<Project Number><br /><Project Name><br />Project Administration Plan<br />Prepared by:<br />Date:<br /> General Mills<br />Purpose<br />The Project Administration Plan corresponds to what the Project Management Institute calls the Project Management Plan. It contains (or references, if contained in separate documents) the various subsidiary management plans. It explains how the project will be planned and managed, not how the product will be delivered. It should be fairly complete by the time the executing stage begins. If performance measurement metrics have been defined to monitor the project, they can be recorded here.<br />This template is a “boilerplate” of options. For each group of statements, keep the ones that you will be using for your project and delete those that you will not. Modify or expand the text to suit your needs. Key combination Ctrl-Q can be used to remove the hanging indent from paragraphs once you have made your choices.<br />Use this template to record administrative information that you will not be storing in other plans (such as the Project Plan, Communications spreadsheet, or Team Members list on a SharePoint site). Avoid duplicate entry of information, as much as possible.<br />After renaming and saving your copy of this template, click into the footer, select the filename, and press F9. The new document name will show in the footer. Re-save the document.<br />This box of information can be deleted once you begin work on your copy of the form.<br />Revision History<br />DateVersionDescriptionAuthor<br />Framework<br />The project will be tracked in HP PPM Center.<br />Project documents will be stored on a project-specific SharePoint site: insert URL here. Links to those documents will be added to the project in HP PPM Center.<br />Project documents will be stored on a team-specific SharePoint site: insert URL here.. Links to those documents will be added to the project in HP PPM Center.<br />Project notes will be recorded directly in HP PPM Center rather than in stand-alone documents. If it is subsequently determined that additional documents are needed, they will be stored on a team-specific SharePoint site: insert URL here.<br />Software development will utilize the traditional/waterfall methodology. [Details here.]<br />Software development will utilize agile methodology. [Details here: length of sprints/iterations/rounds, how work will be prioritized, who will manage the work backlog, how progress will be measured, how “done” will be defined, timing of retrospectives, who will serve as project manager and ensure that project requirements are fulfilled, what defines the end of the project—time period, budget depletion?, etc..]<br />Scope Management Plan<br />The project will undergo a technical review by the Application Architecture Review Board.<br />Developers and/or the Software Engineering Center of Excellence will be involved in the planning stage so that design improvements are incorporated into the approved scope instead of being proposed after scope has been finalized.<br />Scope change requests must be approved by the project manager.<br />Scope change requests must be approved by a Project Change Control panel consisting of the project manager, the business owner, the lead developer, insert other name here….<br />Scope change requests will be documented in a list on the project SharePoint site: insert URL here. A link to the list will be added to the project’s References area in HP PPM Center.<br />Scope change requests will be documented in a document stored on the project SharePoint site: insert URL here. A link to the document will be added to the project’s References area in HP PPM Center.<br />Plans and specifications will be updated to reflect approved scope changes, while still providing a record of the previous scope.<br />The project manager will evaluate all scope change requests against the triple constraints of scope, time, cost, risk, quality, and customer satisfaction. If the impact is considered substantial by the project manager, the business owner or primary project sponsor will be provided with options and alternatives before a decision will be made.<br />Two team meetings will be scheduled approximately 1/3 and 2/3 of the way through the project to review the Project Charter—to remind ourselves of our objective, to ensure that scope is not expanding beyond approved changes, and to ensure that activities required to meet the success criteria are not forgotten.<br />Time/Cost Management Plan<br />Milestones will be used to track progress. Milestones will be recorded in the HP PPM Center work plan and on a Dry-Erase calendar outside the project manager’s office.<br />Status reports will display three columns of dates: planned, revised, actual.<br />The project manager will define roles and responsibilities for team members and will verify that activities are being done.<br />The team will develop a common definition of activities to ensure that people know what is expected of them (e.g., testing, definition of “done” code).<br />Percent Done will not be tracked. Instead, task statuses will be used<br />Not Started<br />In Progress<br />Completed<br />Deferred<br />Percent Done will be defined by the following system (no other values should be estimated):<br />20/80 system<br />0%Not started<br />20%In-progress<br />100%Done<br />50/50<br />0%Not started<br />50%In-progress<br />100%Done<br />0/100<br />0%Not done<br />100%Done<br />Team members will be instructed that estimates must not be padded.<br />Team members will be asked to provide a three-point estimate, in hours, for their tasks (pessimistic, optimistic, most likely) along with the factors influencing those values.<br />Capital project documents will be updated per requirements.<br />The project manager will verify that team members are spending the designated time on the project, either via observation/conversation or by reviewing the time tracking log.<br />Team members will be instructed to obtain permission from the project manager before spending project-designated time on non-project work.<br />Team members will be instructed to obtain approval in advance from the project manager for purchases charged to the cost center via their corporate charge card.<br />The project manager will use the expense reporting system to monitor charges made to the project’s cost center and will address concerns promptly.<br />The project manager will configure the Cost and Earned Value Health project setting in such a way as to provide early warning of issues, adjusting settings if needed.<br />The project manager will monitor the Project Health in HP PPM Center.<br />Quality Management Plan (and Process Improvement Plan)<br />The project will be organized so that the learnings are discussed at pre-determined points in the project schedule so that improvements in how the project (not the product) is managed can be implemented. Detail those times here.<br />The project manager will look for opportunities to incorporate Continuous Improvement techniques into the project and to expose the team to the concepts.<br />Lessons learned will be documented throughout the project in the PPM Lessons Learned template and will be stored on the SharePoint site: insert URL here.<br />The project manager will monitor published meeting notes, watching for impacts and opportunities.<br />Historical info<br />Human Resource Management Plan<br />The impact of team member turnover (both IS and business) will be mitigated by <br />designating some project documents in the “Working Team” document library on the project SharePoint site as “Onboarding for New Team Members?”.<br />familiarizing myself in advance with the IS Sourcing and Supplier Management team’s procedures and meeting with them at the start of the project.<br />ensuring that team members are familiar with each other’s work and that backup assistance can be provided.<br />Project issues (as opposed to testing issues)<br />will be recorded in a SharePoint list: insert URL here.<br />will be recorded in the PPM Decisions_Issues Template and will be stored on the SharePoint site: insert URL here.<br />Team members will list their vacation dates on the team calendar (SharePoint site calendar? team’s Dry-Erase calendar? Excel spreadsheet?) and will advise the project manager by email.<br />A vacation-free-zone will be established x weeks before the planned Go Live date and x weeks after that date with necessary exceptions granted by the project manager. Team members will be advised of this when asked to join the project team.<br />Team members, including the project manager, will list their planned vacations (outside of the vacation-free-zone) on the team calendar (SharePoint site calendar? team’s Dry-Erase calendar? Excel spreadsheet?) prior to mm/dd/yy so that task dependencies and impacts on the triple constraint can be evaluated. Vacation requests after that date should be sent to the project manager by email for approval.<br />The following events will be marked by celebrations or team-building events:<br />team formation<br />project kickoff between the planning and execution stages<br />end of each major deliverable<br />project close out<br />The project manager will review the Rewards and Recognition website prior to project start.<br />Communication Management Plan<br />The Communication Plan itself will be described in the Project Plan.<br />The Communication Plan will be stored in a separate document stored at this location: xxxxxxx <br />Technical/design issues and decisions that team members need to reference<br />will be recorded in a SharePoint list: insert URL here.<br />will be recorded in the PPM Decisions_Issues Template and will be stored on our SharePoint site.<br />The project manager will identify the communication preferences of the business sponsor and other key stakeholders prior to creating the Communication Plan. Shortly after the start of the execution stage, the project manager will check in with the same people to determine whether they’d prefer any communication adjustments.<br />Meetings with participants from multiple time zones will be conducted primarily at this time <br />xx:xx hours Minneapolis Time <br />xx:xx hours Mumbai Time<br />xx:xx hours UK Time<br />etc.<br />Problems or issues should be logged in the SharePoint Issues/Decisions list as soon as they are encountered. Project leaders (team leads and project manager) should sign up for immediate alerts; all other team members should sign up for daily alerts.<br />Problems or issues should be brought to the attention of the project manager (how and when?).<br />Problems or issues should be brought to the attention of the appropriate team lead (how and when?) who will (do what?).<br />Risk Management Plan<br />Risks will be recorded in a SharePoint list.<br />Risks will be recorded in the PPM Risk Assessment template and will be stored on the SharePoint site.<br />Risks will be compiled by the entire team during a guided work session. <br />Risks will be compiled by the Project Manager.<br />The following Risk Management activities will be done on this project:<br /><ul><li>Risk Management Planning—The project manager will record how risks will be managed in the Project Plan, will determine who will participate in the activities listed below, will define the criteria for this project (1-10 means …), and will facilitate the activities.
Risk Identification – Once the initial Planning processes are complete, all team members will participate in a brainstorming session to identify as many potential risks as possible.
Risk Qualification – Risks will be assigned a value from 1-10 for probability and a separate value from 1-10 for impact. A risk score is then calculated by multiplying the two values.
Risk Response Planning - Risks with a score of 70 or higher will be assigned an owner who will then create a Risk Response Plan. If the risk occurs, the owner will be responsible for implementing the Risk Response Plan. Risks with a score below 70 will be placed on a watch list.
Risk Monitoring and Control – Risks will be evaluated at each project team meeting to determine if the probability or impact has changed. The team will also evaluate the project to detect risks not previously identified.</li></ul>Business Owner Project ManagerOther StakeholdersProject TeamRisk OwnerRisk Management PlanningXRisk IdentificationXXXXQualitative Risk AnalysisXXXXRisk Response PlanningXXXXRisk Monitoring & ControlXXX<br />Procurement Management Plan<br />The project manager will research IS Sourcing and Supplier Management policies, including watching the IS Sourcing Overview DVD.<br />The project manager will meet with IS Sourcing and Supplier Management personnel to discuss contingency planning and risk transfer/mitigation options. This information will assist the project manager in the formulation of options when certain threats or opportunities occur.<br />It is unlikely that this project will require the services of the IS Sourcing and Supplier Management team so no meeting will be scheduled unless a need is identified later.<br />