PM07-Project Plan

Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0
 Project Plan
Construction |

Document Control
Document Information
©

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name © Signature Date

Project Sponsor

Project Review Group

Project Manager ©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Project Plan
Construction |

Table of Contents

1 WORK BREAKDOWN STRUCTURE 2

1.1 PHASES 2
1.2 ACTIVITIES 2
1.3 TASKS 2
1.4 MILESTONES 3
1.5 EFFORT 3
2 PROJECT PLAN 4
2.1 SCHEDULE 4
2.2 DEPENDENCIES 5
2.3 ASSUMPTIONS 5
2.4 CONSTRAINTS 5
3 APPENDIX 5

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 Project Plan
Construction |

1 Work Breakdown Structure

Create a Work Breakdown Structure (WBS) by listing all the phases, activities and tasks required to
undertake the project.

1.1 Phases

List each project phase in the following table. Provide a description of each phase and sequence the
phases, by assigning a phase number (i.e. 1, 2, 3 etc.).

Phase Title Phase Description Phase Sequence

1.2 Activities

List each project activity in the following table, describe the activity and identify the sequencing order
where appropriate.

Phase Title Activity Title Activity Description Activity Sequence

1.3 Tasks

List each project task in the following table, describe the task and identify the sequencing order
where appropriate.

Activity Title Task Title Task Description Task Sequence

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Construction |

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Construction |

1.4 Milestones

List each project milestone in the following table, describe the milestone and record the date on
which it is likely to occur.

Milestone Title Milestone Description Milestone Date

1.5 Effort

Identify the human resources required to accomplish each task, by completing the following table
below.

Task Title Resource Effort

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2 Project Plan
2.1 Schedule

Create a detailed project schedule by listing the phases, activities and tasks required to complete the
project, as well as the dependencies, sequencing and resources involved. A summarized example
follows:

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Construction |

2.2 Dependencies

Explicitly state any key dependencies in the Project Schedule in the following table.

Activity Title Depends on Dependency Type

2.3 Assumptions

List any assumptions made during this project planning process.

2.4 Constraints

List any constraints identified during this project planning process.

3 Appendix
Attach any documentation you believe is relevant to the Project Plan. For example:

● Detailed Project Schedule (listing all project phases, activities and tasks)
● Other documentation (Business Case, Feasibility Study, Project Charter)
● Other relevant information or correspondence

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PM08-Resource Plan
Project: [Project Name]

Construction Department
Date: 02 Dec 2013
Version: 1.0
 Resource Plan
Construction |

Document Control
Document Information
©

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group

Project Manager ©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Resource Plan
Construction |

Table of Contents

1 RESOURCE LISTING 2
1.1 LABOR 2
1.2 EQUIPMENT 2
1.3 MATERIALS 2
2 RESOURCE PLAN 4
2.1 SCHEDULE 4
2.2 ASSUMPTIONS 6
2.3 CONSTRAINTS 6
3 APPENDIX 6

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Construction |

1 Resource Listing
List all the labour, equipment and materials required to undertake the project.

1.1 Labor

List all the roles required to undertake the project. Identify the number of people required to fill each
role within the project. Describe the responsibilities and skills needed to undertake each role
successfully. Also specify the timeframe during which the role will exist.

Role Number Responsibilities Skills Start Date End Date

1.2 Equipment

List each item of equipment required to undertake the project. Quantify the amount of each item
needed. Describe the purpose and specifications of each item. Also specify the timeframe for which
the equipment will be required.

Item Amount Purpose Specification Start Date End Date

1.3 Materials

List each item of material required to undertake the project. Quantify the amount of each item
needed. Also specify the timeframe for which the materials will be required.

Item Amount Start Date End Date

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Construction |

2 Resource Plan
2.1 Schedule

Create a detailed list of the labour, equipment, materials and any other resources needed to undertake the project. Then identify the cost amount of each
resource required, according to the periods it will be needed.

Month

Resource Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total

Labor $/£/€
● Labor Type / other
currency

Equipment
● Equipment Type

Materials
● Material Type

Total

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2.2 Assumptions

List any assumptions made during this resource planning process.

2.3 Constraints

List any constraints identified during this resource planning process.

3 Appendix
Attach any documentation you believe is relevant to the Resource Plan, such as:

● Business Case, Feasibility Study, Project Charter, Project Plan

● Organizational HR policies, guidelines and procedures
● Job Descriptions for project roles
● CVs (Curricula Vitae) for project staff
● Other relevant information or correspondence

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PM09-Financial Plan
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0

Document Control
 Financial Plan
Construction |

Document Information
©

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group

Project Manager©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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Construction |

Table of Contents

1 FINANCIAL EXPENSES 2
1.1 LABOR 2
1.2 EQUIPMENT 2
1.3 MATERIALS 2
1.4 SUPPLIERS 3
1.5 ADMINISTRATION 3
1.6 OTHER 3
2 FINANCIAL PLAN 4
2.1 SCHEDULE 4
2.2 ASSUMPTIONS 6
2.3 CONSTRAINTS 6
3 FINANCIAL PROCESS 6
3.1 ACTIVITIES 6
3.2 ROLES 6
3.3 DOCUMENTS 6
4 APPENDIX 6

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Construction |

1 Financial Expenses
List all the labor, equipment, materials, supplier, administrative and other expenses required to
undertake the project.

1.1 Labor

List the roles involved in undertaking the project and quantify the unit cost of each resource required
to fill that role in the following table:

Role Unit Cost

1.2 Equipment

List the equipment required to undertake the project and quantify the unit cost of each item of
equipment, within the following table:

Equipment Unit Cost

1.3 Materials

List the materials required to undertake the project, and quantify the unit cost of each item of
equipment in the following table:

Material Unit Cost

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1.4 Suppliers

List the deliverables to be sourced from external suppliers to the project and quantify the unit cost of
each deliverable required in the following table:

Deliverable Item Unit Cost

1.5 Administration

List any administration costs involved in undertaking the project in the following table:

Administrative Item Unit Cost

1.6 Other

List any other costs involved in undertaking the project in the following table:

Other Expense Item Unit Cost

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Construction |

2 Financial Plan
2.1 Schedule
Create a detailed Financial Schedule, which will allow the Project Manager to calculate the total expense involved in undertaking the project. As an example,
we have provided a monthly view of a Financial Schedule below:
Month

Expense Type Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Total

Labor $/£/€
● Expense type other
currency
Equipment
● Expense type

Materials
● Expense type

Suppliers
● Expense type

Administration©
● Expense type

Other
● Expense type

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Construction |

Total

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Construction |

2.2 Assumptions

List any assumptions made during this financial planning process.

2.3 Constraints

List any constraints identified during this financial planning process.

3 Financial Process
Describe the process for monitoring and controlling costs within the project. See the MPMM™ Cost
Management Process for a complete example.

3.1 Activities

List the activities required to monitor and control costs within the project.

3.2 Roles

List the roles and responsibilities involved with monitoring and controlling costs within the project.

3.3 Documents

List the documents used to monitor and control costs within the project.

4 Appendix
Attach any documentation you believe is relevant to the Financial Plan, such as:

● Business Case, Project Charter, Project Plan, Resource Plan

● Organizational Finance policies, guidelines and procedures
● Organizational Chart of Accounts
● Other relevant information or correspondence

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PM11- Risk Plan
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0

Document Control
 Risk Plan
Construction |

Document Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group

Project Manager©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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Construction |

Table of Contents

1 RISK IDENTIFICATION 1
1.1 CATEGORIES 1
1.2 RISKS 1
2 RISK QUANTIFICATION 1
2.1 LIKELIHOOD 1
2.2 IMPACT 2
2.3 PRIORITY 2
3 RISK PLAN 2
3.1 SCHEDULE 2
3.2 ASSUMPTIONS 3
3.3 CONSTRAINTS 3
4 RISK PROCESS 3
4.1 ACTIVITIES 3
4.2 ROLES 3
4.3 DOCUMENTS 3
5 APPENDIX 3

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Construction |

1 Risk Identification
Document the potential risks involved with undertaking the project by identifying each of the risk
categories and listing the potential risks within each category.

1.1 Categories

List each of the categories of risk which are relevant to your particular project.

1.2 Risks

For each category, list the risks likely to affect the project’s ability to achieve the stated objectives, by
completing the following table. Assign a unique identification (ID) number to each risk for later
reference in this document.

Risk Category Risk Description Risk ID

2 Risk Quantification
Identify the Priority of each risk by determining its Likelihood and its Impact on the project should it
eventuate.

2.1 Likelihood

To rate the Likelihood of each risk, create a scoring system using the table below:

Title Score Description

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Construction |

2.2 Impact

To rate the Impact of each risk should it occur, create a scoring system using the table below:

Title Score Description

2.3 Priority

Use the following table to assign the Likelihood and Impact scores for each risk. The Priority Score
may be calculated as the average of the Likelihood and Impact scores.

Risk ID Likelihood Score Impact Score Priority Score Priority

Rating

If you have identified more than 20 key project risks, the Priority Rating column will help you assign a
each risk’s Priority Score a text description and colour code, so you can quickly identify high priority
risks to be addressed.

3 Risk Plan
Plan the mitigation of each project risk by completing the following schedule.

3.1 Schedule

Use the following table to identify the preventative and contingent actions required to reduce the
level of overall risk to the project.

Risk Risk Preventative Action Action Contingent Action Action

Rating ID Actions Resource Date Actions Resource Date

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Construction |

3.2 Assumptions

List any assumptions made during this quality planning process.

3.3 Constraints

List any constraints identified during this quality planning process.

4 Risk Process
Describe the process for monitoring and controlling the level of risk within the project.

4.1 Activities

List the activities required to manage risk within the project.

4.2 Roles

List the roles and responsibilities required to manage risk within the project.

4.3 Documents

List the documents used to manage risk within the project.

5 Appendix
Attach any documentation you believe is relevant to this Risk Plan, such as:

● Other project documentation (Business Case, Feasibility Study, Project Charter, Project Plan,
Resource Plan, Financial Plan, Quality Plan)
● Organizational Risk Management Policies, Standards, Guidelines or Procedures
● Risk documentation from other related projects
● Other relevant information or correspondence

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PM12- Acceptance Plan
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0
 Acceptance Plan
Construction |

Document Control
Document Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group

Project Manager©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Acceptance Plan
Construction |

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Construction |

Table of Contents

1 ACCEPTANCE CRITERIA 3
1.1 MILESTONES 3
1.2 CRITERIA 3

2 ACCEPTANCE PLAN 3
2.1 SCHEDULE 3
2.2 ASSUMPTIONS 4
2.3 CONSTRAINTS 4

3 ACCEPTANCE PROCESS 4
3.1 ACTIVITIES 4
3.2 ROLES 4
3.3 DOCUMENTS 4

4 APPENDIX 4

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Construction |

1 Acceptance Criteria

1.1 Milestones

List the milestones that will trigger the need to undertake an Acceptance Test to gain the customer’s
acceptance of deliverables completed by the project.

Milestone Name Milestone Description Milestone Date

1.2 Criteria

For each acceptance milestone identified, list the criteria and standards that must be met for the
customer to accept deliverables completed by the project.

Milestone Name Acceptance Criteria Acceptance Standards

2 Acceptance Plan

2.1 Schedule

Schedule the reviews you will need to undertake to ensure that the deliverables produced by the
project meet the criteria and standards specified by the customer.

Milestone Acceptance Tests

Milestone Deliverables Date Review Method Reviewers Date

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Construction |

2.2 Assumptions

List any assumptions made during this acceptance planning process.

2.3 Constraints

List any constraints identified during this acceptance planning process.

3 Acceptance Process
Describe the process by which you will gain customer acceptance of completed deliverables. See the
MPMM™ Acceptance Management Process for a complete example.

3.1 Activities

List the activities required to gain customer acceptance within the project.

3.2 Roles

List the roles and responsibilities required to gain customer acceptance within the project.

3.3 Documents

List the documents used to gain customer acceptance within the project.

4 Appendix

Attach any documentation you believe is relevant to the Acceptance Plan. For example:

● Project documentation (e.g. Business Case, Feasibility Study, Project Charter, Project Plan,
Resource Plan, Financial Plan, Quality Plan or Risk Plan)
● Requirements Analysis or Needs Analysis documentation
● Other relevant information or correspondence

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PM13- Communications Plan
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0

Document Control
 Communication Plan
Construction |

Document Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature © Date

Project Sponsor

Project Review Group

Project Manager ©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Communication Plan
Construction |

Table of Contents

1 COMMUNICATIONS REQUIREMENTS 5
1.1 STAKEHOLDER LIST 5
1.2 STAKEHOLDER REQUIREMENTS 5
2 COMMUNICATIONS PLAN 5
3 COMMUNICATIONS PROCESS 6
3.1 ACTIVITIES 6
3.2 ROLES 6
3.3 DOCUMENTS 6
4 APPENDIX 6

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Construction |

1 Communications Requirements
In this section, you need to list the communications stakeholders and their requirements for project
status information.

1.1 Stakeholder List

Identify all of the stakeholders, inside and outside the project, who require regular information
regarding the status of the project. Then list the role each stakeholder plays in the project.

1.2 Stakeholder Requirements

Describe the information required to keep stakeholders appropriately informed of the progress of the
project throughout the Project Lifecycle.

Stakeholder Stakeholder Stakeholder Organization Information Requirement

Name Role

2 Communications Plan
Schedule a suite of communications activities required to distribute the right information to the right
stakeholders at the right time. Complete the following table to identify the information to be
distributed, the recipient stakeholders, as well as the timeframes and methods of distribution.

Communications Activities
Activity Information Stakeholders Timeframes Methods
ID (what) (who) (when) (how)

List any assumptions and constraints made during this communications planning process.

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Construction |

3 Communications Process
Describe the process for gaining the customer’s acceptance of completed deliverables.

3.1 Activities

List the activities required to undertake communications within the project.

3.2 Roles

List the roles and responsibilities involved with communications on the project.

3.3 Documents

List the documents used to communicate within the project.

4 Appendix

Attach any documentation you believe is relevant to the Communications Plan, such as:
● Newsletters
● General correspondence
● Corporate communications policies, standards and procedures

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PM14- Procurement Plan
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0

Document Control

.
 Procurement Plan
Construction |

Document Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group

Project Manager©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Procurement Plan
Construction |

Table of Contents

1 PROCUREMENT REQUIREMENTS 3
1.1 REQUIREMENTS 3
1.2 MARKET RESEARCH 3
2 PROCUREMENT PLAN 3
2.1 SCHEDULE 3
2.2 ASSUMPTIONS 6
2.3 CONSTRAINTS 6
3 TENDER PROCESS 6
3.1 ACTIVITIES 6
3.2 ROLES 6
3.3 DOCUMENTS 6
4 PROCUREMENT PROCESS 6
4.1 ACTIVITIES 6
4.2 ROLES 6
4.3 DOCUMENTS 7
5 APPENDIX 7

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 Procurement Plan
Construction |

1 Procurement Requirements
In this section, document the procurement requirements of the project, and complete market research
to ensure that you can feasibly source the procurement items when required.

1.1 Requirements

Define what you are procuring (or outsourcing). Using the following table, list and describe the
procurement items, which must be procured to help the project team to achieve its objectives; offer
your reasoning for outsourcing these items to external suppliers; and finally, list the quantities
required and the budget available.

Item Description Justification Quantity Budget

1.2 Market Research

Complete research to show that the market includes a range of suppliers and offerings that are able
to meet the procurement needs of the project. To prove that suitable offerings are currently available,
list examples in the following table:

Item Supplier Offering Price Availability

2 Procurement Plan
2.1 Schedule
Create a detailed schedule for the selection of a preferred supplier, delivery of procurement items and
management of the supplier performance, as follows:

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Construction |

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Construction |

2.2 Assumptions

List any assumptions made during this procurement planning process.

2.3 Constraints

List any constraints identified during this procurement planning process.

3 Tender Process
Describe the process for short-listing, selecting, and contracting preferred suppliers to the project.

3.1 Activities

List the activities required to select and contract a preferred supplier to the project.

3.2 Roles

List the roles and responsibilities involved with appointment of a preferred supplier to the project

3.3 Documents

List the documents used to contract a preferred supplier to the project.

4 Procurement Process
Describe the process for receiving, reviewing and accepting procurement items from suppliers on
behalf of the project.

4.1 Activities

List the activities required to receive and accept procurement items from suppliers contracted to the
project.

4.2 Roles

List the roles and responsibilities involved with receiving and accepting procurement items from
suppliers contracted to the project.

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Construction |

4.3 Documents

List the documents used to receive and accept procurement items from suppliers contracted to the
project.

5 Appendix
Attach any documentation you believe is relevant to the Procurement Plan, such as:

● Project documentation (e.g. Business Case, Feasibility Study, Project Charter, Project Plan,
Resource Plan, Financial Plan or Quality Plan)
● Requirements Analysis or Needs Analysis documentation
● Market Research materials
● Other relevant information or correspondence

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PM15- Selection Process
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0
Document Control
 Selection Process
Construction |

Document Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group

Project Manager©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

Doc/Version: PM15-Selection Process_1.0 Date: dd mm yyyy Page: 2 of 7

 Selection Process
Construction |

Table of Contents

1 SELECTION PROCESS 2
1.1 OVERVIEW 2
2 RELEASE RFI 2
2.1 DOCUMENT STATEMENT OF WORK 2
2.2 DOCUMENT REQUEST FOR INFORMATION 2
2.3 RELEASE SUPPLIER DOCUMENTS 3
2.4 RECEIVE AND EVALUATE SUPPLIER RESPONSES 3
2.5 SELECT PROPOSAL SHORTLIST AND NOTIFY SUPPLIERS 3
3 ISSUE RFP 3
3.1 UPDATE STATEMENT OF WORK 3
3.2 DOCUMENT REQUEST FOR PROPOSAL 3
3.3 RELEASE SUPPLIER DOCUMENTS 4
3.4 RECEIVE AND EVALUATE SUPPLIER RESPONSES 4
3.5 SELECT PREFERRED RESPONSE AND NOTIFY SUPPLIERS 4
4 CREATE SUPPLIER CONTRACT 4
4.1 DOCUMENT SUPPLIER CONTRACT 4
4.2 NEGOTIATE SUPPLIER CONTRACT 4
4.3 SIGN SUPPLIER CONTRACT 4
5 SELECTION ROLES 5
5.1 PROCUREMENT MANAGER 5
5.2 PROJECT MANAGER 5
6 SELECTION DOCUMENTS 5
6.1 STATEMENT OF WORK 5
6.2 REQUEST FOR INFORMATION 5
6.3 REQUEST FOR PROPOSAL 5
6.4 SUPPLIER CONTRACT 5
6.5 SELECTION REGISTER 5

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Construction |

1 Selection Process
Document the process for identifying, evaluating and selecting preferred suppliers to the project.

1.1 Overview
Provide an overview of the Selection Process, as depicted by the following diagram:

2 Release RFI
Describe how the SOW will be created, the RFI documented and the supplier documents released to
create a shortlist of potential suppliers to the project.

2.1 Document Statement of Work

Describe the steps involved in documenting a comprehensive SOW for your project.
●
●
●

2.2 Document Request for Information

List the steps needed to create a detailed RFI for your project.
●
●
●

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Construction |

2.3 Release Supplier Documents

Identify the steps involved in releasing the supplier documents (RFI and SOW) to the market to allow
potential suppliers to register a formal interest in delivering the scope of work to the project.
●
●
●

2.4 Receive and Evaluate Supplier Responses

Describe the tasks involved in receiving and evaluating the supplier responses and rating them based
on pre-defined criteria.
●
●
●

2.5 Select Proposal Shortlist and Notify Suppliers

Explain the procedures required to select a shortlist of interested suppliers, based primarily on the
quality of their supplier responses.
●
●
●

3 Issue RFP
Identify the process for updating the SOW, documenting the RFP and releasing both documents to the
short-listed suppliers.

3.1 Update Statement of Work

Describe the reasons for updating the SOW, and list the steps needed to ensure that it includes the
project's current scope of work.
●
●
●

3.2 Document Request for Proposal

Explain the purpose of the RFP, and list the steps involved in creating a comprehensive RFP for the
project.
●
●
●

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 Selection Process
Construction |

3.3 Release Supplier Documents

Identify the steps involved in releasing the RFP and SOW to the market to allow short-listed suppliers
to submit a formal proposal for supply.
●
●
●

3.4 Receive and Evaluate Supplier Responses

Describe the tasks involved in receiving and evaluating the supplier proposals and rating them based
on a set of pre-defined criteria.
●
●
●

3.5 Select Preferred Response and Notify Suppliers

List the steps needed to select your preferred supplier and notify unsuccessful candidates.
●
●
●

4 Create Supplier Contract

Identify the process for creating, negotiating and endorsing a contractual agreement with the
supplier.

4.1 Document Supplier Contract

Describe the steps involved in documenting a contract with the supplier.
●
●
●

4.2 Negotiate Supplier Contract

Explain in general the negotiation process and the involvement of legal advisors.
●
●
●

4.3 Sign Supplier Contract

List the tasks needed to formally endorse the Supplier Contract.
●
●
●

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 Selection Process
Construction |

5 Selection Roles
In this section, describe the key roles and responsibilities involved in undertaking this selection
process.

5.1 Procurement Manager

List the responsibilities of the Procurement Manager in undertaking the selection process.

5.2 Project Manager

List the responsibilities of the Project Manager in undertaking the selection process.

6 Selection Documents
In this section, identify the documents that will be used to successfully undertake the selection
process.

6.1 Statement of Work

Describe the steps involved in documenting a contract with the supplier.

6.2 Request for Information

Describe the purpose of the Request for Information and provide a template for its completion.

6.3 Request for Proposal

Describe the purpose of the Request for Proposal and provide a template for its completion.

6.4 Supplier Contract

Describe the purpose of the Supplier Contract and provide a template for its completion.

6.5 Selection Register

Describe the purpose of the Selection Register and provide a template for its completion.

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PM16- Statement of Work
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0

Document Control
 Statement of Work
Construction |

Document Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group

Project Manager©

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Statement of Work
Construction |

Table of Contents

1 INTRODUCTION 2
2 OBJECTIVES 2
3 SCOPE OF WORK 2
4 RESPONSIBILITIES 2
4.1 SUPPLIER RESPONSIBILITIES 2
4.2 PROJECT RESPONSIBILITIES 2
5 TERMS OF SUPPLY 3
5.1 ACCEPTANCE TERMS 3
5.2 PAYMENT TERMS 3
5.3 CONFIDENTIALITY 3
5.4 OTHER TERMS 3

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 Statement of Work
Construction |

1 Introduction
Provide the supplier with a brief summary of your project by describing the objectives, scope,
deliverables and milestones involved.

2 Objectives
Define the objectives for outsourcing the deliverables that are listed within the Scope of Work below.
These objectives define what the project seeks to achieve by outsourcing elements of the project or
solution to an external supplier.

3 Scope of Work
Describe what you are outsourcing, by stating the scope of work to be completed. The scope of work
lists all of the products, services, results and other items that the supplier is required to provide. You
can create a detailed list of these items to be provided by the supplier in the following table. Note: It
is critical that you include as much detail in this table possible.

Item Title Item Description Item Quantity

4 Responsibilities
Identify the responsibilities of the supplier and project team in delivering the above Scope of Work.

4.1 Supplier Responsibilities

Clearly state the responsibilities of the supplier in delivering the above Scope of Work.

4.2 Project Responsibilities

Clearly state the responsibilities of the project team in delivering the above Scope of Work.

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 Statement of Work
Construction |

5 Terms of Supply
While the full list of terms and conditions will be included within the Supplier Contract, it is important
that you state up front any terms that you believe to be critical to the supply process, within this
section.

5.1 Acceptance Terms

List the terms for accepting items provided by the supplier.

5.2 Payment Terms

List the terms for approving supplier payment.

5.3 Confidentiality

Specify whether or not a Non-Disclosure Agreement (NDA) must be signed by the preferred supplier
to ensure that sensitive project information is handled in a professional and confidential manner. If an
NDA is not required, describe how sensitive project information relating to this tender should be
handled.

5.4 Other Terms

List any other terms that must be stated up front, in order for the supplier to be aware of the
conditions under which it must undertake the Scope of Work.

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PM17- Request for Information
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0
Document Control
 Request for Information
Construction |

Document Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group©

Project Manager

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Request for Information
Construction |

Table of Contents

1 INTRODUCTION 2
1.1 OVERVIEW 2
1.2 PURPOSE 2
1.3 ACKNOWLEDGEMENT 2
1.4 RECIPIENTS 2
1.5 PROCESS 2
1.6 RULES 2
1.7 QUESTIONS 2
2 COMPANY 2
2.1 OVERVIEW 3
2.2 OFFERING 3
3 APPROACH 3
3.1 METHOD 3
3.2 TIMEFRAMES 3
3.3 PRICING 3
4 OTHER 3
4.1 CONFIDENTIALITY 3
4.2 DOCUMENTATION 3

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 Request for Information
Construction |

1 Introduction
This section provides the supplier with an overview of the project, the purpose of the RFI document,
and the process involved in selecting a supplier shortlist.

1.1 Overview

Provide a summary description of the project by listing the relevant project objectives, scope of work,
deliverables and timeframes required to meet the customer’s requirements.

1.2 Purpose

Describe the purpose of the RFI document.

1.3 Acknowledgement

Specify instructions by which potential suppliers are to acknowledge receipt of the RFI.

1.4 Recipients

State the types, categories or general market segment of recipients for the RFI.

1.5 Process

Describe the steps and timeframes involved in undertaking this tender process.

1.6 Rules

Identify any rules that should be adhered to during this tender process.

1.7 Questions

Provide contact information for the project representative who is responsible for answering supplier
questions related to this tender.

2 Company
Specify the information to be provided by the supplier to describe the supplier company and its
solution offerings.

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 Request for Information
Construction |

2.1 Overview

List the information to be provided by the supplier as an overview of the supplier company.

2.2 Offering

List in detail the information to be provided by the supplier to describe its company offerings (such as
skills, experience, products, services, training and support).

3 Approach
List the information needed from the supplier to understand its high-level approach to implementing
its offering.

3.1 Method

List the information needed from the supplier to understand its method for delivering its offering to
the project.

3.2 Timeframes

List the information needed to understand the supplier’s lead-times and length of time involved in
delivering its offering.

3.3 Pricing

List the information needed to understand the price of each offering and any other applicable costs,
such as tax, freight, and administration charges.

4 Other
List any other information you will need to provide to potential suppliers regarding the tender
process.

4.1 Confidentiality

List the confidentiality clauses that the supplier must agree to in order to take part in this tender
process.

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 Request for Information
Construction |

4.2 Documentation

List any other information you must provide the project team to help it create a supplier shortlist.

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PM18- Request for Proposal
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0
Document Control
 Request for Proposal
Construction |

D`ocument Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group©

Project Manager

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Request for Proposal
Construction |

Table of Contents

1 INTRODUCTION 2
1.1 OVERVIEW 2
1.2 PURPOSE 2
1.3 ACKNOWLEDGEMENT 2
1.4 RECIPIENTS 2
1.5 PROCESS 2
1.6 RULES 2
1.7 QUESTIONS 2
2 COMPANY 3
3 SOLUTION 3
4 IMPLEMENTATION 3
5 OTHER INFORMATION 3
5.1 CONFIDENTIALITY 3
5.2 DOCUMENTATION 3

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 Request for Proposal
Construction |

1 Introduction
This section provides a detailed description of the project and the process involved in selecting a
preferred supplier.

1.1 Overview

Provide a detailed description of the project by listing the relevant project objectives, scope of work,
deliverables and timeframes required to meet the customer’s requirements.

1.2 Purpose

Then describe the purpose of the RFP document.

1.3 Acknowledgement

Specify instructions by which potential suppliers are to acknowledge receipt of the RFP.

1.4 Recipients

Describe the recipient list for this document.

1.5 Process

Describe the steps and timeframes involved in undertaking this tender process.

1.6 Rules

Identify any rules that should be adhered to during this tender process.

1.7 Questions

Provide contact information for the project representative who is responsible for answering supplier
questions related to this tender.

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 Request for Proposal
Construction |

2 Company
Specify the information to be provided by the supplier to present a detailed description of its
company, such as:

● Vision, objectives, size, location

● Type and number of customers
● Market segments within which it operates
● Knowledge of industry and expertise

3 Solution
Provide the following table to allow the supplier to describe in detail its proposed solution:

Solution & Components Quantity Price

4 Implementation
List the information the project team needs in order to have a detailed understanding of the
supplier’s proposed approach to implementing the solution.

5 Other Information
List any other information you will need to provide to potential suppliers regarding the tender
process.

5.1 Confidentiality

List the confidentiality clauses that the supplier must agree to in order to take part in this tender
process.

5.2 Documentation

List any other information you must provide the project team to help it select a preferred supplier.

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 Request for Proposal
Construction |

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PM19- Supplier Contract
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0
 Supplier Contract
Construction |

Document Control
Document Information

Information
Document ID [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]

Document History

Version Issue Date Changes

[1.0] [Date] [Section, Page(s) and Text Revised]

Document Approvals

Role Name Signature Date

Project Sponsor

Project Review Group©

Project Manager

Quality Manager
[if applicable]

Procurement Manager
[if applicable]

Communications Manager
[if applicable]

Project Office Manager

[if applicable]

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 Supplier Contract
Construction |

Table of Contents

1 INTRODUCTION 2
1.1 PURPOSE 2
1.2 RECIPIENTS 2
1.3 DEFINITIONS 2
2 SCOPE OF WORK 2
2.1 PROCUREMENT ITEMS 2
2.2 DELIVERY SCHEDULE 3
3 RESPONSIBILITIES 3
3.1 SUPPLIER 3
3.2 PROJECT 3
4 PERFORMANCE 3
4.1 REVIEW CRITERIA 3
4.2 REVIEW SCHEDULE 3
4.3 REVIEW PROCESS 3
5 TERMS AND CONDITIONS 3
5.1 PAYMENT 4
5.2 INVOICING 4
5.3 CONFIDENTIALITY 4
5.4 TERMINATION 4
5.5 DISPUTES 4
5.6 INDEMNITY 4
5.7 LAW 4
5.8 AGREEMENT 4

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 Supplier Contract
Construction |

1 Introduction
This section describes the purpose of the contract and provides clear definitions for frequently used
terminology.

1.1 Purpose

Describe in detail the purpose of the Supplier Contract.

1.2 Recipients

Identify the group(s) of suppliers who will receive copies of this Supplier Contract. By signing a copy of
this contract, each recipient formally initiates its obligations under the contract.

1.3 Definitions

Describe the terminology used in this document by completing the following table:

Term Definition

2 Scope of Work
2.1 Procurement Items

The next step is to define what exactly the supplier will provide to the project team. Describe the
scope of work the supplier will undertake by listing the procurement items to be supplied. For
example:

● Products (e.g. goods, materials, equipment, tools, machinery)

● Services (e.g. labor, technical and consulting services)
● Results (e.g. a more efficient process, a more highly skilled team and a restructured organization)
● Other items to be provided by the supplier

Provide a detailed description of each of these items in the following table (as stated in the SOW):

Item Name Item Description Item Quantity Item Price

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 Supplier Contract
Construction |

2.2 Delivery Schedule

Next you will create a detailed delivery schedule for the supply of these procurement items.

3 Responsibilities
3.1 Supplier

List the supplier’s responsibilities for undertaking the scope of work.

3.2 Project

List the project’s responsibilities for undertaking the scope of work.

4 Performance
Describe how the supplier’s performance will be reviewed on a regular basis in this section.

4.1 Review Criteria

Supplier performance is typically managed by completing a suite of performance reviews. List the
criteria for reviewing supplier performance in the following table:

Criteria Description

4.2 Review Schedule

Provide a schedule of reviews to be performed to ensure that the supplier meets its responsibilities
described by this contract.

4.3 Review Process

Describe the process for undertaking the reviews to clarify the responsibilities, timeframes and
activities involved.

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 Supplier Contract
Construction |

5 Terms and Conditions

List the terms and conditions required to administer the contract in this section.

5.1 Payment

List the conditions that will trigger a supplier payment, such as the end of the month in which the
procurement items were supplied, or the completion of a major project milestone.

5.2 Invoicing

Describe the process for receiving and approving the payment of supplier invoices, throughout the
project.

5.3 Confidentiality

Describe how the supplier is to handle sensitive project information.

5.4 Termination

Specify the conditions for terminating this Supplier Contract.

5.5 Disputes

Describe the process for raising a dispute under this contract.

5.6 Indemnity

You may wish to include an indemnity clause, providing either party with legal exemption from
damage, loss or injury caused to the other party.

5.7 Law

List the country whose legislation will govern this contract.

5.8 Agreement
Add the following statement, which describes this as the entire agreement between the Supplier and
the project team:

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 Supplier Contract
Construction |

“This contract constitutes the entire contract between both parties and it supersedes all other
contracts, agreements or understandings previously or currently in existence. Only changes
authorized in writing shall constitute a modification to this contract.”

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 Selection Register
Construction |

Customer:
Project Name:
Project Manager:

Statement of Work
Request for Information (RFI) Request for Proposal (RFP) Supplier Contract
(SOW)
Number
Number of Number of Preferred
ID Status Date ID Status Date Short-lis ID Status Date ID Status Date
Responses Responses Supplier
ted
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               
                               

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 Selection Register
Construction |

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PM21- Phase Review Form- Planning
Project: [Project Name]

Construction Department
Date: 10 Jan 2014
Version: 1.0
 Phase Review Form - Planning
Construction |

Phase Review Form

Planning Phase
PROJECT DETAILS

Project Name: Report Prepared By:

Project Manager: Report Preparation Date:
Project Sponsor: Reporting Period:
OVERALL STATUS

Summary: [Summarize the current project achievements, risks and issues]

Project Schedule: [Summarize the performance against schedule]
Project Expenses: [Summarize the performance against budget]
Project Deliverables: [Summarize the deliverables completed to date]
Project Risks: [Summarize any critical risks]
Project Issues: [Summarize any important issues]
Project Changes: [Summarize any critical project changes]
REVIEW DETAILS

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 Phase Review Form - Planning
Construction |

Review Category Review Question Answer Variance

Schedule Was the phase completed to schedule? [Y/N]
Expenses Was the phase completed within budget? [Y/N]
Deliverables:
● Project Plan ● Was a Project Plan approved? [Y/N]
● Resource Plan ● Was a Resource Plan approved? [Y/N]
● Financial Plan ● Was a Financial Plan approved? [Y/N]
● Quality Plan ● Was a Quality Plan approved? [Y/N]
● Risk Plan ● Was a Risk Plan approved? [Y/N]
● Acceptance Plan ● Was an Acceptance Plan approved? [Y/N]
● Communications Plan ● Was a Communications Plan approved? [Y/N]
● Procurement Plan ● Was a Procurement Plan approved? [Y/N]
● Supplier Contract ● Was a Supplier Contract approved? [Y/N]

Risks Are there any outstanding project risks? [Y/N]

Issues Are there any outstanding project issues? [Y/N]
Changes Are there any outstanding project changes? [Y/N]

APPROVAL DETAILS
Supporting Documentation:
[Reference any supporting documentation to provide evidence of the project outcome if required.
Describe the activities and resources involved in completing the review and the review timeframes.]

Signature: Date:
_______________________ ___/___/____

THIS PROJECT IS APPROVED TO PROCEED TO THE EXECUTION PHASE.

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