The document outlines the typical tasks involved in an IT project management process from initiation to post-project review. It includes planning tasks like defining requirements and scope, analysis tasks to understand needs and design a solution, implementation tasks for development, testing and deployment, and post-project tasks for closing out the project. It also provides examples of common email templates that may be useful for communications during each phase of the project lifecycle.

1. IT Project Management Task Roadmap
Identify pain points and
business needs
Analyze ROI (Return on
investment)
Grant project approval
Define scope, schedule,
cost
Select implementation
option (Upgrade existing,
new development,
package installation etc.)
Infra setup plan
(Purchase, lease etc.)
Functional/Non-
functional requirement
Guideline for proposal
submission
Develop Business Case
Planning
Create RFP(Request
for Proposal)
Define evaluation
criteria
Conduct bidding process
(RFP, Proposal,
Presentation etc.,)
Select and announce
contractor
Interview project
members
Purchase/Lease
hardware, software
license
Setup project
environment
Prepare space, supplies,
data repository etc.
Contractor Selection
Procure Equipment
Conduct kick-off
meeting
Gather requirement
from user-interview,
bench marking model,
regulation from public
authority
As-is/To-be system gap
analysis
Business requirement
document(BRD) signoff
Study corporate design
guideline
Reporting: Weekly,
monthly, executive etc.
Project Kick-off
Requirement Analysis
Management
Develop function and
interface
Produce test scenario
(unit, user acceptance,
performance, security
etc.)
Setup testing
environment
Implementation
Testing
Migrate code to
production environment
Monitor performance
and handle user inquiries
Obtain approval for
project closing
Release project team
Go-live & Stabilize
Release of Resource
Negotiate contract
terms and cost
Sign Contract
Deploy/StabilizeImplement/TestAnalysis/DesignPlanningInitiation
Produce UI (user-
Interface), system
process, architecture
design , Interface list
Design
End of phase review
Define go-live
acceptance criteria
Create migration plan
and cut-over plan
Prepare for Go-live
Grant approval for
Go-live
Customize package
based on requirement
Obey coding guideline
Test and register defect
Conduct daily defect
tracking review
Announce system freeze
Prepare and submit
closure report
Document lessons learnt
Archive in company
repository
Post Project Review
Interim billing/payment
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2. Tasks Frequently Sent Emails Useful Templates (by Ref Code)
Develop Business Case
Identify pain points and business needs
Analyze ROI (Return on investment)
Grant project approval
Planning
Define scope, schedule, cost
Select implementation option (Upgrade existing,
new development, package installation etc.)
Infra setup plan (Purchase, lease etc.)
Create RFP
Functional/Non-functional requirement
Guideline for proposal submission
Request/Inquiry
Information on current system issue
Business case review
Approval on project budget
Invitation
Meeting for discussion on project feasibility,
high level requirement, existing system
review etc.
RQ006, DE004
RQ013
RQ012
RQ018, RQ023, RQ025
Contractor Selection
Define evaluation criteria
Conduct bidding process (RFP, Proposal,
Presentation etc.)
Select and announce contractor
Interview project members
Negotiate contract terms and cost
Sign contract
Procure Equipment
Purchase/Lease hardware, software license
Setup project environment
Prepare space, supplies, data repository etc.
Request/Inquiry
Information on procurement equipment
Review of contract terms
Request for proposal
Announce/Notify
Final contractor for the project
Invitation
Bidder’s conference, Proposal presentation
Interview of key project members
Negotiation meeting (Cost, contract terms)
Send files/information
Evaluation criteria, Purchase order
Introduce machines, equipment, tools
RQ005, RQ009
RQ013
RQ010
AN004, TQ002
IV001
IV001
RQ018
IF002
RQ010
Project Kick-off
Conduct kick-off meeting
Requirement Analysis
Gather requirement from user-interview, bench
marking model, regulation from public authority
As-is/To-be system gap analysis
Business requirement document(BRD) signoff
Design
Study corporate design guideline
Produce UI (user-Interface), system process,
architecture design , Interface list
End of phase review
Management
Reporting: Weekly, monthly, executive etc.
Interim billing/payment
Request/Inquiry
Access to existing system
Corporate design guideline
Review and feedback on BRD and design
Bill payment
Change of requirement
Announce/Notify
Phase signoff
Invitation
Meetings (Kick-off, regular, ad-hoc)
End of Phase review session
Complain/Raise issue
Overdue payment
Discrepancy to requirement
RQ006, AN014
RQ006
RQ013
RQ014
RQ026
AN018
RQ018, RQ019
IF001, IF004
CP001
CP008
Implementation
Develop function and interface
Customize package based on requirement
Obey coding guideline
Testing
Produce test scenario (unit, user acceptance,
performance, security etc.)
Setup testing environment
Test and register defect
Conduct daily defect tracking review
Prepare for Go-live
Define go-live acceptance criteria
Create migration plan and cut-over plan
Grant approval for go-live
Announce system freeze
Request/Inquiry
Setup testing/production environment
Maintenance terms and conditions
Announce/Notify
Go-live acceptance criteria
System freeze
Invitation
User training session
Meeting (Deployment planning,
maintenance service discussion, defect
tracking etc.)
Complain/Raise issue
Lack of cooperation from co-working teams
Unauthorized access to data
Send files/information
Test scenario/result, defect reports
Deployment plan (Migration, cutover plan)
RQ016
RQ011
AN018
IV001
RQ018, RQ023, RQ025
CP004, CP005M CP006, CP007
CP010
RQ006
RQ006
Go-live & stabilize
Migrate code to production environment
Monitor performance and handle user inquiries
Release of Resources
Obtain approval for project closing
Release project team
Post Project Review
Prepare and submit closure report
Document lessons learnt
Archive in company repository
Announce/Notify
Completion of project
Release of project team
Removal of equipment
Invitation
Post project review session
Send files/information
Project closure report
Thank you message for good work
AN018
AN007
AN008
IV001
IF003
TQ001
IT Project Email Roadmap and Useful Templates
All Rights Reserved by Email Factory. (http://www.emailfactory.net)
Deploy/StabilizeImplement/TestAnalysis/DesignPlanningInitiation