PROJECT MONITORING AND CONTROL

Uni v er s i t y of Tex as Pan Amer i c an
Project Plan
Template
Version 1.0

15 NOV 2011
NOTE: Please remove this page when creating a Project Plan deliverable.
University of Texas Pan merican P!O"E#T P$N TE%P$TE
Using this Template
The companion tool& Project Plan Instructions& provides detailed direction for completing this template.
Create a Project Plan Deliverable
To create a deliverable from this template:
'. (elete the template title page )previo*s page+ and this page.
,. !eplace -brac.eted text/ on the cover page )next page+ with yo*r project and agency information.
0. !eplace -brac.eted text/ in the tool header area at the top of page i )#ontents page+ with the
same project and agency information as on the cover page.
Note: Please do not remove or modify content in the footer area.
1. #omplete the entire template. Each section contains abbreviated instr*ctions& shown in italics&
and a content area. The content area is mar.ed with a placeholder symbol )+ or with a table.
!elevant text from other project deliverables may be pasted into content areas.
Note: Please do not remove the italici2ed instr*ctions.
3. Update the table of contents by right4clic.ing and selecting 5Update 6ield&7 then 5Update entire
table.7
Create a Project Plan Submission File
!egardless of how an agency maintains project deliverables internally& the Project Plan deliverable is
different from the Project Plan s*bmission file. The Project Plan s*bmission file is a snapshot of
deliverables that is compiled for a specific s*bmission.
To create a s*bmission file from the Project Plan deliverable:
'. 8nsert each of the following re9*ired deliverables as an appendix in :ection '1;ppendices.
<*ality !egister
#omm*nication !egister
#onfig*ration 8tems !egister
Performance !egister
!is. !egister
,. 8nsert any other relevant appendices.
0. #reate a searchable P(6 file& incl*ding the cover with original signat*res& for the s*bmission.
NOTE: Please remove this page when creating a Project Plan deliverable.
UTP
Uni ver si t y of Texas Pan Amer i can Uni ver si t y of Texas Pan Amer i can
PROJECT PLAN
[Agency/Organization Name]
[PROJECT NAME]
=E!:8ON: -=E!:8ON NU%>E!/ !E=8:8ON (TE: -(TE/
Approval of the Project Plan indicates an understanding of the purpose and content described in this
deliverable. Approval of the Project Plan constitutes approval of the project planning results and hereby
certifies the overall accuracy, viability, and defensibility of the content and estimates. By signing this
deliverable, each individual agrees the project has been planned effectively as described herein.
Agency Head
-Name/ -Email/ -Telephone/
:ignat*re (ate
Executive Sponsor
:ignat*re (ate
Technology Sponsor
:ignat*re (ate
Project Manager
:ignat*re (ate
Information Security Officer
:ignat*re (ate
-gency?Organi2ation Name/ P!O"E#T P$N
-Project Name/ -=ersion N*mber/ @ -!evision (ate/
Contents
:ection '. Project Overview.................................................................................. '
:ection ,. Project Organi2ation............................................................................. 0
:ection 0. Project :tart4Up.................................................................................... 1
:ection 1. %onitoring and #ontrol......................................................................... A
:ection 3. <*ality %anagement............................................................................ B
:ection C. #omm*nication %anagement.............................................................'D
:ection A. #onfig*ration %anagement................................................................''
:ection B. Performance %anagement.................................................................'0
:ection E. !is. %anagement.............................................................................. '1
:ection 'D. Project Transition............................................................................'C
:ection ''. !eferences...................................................................................... 'A
:ection ',. Flossary.......................................................................................... 'B
:ection '0. !evision Gistory.............................................................................. 'E
:ection '1. ppendices...................................................................................... ,D
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Section ! Project O"er"ie#
11 Project Descri!tion
Describe the approach the project will use to address the business problem, including
summarizing how the project will deliver the expected business outcomes and performance
objectives.
1" Project Sco!e

Describe the project scope by defining what the project will and will not accomplish. Provide a
narrative or bulleted list of deliverables, services, andor solutions expected as outcomes of the
project.
Project Includes
Project Excludes
1# Assum!tions
Describe any project assumptions related to business, technology, resources, scope,
expectations, or schedules.
Assumptions
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1$ Constraints
Describe the limiting factors, or constraints, that restrict the project team!s options regarding
scope, staffing, scheduling, and management of the project.
!onstraints
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Section $! Project Organi%ation
"1 Project Structure
"pecify the organizational structure of the project team and sta#eholders by providing a graphical
depiction as shown in the example project organization chart in the instructions.
"" %&ternal Sta'e(ol)ers

"pecifically describe external project sta#eholders by identifying the sta#eholder!s function and
interest. A Project $ontact %egister or its e&uivalent is developed as part of this section.
#unction Sta$eholder %epresents Sta$eholder Interest
"# *oles an) *es!onsibilities
Describe roles and responsibilities for the project structure and external sta#eholders as identified
above. A Project $ontact %egister or its e&uivalent is developed as part of this section.
%ole %esponsi&ility
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Section &! Project Start'Up
#1 Project +i,e Cycle
"pecify and describe life cycle model's( that will be used for the project. )f formal standards have
been established at the organization or agency level, refer to the agency andor organizational
practices. )n the description, include tailoring of any practices to accommodate specific project
needs if applicable.
#" -et(o)s. /ools. an) /ec(ni0ues

)dentify the method's(, standards, policies, procedures, programming language's(, reusable code
repositories, and other notations, tools, and techni&ues that may be used to develop andor
deploy the products andor services for the project.
## %stimation -et(o)s an) %stimates

Describe the methods used to estimate the project level of effort, schedule, and budget. )nclude
tools and techni&ues used to obtain the estimates in the description. Provide estimates for the
project dimensions 'effort, schedule, and budget(, and identify the source or basis of the
estimates and the level of uncertainty and ris# associated with the estimates.
Estimation Methods and Estimates
(escription
Effort in person4months or person4ho*rs
:ched*le in calendar months
>*dget in dollars
:o*rce?>asis of Estimates
$evel of Uncertainty
#$ 1or' Activities
Provide a reference to the location of the wor# brea#down structure '*B"( and wor# pac#ages
within the *B".
()S *ocation
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#2 Sc(e)ule Allocation
Provide a reference to the location of the project schedule.
Project Schedule *ocation
+o highlight major accomplishments as initially planned in the project schedule, identify major
project milestones and planned completion dates for delivery. +his list should reflect products
andor services delivered to the end user as well as the delivery of #ey project management or
other project,related wor# products.
Major Milestone,-elivera&le Planned !ompletion -ate
#3 *esource Allocation
Provide a reference to the location of the resource schedule.
%esource Schedule *ocation
)dentify the total number of resources 'e.g., personnel, e&uipment, facilities( that will be needed
for the project. -or personnel, include each of the defined project organizational roles in the
resources and describe s#ill set re&uirements when appropriate. )dentify the estimated timeframe
'start to finish( for project commitment.
%esource Total S$ill Set %e.uirements Timeframe
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#4 5u)get Allocation
Provide a reference to the location of the budget schedule.
)udget Schedule *ocation
)dentify the budget amount allocated by #ey budget category 'e.g., project milestone or standard
cost categories such as personnel, travel(, including the time period that may constrain use of the
budget.
0ey )udget !ategory )udget Amount Time Period
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Section (! Monitoring an) Control
$1 C(ange -anagement
Describe the process for managing all proposed changes, including how change re&uests are
initiated, logged and trac#ed, and assigned for analysis and recommendation. )nclude the change
re&uest review process and any additional processes. )f formal change management policies and
procedures have been established at the organization or agency level, refer to the agency andor
organizational practices. )n the description, include tailoring of any practices to accommodate
specific project needs if applicable.
4.2 6ssue -anagement

Describe the process for managing project issues, including the resources, methods, and tools to
be used to report, analyze, prioritize, and resolve project issues. )nclude how the issues will be
trac#ed and managed to closure. )f formal issue management policies and procedures have been
established at the organization or agency level, refer to the agency andor organizational
practices. )n the description, include tailoring of any practices to accommodate specific project
needs if applicable.
4.3 Status *e!orting

Describe how project status reporting information will be used to monitor and control the project,
including escalation procedures and thresholds that may be used in response to corrective
actions identified as part of the reporting process. )f formal status reporting policies and
procedures for monitoring and controlling projects have been established at the organization or
agency level, refer to the agency andor organizational practices. )n the description, include
tailoring of any practices to accommodate specific project needs if applicable.
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Section *! +,alit- Management
21 7uality -anagement A!!roac(
Describe the overall, high,level approach to &uality management based on project performance.
"ummarize how &uality management activities will be accomplished collectively. )f formal &uality
management policies and procedures have been established at the organization or agency level,
refer to the agency andor organizational practices. )n the description, include tailoring of any
practices to accommodate specific project needs if applicable.
2" 7uality Objectives an) Stan)ar)s 6)enti,ication

Based on project,specific methods, describe how &uality objectives and standards are identified
and organized in preparation for executing &uality management. A .uality %egister or its
e&uivalent is developed as part of this section. /ote that an agency,e&uivalent .uality %egister
must include, at a minimum, the information identified in the .uality %egister -ramewor#
supplemental tool.
2# Project *evie8s an) Assessments

"pecify the types of project reviews that are directly related to project &uality, including
fre&uency, tools used, reviewer's(, and the report's( that will be generated as a result of the
review.
%evie3 Type #re.uency Tools %evie3er %eports
Based on project,specific methods, describe how the results of project reviews will be monitored,
evaluated, and how variance to acceptable criteria will be reported and resolved.
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2$ Deliverables Acce!tance Criteria
-or each project deliverable, describe the final approval process for acceptance from an overall
&uality perspective and the objective criteria to be used for sta#eholder acceptance.
-elivera&le #inal Approval Process Sta$eholder Acceptance !riteria

22 Process 6m!rovement Activities
Describe the activities that will be performed periodically to assess the project!s processes,
identify areas for improvement, and implement improvement plans.
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Section .! Comm,nication Management
31 Communication -anagement A!!roac(
Describe the overall, high,level approach to communication management for the project.
"ummarize how communication management activities will be accomplished collectively. )f
formal communication management policies and procedures have been established at the
organization or agency level, refer to the agency andor organizational practices. )n the
description, include tailoring of any practices to accommodate specific project needs if applicable.
3" Communication Sta'e(ol)ers an) 6n,ormation 6)enti,ication

Based on project,specific methods, describe how project sta#eholders and information
re&uirements are identified and organized in order to ensure timely and appropriate collection,
generation, dissemination, storage, and ultimate disposition of project information among project
sta#eholders. A $ommunication %egister or its e&uivalent is developed as part of this section.
/ote that an agency,e&uivalent $ommunication %egister must include, at a minimum, the
information identified in the $ommunication %egister -ramewor# supplemental tool.
3# Distribution 9rou!s
Provide a reference to the location of the project distribution list information, or identify and
describe distribution groups that will be used to distribute project information, including name and
owner.
Project -istri&ution *ist Information
-istri&ution 6roup 7ame -istri&ution 6roup -escription O3ner
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Section /! Con0ig,ration Management
41 Con,iguration -anagement A!!roac(
Describe the overall, high,level approach to configuration management '$0( for the project.
"ummarize how configuration management activities will be accomplished collectively. )f formal
configuration management policies and procedures have been established at the organization or
4" Con,iguration -anagement /ools. %nvironment. an) 6n,rastructure

Describe the tools, environment, and infrastructure re&uired for the execution of the project $0
activities.
4# Con,iguration 6)enti,ication
Based on project,specific methods, describe the methods for identifying project configuration
items '$)( and for placing $)s of the identified baselines under control. A $onfiguration )tems
%egister or its e&uivalent is developed as part of this section. /ote that an agency,e&uivalent
$onfiguration )tems %egister must include, at a minimum, the information identified in the
$onfiguration )tems %egister -ramewor# supplemental tool.
4$ Con,iguration Control
Based on project,specific methods, describe how configuration control is imposed on the
baselined configuration items.
42 Status Accounting an) *e!orting

Describe the configuration status accounting and reporting activities.
43 Au)its an) *evie8s

Describe the configuration audits and reviews to be held for the project!s $)s.

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44 6nter,ace Control
Describe the interface control activities re&uired to coordinate changes among the project!s $)s
and interfacing items outside the scope of the project. )nclude the external items to which the
project!s $)s interface.
4: ;en)or Control
Describe the activities re&uired to incorporate, into the controlled environment, $)s for which a
vendor has responsibility.
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Section 1! Per0ormance Management
:1 Per,ormance -anagement A!!roac(
Describe the overall, high,level approach to product andor service performance management.
"ummarize how performance management activities will be accomplished collectively. )f formal
performance management policies and procedures have been established at the organization or
Describe the scope of the performance management effort in relation to the project. +he
performance scope defines limits in terms of managing the performance of the goods andor
services.
:" Per,ormance Objectives an) Stan)ar)s 6)enti,ication

Based on project,specific methods, describe how performance objectives and standards are
identified and organized in preparation for executing performance management. A Performance
%egister or its e&uivalent is developed as part of this section. /ote that an agency,e&uivalent
Performance %egister must include, at a minimum, the information identified in the Performance
%egister -ramewor# supplemental tool.
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Section 2! Ris3 Management
<1 *is' -anagement A!!roac(
Describe the overall, high,level approach to ris# management for the project. "ummarize how
ris# management activities will be accomplished collectively. )f formal ris# management policies
and procedures have been established at the organization or agency level, refer to the agency
andor organizational practices. )n the description, include tailoring of any practices to
accommodate specific project needs if applicable.
<" *is' Assessment

59"9 %is$ Identification
Based on project,specific methods, describe how ris#s are identified and organized in preparation
for performing ris# analysis, such as use of methods and techni&ues li#e brainstorming,
interviews, and ris# factor tables. A %is# %egister or its e&uivalent is developed as part of this
section. /ote that an agency,e&uivalent %is# %egister must include, at a minimum, the
information identified in the %is# %egister -ramewor# supplemental tool.
59"9" %is$ Analysis

Based on project,specific methods, describe how ris#s will be analyzed to establish the project
exposure for each ris# and to determine which ris#s are the most important ones to address.
Describe scales for rating ris#s and ris# threshold values.
%is$ Analysis -escription
Scales -escription
%is$ Threshold :alues
-escription
59"9' %is$ %esponse Strategies
Based on project,specific methods, describe how ris# response strategies are assigned for each
ris#.
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<# *is' -onitoring an) Control
59'9 %is$ Trac$ing
Based on project,specific methods, describe how ris#s will be continually trac#ed to ensure that
effective ris# management is performed, such as use of methods and techni&ues li#e ris#
chec#lists and watch lists.
59'9" %is$ %eporting

Based on project,specific methods, describe techni&ues to review and present the status of
project ris#s, such as use of reports for examination of ris# response strategies in a summarized
'collection or ris# items( or detailed 'single ris# item( manner.
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Section 4! Project Transition
1=1 Closeout Plan
"ummarize the plan for closing the project from an administrative, financial, and logistical
perspective.
1=" P(ase Closeout

Describe phase closeout plans if applicable.
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Section ! Re0erences
Provide a list of all documents and other sources of information referenced in the Plan and
utilized in the project. )nclude for each the document number, title, date, and author.
-ocument 7o9 -ocument Title -ate Author
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Section $! 5lossar-
Define all terms and acronyms re&uired to interpret the Project Plan properly.
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Section &! Re"ision 6istor-
)dentify changes to the Project Plan.
:ersion -ate 7ame -escription
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Section (! Appen)ices
Attach the re&uired deliverables and any other relevant information.
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PROJECT MONITORING AND CONTROL

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PROJECT MONITORING AND CONTROL

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Uni v er s i t y of Tex as Pan Amer i c an

1" Project Sco!e

"" %&ternal Sta'e(ol)ers

#" -et(o)s. /ools. an) /ec(ni0ues

## %stimation -et(o)s an) %stimates

4.2 6ssue -anagement

4.3 Status *e!orting

2" 7uality Objectives an) Stan)ar)s 6)enti,ication

2# Project *evie8s an) Assessments

3" Communication Sta'e(ol)ers an) 6n,ormation 6)enti,ication

4" Con,iguration -anagement /ools. %nvironment. an) 6n,rastructure

42 Status Accounting an) *e!orting

43 Au)its an) *evie8s

UTP Page "

:" Per,ormance Objectives an) Stan)ar)s 6)enti,ication

UTP Page '

<" *is' Assessment

59"9" %is$ Analysis

59'9" %is$ %eporting

1=" P(ase Closeout

UTP Page "8

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