The document provides an overview of various project management tools and templates that can be used at different stages of a project. It includes summaries of tools like the project charter, work breakdown structure, communication plan, risk assessment chart, and stakeholder analysis among others. Templates and examples are provided for each tool to help users understand how to develop and apply them.

1. Project Management Fundamentals Workshop
Participant Notebook
Notebook Overviews
Action Plan............................................................................................................. 3
Communications Plan.............................................................................................. 4
Core Project Team Analysis ..................................................................................... 6
Cost/Benefit Analysis............................................................................................... 7
Critical Requirements Checklist ................................................................................ 8
Final Report ........................................................................................................... 9
Kick-Off Meeting ................................................................................................... 10
Lessons Learned................................................................................................... 11
Milestone Chart .................................................................................................... 12
Network Diagram.................................................................................................. 13
Post-Implementation Review Meeting..................................................................... 14
Project Charter ..................................................................................................... 15
Project Scoping Meeting ........................................................................................ 16
Risk Assessment Chart .......................................................................................... 17
Risk Management Plan .......................................................................................... 18
Stakeholder Analysis ............................................................................................. 19
Task Responsibility Matrix...................................................................................... 20
Work Breakdown Structure (WBS).......................................................................... 21

2. Project Management Fundamentals Workshop
Tools and Templates
Action Plan Template ............................................................................................ 22
Communications Plan Template ............................................................................. 23
Core Project Team Analysis Template ..................................................................... 24
Cost/Benefit Analysis Worksheet ............................................................................ 25
Critical Requirements Checklist .............................................................................. 26
Final Report Template........................................................................................... 27
Kick-Off Meeting Checklist ..................................................................................... 28
Lessons Learned Checklist ..................................................................................... 29
Milestone Chart Template...................................................................................... 30
Network Diagram Sample ...................................................................................... 31
Post-Implementation Review Meeting Agenda......................................................... 32
Project Charter Sample ......................................................................................... 33
Project Scoping Meeting Agenda Template.............................................................. 37
Risk Assessment Chart Tool/Template .................................................................... 38
Risk Management Plan Tool/Template .................................................................... 39
Stakeholder Analysis Tool/Template ....................................................................... 40
Task Responsibility Matrix Tool/Template................................................................ 41
Work Breakdown Structure (WBS) Template ........................................................... 42
Work Breakdown Structure (WBS) Formats............................................................. 44
Work Breakdown Structure (WBS) Samples............................................................. 45

3. Project Management Fundamentals Workshop
Action Plan
What?
Document to establish and track action items or project steps including:
Ɣ Agreements made during team meetings
Ɣ Steps to be taken
Ɣ Responsible team member(s)
Ɣ Start and completion dates
Ɣ Any clarifying notes
Ɣ Status of action items
When?
During the project implementation and control phase.
How?
1. Record the steps that need to be taken, who is responsible, start and
completion dates, clarifying notes, and the status.
2. Update the status of the steps on a regular basis.
3. Use the information on the Action Plan for status reporting.
View an action plan template.
Notebook Overview 3

4. Project Management Fundamentals Workshop
Communications Plan
What?
Provides the process for documenting work performed during the project and the
communication of this information to the project team and stakeholders.
Note: Depending on the complexity or size of a project, other elements will also
be included, such as multiple, concurrent work breakdown structures for large
projects or contractual documents for projects that outsource tasks.
When?
During the project planning phase.
How?
1. Create an agenda.
2. Identify the project audience(s).
3. Determine what stakeholders need, want, and expect to know, taking into
consideration frequency and length of involvement of all stakeholders.
4. Identify information sources and assign responsibility for collecting
information to be communicated.
5. Identify the best media and methods to communicate. Stakeholders may
absorb information in different ways.
6. Identify key information that needs to be communicated regularly.
7. Define when and how communications will be provided.
8. Document any required approval process needed for any of the
communications.
9. Assign responsibilities for creating and delivering the various types of
communications.
10. Identify communication triggers, such as key
Notebook Overview 4

5. Project Management Fundamentals Workshop
events/milestones/deliverable dates.
11. Define a process for handling ad hoc communications the project is likely
to encounter.
12. Develop a library of project information, and assign responsibilities for its
maintenance.
13. Create internal and external feedback loops to evaluate the effectiveness of
communications.
14. Schedule the work of communications and related triggers into the project
schedule to ensure they are part of the overall plan.
15. Define a process for updating/changing the Communications Plan.
View a communication plan template.
Notebook Overview 5

6. Project Management Fundamentals Workshop
Core Project Team Analysis
What?
A technique for identifying the key members of the team. It can also be used to
negotiate with functional managers for resources and general project support.
When?
Ɣ During the definition phase to identify the key members of the project
team.
Ɣ During the planning phase to refine the makeup of the team.
How?
1. Determine the major tasks that will have to be accomplished.
2. Determine which functional areas will most likely be affected by the
project, i.e., those functional areas possessing the skills to accomplish part
of the project. You should also determine who will be affected in a less
direct way, such as customer service representatives.
Note: Those who are not directly affected at the beginning of a project
may be the ultimate users of the final product, and therefore, may have
valuable insight for the definition and planning stages.
3. Determine the expertise required for the project.
4. Determine key people with the requisite expertise to form the core of the
team.
View a core project team analysis template.
Notebook Overview 6

7. Project Management Fundamentals Workshop
Cost/Benefit Analysis
What?
A technique to determining if the benefits outweigh the costs of a project.
When?
During all phases of the project.
Ɣ When you are determining whether to pursue a project.
Ɣ During the prioritization of corporate projects.
Ɣ Anytime there is a question about the relative benefit/cost of a project.
How?
1. Estimate by year all the costs of the project including:
x Development
x Labor
x Capital investment
x Cost of maintenance
x Cost of operation
2. Estimate the benefits of the project by putting dollar values on the
following (by year):
x Expected profits as a result of implementing the project.
x Cost avoidance or savings in operating and maintenance costs
because of having the new project in place.
x Cost savings because of increased efficiency or speed.
x Cost savings as a result of reduced labor if applicable.
3. Determine the break-even point.
4. Read the difference between the total benefits line and the total costs line.
View a cost/benefit analysis worksheet.
Notebook Overview 7

8. Project Management Fundamentals Workshop
Critical Requirements Checklist
What?
A checklist to aid in identifying all of the requirements of a project.
When?
During the definition and start-up phase to identify the project requirements,
scope, and objectives.
How?
1. Complete a cost/benefit analysis.
2. Determine the specific outcomes, success factors, goals, and objectives of
the project.
3. Identify any the legal requirements and/or mandates.
4. Determine the structure and organization of the project.
5. Identify important tasks and milestones of the project and their schedule.
6. Identify the types of personnel schedules needed and how will they be
used.
7. Determine the distribution of other resources (budget, equipment,
materials, facilities) among the various tasks.
8. Determine how the key elements of the project (cost, performance, and
schedule) will be estimated and controlled.
9. Identify potential problems and risk areas involved in carrying out the
project and a plan to resolve or reduce them.
View a critical requirements checklist.
Notebook Overview 8

9. Project Management Fundamentals Workshop
Final Report
What?
A reporting technique to document information contained in the project plan,
appropriate documentation of the post-implementation review meeting, lessons
learned, and the budget, schedules, change orders, and updates.
When?
After the completion and delivery of the project. It is the last activity in the project
completion phase.
How?
1. Gather all data that have been generated during the life of the project.
2. Develop a report using the format on the following page.
3. Schedule a post-implementation review using the report data for a
debriefing guide.
4. Distribute the Post-Implementation Review Report to appropriate
stakeholders/customer representatives.
View a final report template.
Notebook Overview 9

10. Project Management Fundamentals Workshop
Kick-Off Meeting
What?
The kick-off meeting
Ɣ Provides a briefing of the culmination of all the information gained
through the other activities.
Ɣ Provides a chance to discuss any potential trouble spots of the project or
information that is still missing.
Ɣ Gives the project manager the opportunity to gain buy-in from all team
members.
When?
During the project planning phase. This is the last activity in the project planning
phase.
How?
1. Create an agenda.
2. Provide an overview of the project.
3. Discuss the project requirements and process.
4. Conduct team building activities.
5. Discuss general issues encountered by project team.
6. Clarify next steps.
View a kick-off meeting checklist.
Notebook Overview 10

11. Project Management Fundamentals Workshop
Lessons Learned
What?
Document that stores what was done right, wrong, and what would be done
differently. It identifies the cause of variances, the reason for the corrective action,
and any other lessons learned.
When?
Documentation of lessons learned should begin in the project implementation and
control phase and continue through the project completion phase.
How?
1. Maintain a lessons learned log throughout the life of the project.
2. Capture lessons learned as close as possible to the learning opportunity
(e.g., after an issue has been resolved, change in scope has occurred, or a
risk has been mitigated).
3. Review lessons learned as part of Risk Management.
4. Identify project management processes that can be improved as a result of
lessons learned and make the improvements.
5. Summarize lessons learned in the Final Report.
View a lessons learned checklist.
Notebook Overview 11

12. Project Management Fundamentals Workshop
Milestone Chart
What?
A summary-level schedule that identifies key points in the project’s life span used
to keep stakeholders informed of project progress and to alert them to schedule
slippage. It displays the high-level picture of a project’s scheduled and actual
milestone start and completion dates.
When?
During the project implementation and control phase to track milestone activity.
Ɣ To provide a broad-brush picture of the project’s progress.
Ɣ For an approval process.
Note: If all the key events are going to be on the Gantt Chart, then the milestone
tracking can be done directly from the Gantt Chart.
How?
Fill in the blanks by recording key events that are identified as milestones or that
need approval before the project can proceed. Include key task events as well as
events that have to be tracked for other than project progress, i.e., those events
that senior management has identified for special review.
View a milestone chart template.
Notebook Overview 12

13. Project Management Fundamentals Workshop
Network Diagram
What?
A schematic display of task interdependencies that displays the relationships of
project activities chronologically from left to right. The diagram uses project logic
and critical path activities.
When?
During the project planning phase:
Ɣ After completing the WBS.
Ɣ Prior to completing the critical path.
How?
1. Using the WBS, place the subtasks in the order in which they should be
completed.
2. Identify concurrent tasks by rearranging them so that concurrent tasks
align vertically.
3. Identify interdependencies among tasks.
View a network diagram sample.
Notebook Overview 13

14. Project Management Fundamentals Workshop
Post-Implementation Review Meeting
What?
A meeting with the project team to review the entire project for what went well,
what did not go well, and how to perform tasks more effectively or efficiently in
the future. This meeting is also called the project review meeting.
When?
After the completion and delivery of the project. It is the second to last activity to
be completed in this phase.
How?
1. Gather all data that have been generated during the life of the project.
2. Develop an agenda using the format on the following page.
3. Schedule a post-implementation review with the entire project team.
View post-implementation review meeting agenda.
Notebook Overview 14

15. Project Management Fundamentals Workshop
Project Charter
What?
Ɣ The project charter states the business case for and the goal of the
project.
Ɣ Each primary stakeholder should sign the charter as approval and
support for the project.
Ɣ The project charter lists the project manager and/or management team.
Ɣ The charter should also include the initial time, cost, and performance
requirements for the outcome.
When?
The project sponsor generally provides the project charter before or very early in
the project definition and start-up phase.
How?
Use the project charter to:
Ɣ Identify the problem statement.
Ɣ Determine the project goal.
Ɣ Determine the scope.
Ɣ Identify the project requirements.
View a sample project charter.
Notebook Overview 15

16. Project Management Fundamentals Workshop
Project Scoping Meeting
What?
A meeting to determine the availability of potential resources to gain early
stakeholder buy-in and clarify or confirm the project goals and requirements.
When?
During the project definition and start-up phase.
How?
1. Review the project goals and requirements.
2. Discuss the high-level benefits.
3. Determine potential high-level risks.
4. Confirm resource appropriateness for project and availability.
5. Clarify or confirm stakeholder membership.
6. Review the critical requirements of the project.
7. Review project charter.
View a project scoping meeting agenda template.
Notebook Overview 16

17. Project Management Fundamentals Workshop
Risk Assessment Chart
What?
A simple technique that helps to minimize surprises which can occur during the
life of a project. This chart is designed to help the project team think through the
potential risks or problems related to the three main project parameters of time,
cost, and scope/quality; identify the potential problem; recognize the problem if it
occurs; and decide on the course of action.
When?
Anytime you want to identify and plan for potential problems.
How?
1. Brainstorm with the project team members or other knowledgeable people
who have been a part of a similar project to identify potential problems.
2. Fill in the Risk Assessment Chart to identify the problem, how and when
the problem will surface, and what the alternative action will be.
3. Collect all the Risk Assessment Charts and make copies of them available
to each team member.
4. If a potential problem is identified that is out of the sphere of the project
manager’s control, provide a copy to the effected person or function and
establish a monitoring system that will ensure the problem is corrected if it
occurs.
View a risk assessment chart tool/template.
Notebook Overview 17

18. Project Management Fundamentals Workshop
Risk Management Plan
What?
A systematic approach to manage risks that includes:
Ɣ Identifying the risk
Ɣ Assessing the risk’s impact
Ɣ Responding to the risk
Ɣ Monitoring and controlling the
When?
During the project implementation and control phase.
How?
1. Identify and describe the risk Ɇ A risk ID similar to a task ID allows the
risk to be tracked and monitored.
2. Assess the risk’s impact Ɇ A probability/impact matrix categorizes risks
based on the probability to occur and the impact if or when it does.
Typically, this is expressed as “High/High” to “Low/Low.”
3. Respond to the risk – Risk response represents your desired general action
when faced with that risk. Typical responses include avoid, accept,
mitigate, or transfer.
4. Monitor and Control the risk – This involves documenting all aspects of
the risks including the resolution decision.
View a risk management plan tool/template.
Notebook Overview 18

19. Project Management Fundamentals Workshop
Stakeholder Analysis
What?
A technique for identifying the parties-at-interest in a project. These are the people
who have a vital concern for the success of the project because it directly impacts
their function.
When?
Ɣ During the definition and start-up and planning phases to identify the
stakeholders and to determine what level and type of involvement each
should have.
Ɣ During the life of the project to ensure that all parties-at-interest
are being involved appropriately in the project.
How?
1. List the significant stakeholders.
2. Identify if the listed people or groups will resist the project (-), support the
project (+), or be neutral (0).
3. Describe the reason for each stakeholder’s position.
4. Identify any strategy or action you can take to maintain support, increase
support, or overcome resistance.
View a stakeholder analysis tool/template.
Notebook Overview 19

20. Project Management Fundamentals Workshop
Task Responsibility Matrix
What?
A list of resources and their assigned tasks. Completing the task responsibility
matrix helps to ensure the right number of the right resources are available at the
right time.
When?
During the project planning phase, immediately after identifying the tasks in the
WBS.
How?
After identify the project tasks:
1. Enter the WBS # in the task ID column of the matrix.
2. Enter a task description for each task ID.
3. Determine and enter the team member responsible for each identified task
and his or her title (e.g., P for programmer).
4. Determine the time to complete the task and enter it below the responsible
team member’s name.
View a task responsibility matrix tool.
Notebook Overview 20

21. Project Management Fundamentals Workshop
Work Breakdown Structure (WBS)
What?
A detailed list of project elements organized by deliverables. Each descending level
of the list represents a more detailed definition of the work to be completed. The
total listing defines the overall scope of the project. It acts as the vehicle for
breaking down the work into smaller elements, providing a greater probability that
every major and minor activity will be accounted for.
When?
Ɣ During the definition and start-up phase as a top-level view of the
project’s resource requirements.
Ɣ During the planning phase to refine the project resource requirements
and budget, develop the Task Responsibility Matrix, and assign task
responsibility.
Ɣ During the implementation and control phase to monitor the project’s
progress.
Ɣ During the completion phase to assess if all the requirements have been
accomplished.
How?
1. Subdivide the total effort into discrete and logical sub-elements. A good
approach is to view the subdivision process as a flow chart of the project
from the whole to each succeeding lower level.
2. Check the proposed WBS elements for completeness, compatibility, and
continuity.
3. Determine that the WBS satisfies all the project requirements.
4. Double check to determine if the WBS provides for logical subdivision of
all project work.
5. Establish assignment of responsibilities for all identified effort to specific
organizations.
6. Check the proposed WBS against the reporting requirements of the
organizations involved.
Note: The two most common ways to construct a WBS are the Indentured
Structure and the Graphical Tree Diagram Structure.
View a WBS template, WBS formats, or WBS samples.
Notebook Overview 21

22. Project Management Fundamentals Workshop
Notebook Tools and Templates 22
Action Plan Template
Status
Notes
Comp.
Date
Start
Date
Person(s)
Responsible
* = Primary
Action Plan
PROJECT:
PERSON RESPONSIBLE:
START DATE:
COMPLETION DATE:
Steps to be
Taken

23. Project Management Fundamentals Workshop
Communications Plan Template
Audiences
Activity or
Event
When Method Person
Responsible
Sponsor Project
Team
Other
Project Kickoff Project start
(include date
when planned)
Meeting Project manager Approve Receive
Project Plan Start and updates Document
Team Meetings Weekly Document
minutes project
portal
Major Milestone
Announcements
As completed Email
Project Closeout
Report
End of project Document
Notebook Tools and Templates 23

24. Project Management Fundamentals Workshop
Core Project Team Analysis Template
Project: Directly Impacted Indirectly Impacted
General Project Task Organizational Area(s) Organizational Area(s)
Notebook Tools and Templates 24

25. Project Management Fundamentals Workshop
Cost/Benefit Analysis Worksheet
BENEFITS
Effect of New System on Annual Profits Present System (a) Proposed System (b) b-a
A. Estimated Profit ..................................
B. Total Difference in Estimated Profit ..........................................................................................
Effect of New System on Annual Operating Expenses Present
System
Proposed
System
Annual
Expense
Decrease
C. Equipment Rental ..................................................... $ $ $
D. Equipment Maintenance ..........................................
E. Personnel (Include Benefits) ....................................
F. Other Expenses (Specify) .........................................
1. ....................................……………………………….
2. .........................................……………………………
3. .............................................................................….
G. Total Expense Decrease ...........................................................................................……...... $
H. Total Benefits (B + G) ...................................................................................................……... $
COSTS
Initial Investment Days of Labor Dollars
I. Labor (By Labor Category) Development Implementation Salary/Day Total $s
1. ........................…………………
2. ....................…………………….
3. ...................……………………..
4. ................................……………
5. Other Labor …………………..
J. Total Labor Expense ...........................................................................................................……......
Dollars
K. Capital Equipment/Setup/Testing Development Implementation Total
1. Facilities
2. Computers
3. Furniture
4. Equipment Installation/Setup
5. Equipment Testing
6. Other
L. Total Capital Equipment Expense .....................................................................................….......... $
Dollars
M. Other Expenses Development Implementation Total
1. Training
2. Supplies
3. Travel
4. Consultants
5. Miscellaneous
N. Total Other Expenses..................................................................................................................... $
O. Total Costs (J + L + N) ..............................................................................................................… $
Total Benefit/Cost = H - O = _____________________ Estimated Break-Even Period: Year ____
Notebook Tools and Templates 25

26. Project Management Fundamentals Workshop
Critical Requirements Checklist
Asked Question Answer
… What are the specific outcomes, success
factors, goals, and objectives of this project?
… What are the legal requirements and/or
mandates, if any?
… How is the project going to be structured and
organized?
… What are the important tasks and milestones
of the project, and how should they be
scheduled?
… What types of personnel are needed, and
how will they be used?
… How are other resources (budget,
equipment, materials, facilities) going to be
distributed among the various tasks?
… How will the key elements of the project
(cost, performance, and schedule) be
estimated and controlled? What tools will be
used?
… What are the potential problems and risk
areas involved in carrying out the project,
and how will they be handled?
… What are the costs/benefits of this project?
Notebook Tools and Templates 26

27. Project Management Fundamentals Workshop
Final Report Template
Executive Summary
1.0 Introduction
2.0 Project Review
Project Objectives
Project Approach
Project Management and Planning
Technology
Project Deliverables
Quality and Process Issues
Resource Utilization
Roles and Responsibilities
Problems/Changes Encountered and Solutions Effected
3.0 Lessons Learned
Appendix A: Post-implementation Review Session
Notebook Tools and Templates 27

28. Project Management Fundamentals Workshop
Kick-Off Meeting Checklist
… PROVIDE AN OVERVIEW OF THE PROJECT
x Give background information of the project.
x Describe project goals.
x Explain how and why project team members were selected.
x Explain role of stakeholders and functional managers.
… DISCUSS PROJECT REQUIREMENTS AND PROCESSES
x Discuss tentative schedule and budget.
x Describe project outcomes or end results, objectives, and success criteria.
x Discuss administrative issues and needs.
x Discuss data collection and analysis process.
x Identify the decision-making process.
x Identify required documentation.
x Discuss how the team members will communicate with each other and to the
larger organization.
x Discuss project evaluation processes.
For the first “team members only” meeting, include the following:
… CONDUCT TEAM BUILDING ACTIVITIES
x Ask team members to introduce themselves and share their experiences
working on projects.
x As a team, set ground rules for how everyone will work together.
x Discuss the value of individual differences and how each team member brings
his/her unique contribution.
x Identify expectations team members have for the team and for each other.
… DISCUSS GENERAL ISSUES ENCOUNTERED BY PROJECT TEAMS
x Discuss the pull between “back home” and project assignments.
x Discuss team members’ conflicting loyalties.
x Discuss predisposition toward solutions and using the problem-solving model to
avoid this.
x Identify “us” versus “them” thinking within and outside the team.
x Discuss project activities as iterative processes.
x Discuss the importance of attending to team processes.
… CLARIFY NEXT STEPS
Notebook Tools and Templates 28

29. Project Management Fundamentals Workshop
Lessons Learned Checklist
… Have you identified sources of lessons learned to review before the start of the
project (Post Implementation Reports, logs, databases, etc.)?
… Are you logging lessons learned throughout the entire life of the project?
… Have you clearly documented lessons learned and resolutions for the Post
Implementation Report?
… Are you implementing improvements learned from previous lessons in current and
future projects?
… Are you reviewing lessons learned to help with resolution of similar issues?
… Did you review lessons learned as part of Risk Management?
… Are you making improvements to project management processes as a result of using
lessons learned?
Notebook Tools and Templates 29

30. Project Management Fundamentals Workshop
Milestone Chart Template
Milestone Scheduled
Start
Actual
Start
Scheduled
Completion
Actual
Completion
Notebook Tools and Templates 30

31. Project Management Fundamentals Workshop
Network Diagram Sample
TaskID: 2.2.2 The Big Move Duration: 8 hours
Task Name: Packing personal office items
Notes:
Time allotted equals one business day. Task can be
accomplished around work schedule during this time. Labeled
boxes will be needed prior to the start of this task.
Status: Not Started 25% 50% 75% Completed
Resource: Facility management, employees Dep: 1.3.4
Notebook Tools and Templates 31

32. Project Management Fundamentals Workshop
Post-Implementation Review Meeting Agenda
Agenda
1. Review of project objectives and the project approach
2. Review of the planning process and project management
3. Review of the project milestones and deliverables
4. Identification of successful project elements
5. Identification of and review of the quality, cost, time, performance, and process
issues
6. Review of the resource utilization and roles and responsibilities
7. Identification and review of the problems/changes encountered and their
solutions
8. Discussion and documentation of lessons learned
9. Recognition of and rewards for the project team and team members
Notebook Tools and Templates 32

33. Project Management Fundamentals Workshop
Project Charter Sample
Biometric Support Center (BSC) Training Review Team
Charter Objectives
0.1 Purpose of the Charter
This charter establishes the United States Visitor and Immigrant Status Indicator Technology (US-VISIT)
Biometric Support Center (BSC) Training Review Team and defines the mission, authority,
responsibilities, membership, meeting schedule, and decision-making process. The LearningWorks
Project Manager (LWPM) is responsible for the development, implementation, and maintenance of
this charter. Any questions or suggestions for improvement of this charter should be directed to the
LWPM.
0.2 Mission
The mission of the BSC training review team is to develop materials that will increase the awareness
by local law enforcement and other criminal justice agencies of the functions and services available
through the BSC. To accomplish this mission, the BSC training review team will perform the
following:
x Recommend the content to be included in any products
x Ensure that the content accurately reflects the viewpoints of the organizations represented
x Review products and provide comments in a timely manner
0.3 Specific Efforts
0.3.1 Project Friction Ridge Brochure
The Biometric Support Initiative (recently coined Project Friction Ridge) seeks to address the needs
of local law enforcement through the creation of a brochure. This brochure will reflect the Project
Friction Ridge-shared initiative and will showcase both the BSC and Immigration and Customs
Enforcement (ICE).
0.3.2 Biometric Support Center eCard
The BSC eCard is currently being developed to educate local and international law enforcement
organizations about BSC capabilities. While this tool is considered a training tool, it may also
function as a mechanism for promoting BSC services and Department of Homeland Security (DHS)
agencies who work in conjunction with the BSC.
0.3.3 Train-the-Trainer Course
A one-day Train-the-Trainer (TTT) course will be developed and presented to 26 ICE Special
Agents in Charge (SAC). These agents will tour BSC facilities and learn to present a course on the
BSC and the ICE Compliance Enforcement Unit (CEU) to local and state law enforcement
agencies.
Notebook Tools and Templates 33

34. Project Management Fundamentals Workshop
1. Roles and Responsibilities
1.1 Development and Review Process
1. The LearningWorks training team will develop materials with the input of BSC training
review team members.
2. The BSC training review team will meet to discuss the materials and any immediate changes.
3. The draft material will be provided to the BSC training review team for review and
comments.
4. The comments provided by individual BSC training review team members should be
complete and reflect the viewpoints of the respective organization.
5. The BSC training review team will meet to discuss the comments.
6. Comments accepted by all of the BSC training review team members will be incorporated
into the material by the LearningWorks training team.
7. Issues that cannot be resolved by the BSC training review team shall be elevated to the BSC
program manager.
8. The LearningWorks training team will revise draft materials.
9. The BSC program manager will approve the final product.
1.2 Responsibilities
x The BSC program manager has the final say on all products.
x The BSC Designated Authorizing Authority (DAA) has responsibility for approving or
disapproving a recommended disposition for all proposed changes submitted to the BSC
training review team at its level of authority.
x An issue that cannot be resolved by the BSC training review team shall be elevated to the
BSC program manager.
x Individual BSC training review team standing members are responsible for attending all
meetings and are assigned the responsibility of providing advice and counsel to the LWPM
and the BSC DAA on proposed changes.
x The LWPM will be responsible for leading meetings, maintaining schedules, and
coordinating between organizations and agencies.
x The LearningWorks training team will be responsible for all development of training
materials as well as conducting any training events.
x The BSC training review team standing members are responsible for providing technical,
managerial, and administrative guidance on issues brought for review.
x This is a joint effort; therefore, representatives from each organization are responsible for
ensuring that their organization tries to restrict review cycles to the available timeframes.
Any indication that conflicts are preventing the representatives from promoting their
materials should be addressed to the LWPM so that the schedule can be updated, and to the
BSC training review team to determine the effect on the schedule.
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35. Project Management Fundamentals Workshop
x US-VISIT Outreach (Outreach) will review materials to make suggestions regarding content
and to keep all materials in alignment with the US-VISIT style guidelines.
1.3 Project-specific Responsibilities
1.3.1 Project Friction Ridge Brochure
Since Project Friction Ridge promotes a blending of BSC and ICE support, this effort will include
more extensive input from the ICE representatives than will be needed for the other efforts.
Therefore, the schedule will reflect these needs. Ten working days will be provided to the ICE
organization for review cycles, instead of the standard five working days.
1.3.2 Biometric Support Center eCard
The BSC eCard is a mechanism to educate prospective organizations which may interface with the
BSC about its services. The eCard will be used to both educate and promote the BSC.
Outreach will be an integral member of this effort. ICE representatives will have a subject matter
expert (SME) role in this effort to ensure that any references to ICE and BSC interaction accurately
reflect the organizations’ partnership.
1.3.3 Train-the-Trainer Course
The TTT course will be developed to support ICE SAC agents by providing a tour of BSC facilities
and a training session on the BSC/ICE CEU program to be taught to local and state law
enforcement agencies. This effort will require ICE representatives to speak the language and
understand the mentality of their peers to ensure optimum learning. Outreach will review materials
to make suggestions on content and to keep all materials in alignment with the US-VISIT style
guidelines.
1.4 Membership
The membership of the BSC training review team is comprised of standing members who are
program representatives and ad hoc participants who are SMEs or stakeholders in a proposed
change.
1.4.1 Permanent Members
The BSC training review team consists of a program owner and standing members.
1.4.1.1 Program Owner
The program owner of the BSC training review team is the BSC program manager.
1.4.1.2 Standing Members
Standing members provide advice and counsel to the program owner by reviewing all materials
presented to the BSC training review team. Standing members include the following:
1. BSC DAA
2. LearningWorks Program Manager
3. LearningWorks Deputy Program Manager
4. LWPM
5. BSC Representatives
6. LearningWorks Training Representatives
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36. Project Management Fundamentals Workshop
7. Outreach Representatives
8. ICE Representatives
1.4.2 Effort-driven Membership
There are three efforts associated with the current requirements for the BSC training review team;
therefore, members may change from effort to effort. However, representatives from all
organizations are encouraged to participate in all efforts.
1.4.3 Ad Hoc Members
Ad hoc participants may attend meetings when invited by a permanent member. An ad hoc
participant may be a stakeholder and may attend a meeting when a proposed issue in which he or
she has a stake is on the agenda.
2. Meeting and Review Schedule
The BSC training review team will meet as scheduled to determine the disposition of pending
change requests and to review draft documentation.
The BSC training review team may convene on an ad hoc basis under the following circumstances:
x When a proposed change requires disposition before the next scheduled meeting
x As requested by the sponsor of a change
3. Concurrence
I understand that I (or a representative from my organization) am responsible for attending all review
meetings; assisting the BSC program manager with understanding the issues involved in each
proposed change or authority issue presented to the BSC training review team; representing the
interests of my organization; and providing technical, managerial, and administrative guidance on
issues brought before the BSC training review team.
Program Manager: John Smith
Date
BSC DAA: Paul Dodson
Date
LearningWorks Program Manager: Ryan Patrick
Date
Outreach Representative: Irina Roumiantseva
Date
ICE Representative: Tony Nelson
Date
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37. Project Management Fundamentals Workshop
Project Scoping Meeting Agenda Template
Project Review Briefing Elements:
ƒ Project Goal
ƒ Project Requirements (Cost, Time, Scope/Quality):
Project Discussion Areas:
ƒ High-level objectives
ƒ Cost/Benefit analysis
ƒ Potential risks
ƒ Core team analysis
ƒ Stakeholder analysis
ƒ Any remaining questions on the Critical Requirements Checklist
Notebook Tools and Templates 37

38. Project Management Fundamentals Workshop
Risk Assessment Chart Tool/Template
Project
Parameter
Potential
Problem
When and
How
It Could Occur
Probability of
Occurrence and
Impact
Alternative
Action
Quality
Budget
Schedule
Notebook Tools and Templates 38

39. Project Management Fundamentals Workshop
Risk Management Plan Tool/Template
Project
Parameter
Description Assessment
Freq./Impact
Response Documentation
Quality
Budget
Schedule
Notebook Tools and Templates 39

40. Project Management Fundamentals Workshop
Stakeholder Analysis Tool/Template
Stakeholders Position
+ - 0
Reason for
Position
Strategy
Help Desk
Manager
IT Manager
Union
Representative
Program Manager
Notebook Tools and Templates 40

41. Project Management Fundamentals Workshop
Task Responsibility Matrix Tool/Template
Project: Claims Course
Task ID
Task
(WBS #)
Description
Team Member
Responsible/Duration
1.1 Technology Survey J. Small – P
6 weeks
1.2.1 Computer Proposal
Request
J. Small – P
4 weeks
M. Byte – S
2 weeks
1.2.2 Evaluate Proposals J. Small – P
2 weeks
M. Byte – S
2 weeks
1.2.3 Award Contract P. Mason
1 week
1.3.1 Assemble System M. Byte
Lead
Vendor – P
4 weeks
1.3.3 Install/Test
Computer
M. Byte
Lead
Vendor – P
4 weeks
1.3.4 Network Terminals/
Test
D. Reed – P
2 weeks
M. Byte – S
1.4.1 Conduct Training
Needs Assessment
Berlitz – P
4 weeks
1.4.2 Design Training
Course
Berlitz – P
1 week
De Zeiner – S
1 week
1.4.3 Review and
Approve Design
Team to be appointed
1 week
1.4.4 Develop Course Berlitz – P
2 weeks
De Zeiner – S
1.4.5 Review and
Approve Course
Team to be appointed
1 week
1.4.6 Publish Course Berlitz
Lead
Publishing Department
1 week
1.4.8 Train Claims
Department
Berlitz ?
4 weeks
Sylvan ?
Legend: P = Prime Note: Write in the name of the person responsible for the task and
S = Support indicate whether role is primary (P) or supporting (S).
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42. Project Management Fundamentals Workshop
Work Breakdown Structure (WBS) Template
Work Breakdown Structure
Project: New Application Development and Integration
Phase Task SubTask SubTask
Start
Date
End
Date Duration Depend. Resource
1.0 Analysis
1.1 First level
task
1.1.1 2nd Level
Task
1.1.1.1 Third Level Task
Milestone 1.0 ¡ ¡ ¡ ¡ ¡
2.0 Design
Milestone 2.0 ¡ ¡ ¡ ¡ ¡
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43. Project Management Fundamentals Workshop
Work Breakdown Structure
Project: New Application Development and Integration
Phase Task SubTask SubTask
Start
Date
End
Date Duration Depend. Resource
3.0 Development
4.0 Implementation
5.0 Evaluation
Notebook Tools and Templates 43

44. Project Management Fundamentals Workshop
Work Breakdown Structure (WBS) Formats
INDENTURED STRUCTURE WBS
Level Description
1 Project Name
2 Major Project Elements
3 Major Element Tasks
4 Subtask
5 Work Package
TREE DIAGRAM STRUCTURE WBS
PROJECT NAME
Major Project
Elements
Major Project
Elements
Major Project
Elements
Task Task Task
Subtask Subtask
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45. Project Management Fundamentals Workshop
Work Breakdown Structure (WBS) Samples
Indentured Structure
1.0 Training Analysis and Development of Training Center
1.1 Assess Training Needs
1.1.1 Survey Instructors
1.1.1.1 Make Student Throughput Chart
1.1.1.2 Determine Types and Numbers of Courses Taught
1.1.1.3 Assess Instructors’ Experience With AV Equip.
1.1.1.3.1 Determine Instructors’ AV Preferences
1.1.1.4 Determine Equipment Needs per Classroom
1.2 Design and Layout Classrooms
1.2.1 Obtain Engineering Drawings
1.2.2 Draw Aids and Desks to Scale
1.2.2.1 Sketch Various Room Arrangements
1.3 Survey Available Technology
1.3.1 Survey Vendors for State-of-the-art Equipment
1.3.2 Cost/Benefit/Trade-Off Analysis
1.4 Classroom/Teaching Aid Equipment
1.4.1 Issue Request for Proposal (RFP)
1.4.1.1 Prepare RFP/Equipment Specifications
1.4.2 Evaluate Proposals
1.4.2.1 Determine winner(s)
1.4.3 Issue Contract(s)
1.5 Install Equipment
1.6 Program Support
1.6.1 Project Management
1.6.1.1 Clerical Support
1.6.2 ODCs (Other Direct Costs)
1.6.2.1 Consultants
1.6.2.2 Marketing Support
1.6.2.3 RFP Publication/Binders/Paper
1.6.2.4 Copying
Notebook Tools and Templates 45

46. Project Management Fundamentals Workshop
Work Breakdown Structure (WBS) Samples
Tree Diagram Structure
Level 1
Level 2
Level 3
Level 4
Level 5
Training Analysis
and Development
of Training Center
Assess Training
Needs
Survey
Instructors
Determine
Types and
Numbers of
Courses Taught
Assess
Instructors’
Experience
Design and
Layout
Classrooms
Obtain
Engineering
Drawings
Determine
Equipment
Needs per
Classroom
Determine
Instructors’
Preferences
Draw Aids
and Desks
to Scale
Sketch Various
Room
Arrangements
Make
Student
Throughput
Chart
Notebook Tools and Templates 46