how the project will follow best practice for technical development, and any specifictechnologies or development approaches the project will adopt and why. More information ontechnical development can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/technology.aspx >1.12 Standards<List the standards the project will use in the table below. Also indicate: • Where choices exist in an area, the reasons for the standards selected. • Where proprietary standards are selected in an area where open ones are available, the reasons for their use and their scope of deploymentMore information about standards can be found in the project management guidelines athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/standards.aspx Name of standard or Version Notes specification1.13 Intellectual Property Rights<Indicate who will own the intellectual property created by the project. List any intellectual propertyowned by third parties that will be incorporated into project outputs, when/how you will obtainpermission to use them, and any implications for project outputs after the project ends. Informationon JISCs Intellectual property approach can be found athttp://www.jisc.ac.uk/whatwedo/topics/legalethical/ipr>2 Project Resources2.1 Project Partners<List all project partners (including subcontractors), their roles, and the main contact. Indicate thedate a consortium agreement was signed (or will be signed), and send a copy to the programmemanager. Guidance on creating a consortium agreement can be found at http://www.jisc.ac.uk/media/documents/funding/project_management/consortiumagreements.pdf>2.2 Project Management<Briefly describe the project management framework, including organisation, reporting relationships,decision process, and the role of any local management committee. Organisation charts ordiagrammatic representations are encouraged. Guidance on project management can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/management.aspxPage 5 of 7Document title: JISC Project Plan TemplateLast updated: Jan 2012 – v3.0
  • 6. Project Identifier:Version:Contact:Date:2.3 Project RolesUsing the table below, list all members of the project team, their roles, and contact details. Indicatethe number of days per week that each team member will spend on the project. Team Member Role Contact Details Days per week to be Name spent on the projectIndicate if the project team has any training needs and how they will be met.>2.4 Programme Support<Indicate if there are specific areas where you would like support from the Programme or ProgrammeManager.>3 Detailed Project Planning3.1 Evaluation Plan<Indicate how you will evaluate the quality of the project outputs and the success of the project. Listthe factors you plan to evaluate (including the Critical Success Factors identified in section 1.3),questions the evaluation will answer, methods you will use, and how success will be measured.Expand as appropriate on how you will conduct the evaluation. Guidance on creating an evaluationplan can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/evaluation.aspx> Timing Factor to Evaluate Questions to Address Method(s) Measure of Success3.2 Quality Assurance<What quality assurance measures are planned? Who will be responsible for assessing the quality ofthe project outputs/outcomes and when? Complete the table below for each of the major deliverablesproviding as much detail as possible. Repeat the table as many times as necessary to accommodateall deliverables. Guidance on creating a quality plan can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/quality.aspx>Output / Outcome NameWhen will QA be Who will carry out the QA What QA methods / measures will be used? carried out? work?Page 6 of 7Document title: JISC Project Plan TemplateLast updated: Jan 2012 – v3.0
  • 7. Project Identifier:Version:Contact:Date:3.3 Communication and Dissemination Plan<Explain how the project plans to share outcomes and learning with stakeholders and the community.Complete the table below for all important dissemination activities planned throughout the project.Guidance on creating a dissemination plan can be found at http://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/dissemination.aspx> Timing Dissemination Activity Audience Purpose Key Message3.4 Exit and Embedding Plans<Explain what will happen to project outputs/outcomes at the end of the project (including knowledgeand learning). Focus on the work needed to ensure they are taken up by the community and anywork needed for project closedown, e.g. preservation, maintenance, documentation. Guidance oncreating an exit plan can be found athttp://www.jisc.ac.uk/fundingopportunities/projectmanagement/planning/exit.aspx> Project Action for Take-up & Embedding Action for Exit Outputs/Outcomes3.5 Sustainability Plans<List any project outputs/outcomes that may have potential to live on after the project ends, why, howthey might be taken forward, and any issues involved in making them sustainable in the long term.The JISC Sustainability Toolkit can be found at http://www.jisc.ac.uk/sustainabilitytoolkit Project Outputs Why Sustainable Scenarios for Taking Issues to Address Forward AppendicesAppendix A. Project BudgetAppendix B. WorkpackagesPage 7 of 7Document title: JISC Project Plan TemplateLast updated: Jan 2012 – v3.0