Project Execution Kit: Sample PDF files
Time Management Process
To deliver a project successfully, it is critical that you monitor and control the time spent by staff. By using this Time Management Process, you can ensure the completion of Timesheets, measure actual time spent on the project and identify any potential task slippage early. You will also be able to keep your Project Plan up-to-date by recording the total time spent against each task listed.
The easiest way to measure time is to ask staff to complete a Timesheet. This Timesheet Form enables staff to record their hours worked, activities and tasks undertaken and the percentage of each task completed. Without completing Timesheets, it would be difficult to accurately measure the real progress of a project.
This register allows a Project Administrator to record the time spent by all staff across the project. The total time spent is calculated and the overall outcome of the project to date is identified. By using a Timesheet Register, you are creating a simple yet effective means of identifying the current status of your project.
Cost Management Process
To ensure that the project is delivered within budget, you need to have a rigorous process for the management of costs / expenses. This Cost Management Process will help you monitor and control project expenses through the use of Expense Forms. This process will help you to avoid excess spending and will therefore save you money.
To control costs, it is necessary to ask staff to complete an Expense Form. This form lists the full details of the expense and should be handed to the Project Manager for approval. By using this pre-defined form, you will be able to control the way that project expenditure is allocated.
An Expense Register records each of the expense items within a project. By listing each expense, a Project Manager can calculate the total expenditure of the project to date. This important log will provide you with a view of the overall financial status of the project.
Quality Management Process
To ensure that your deliverables meet the customer’s requirements, you need to implement a rigorous Quality Management Process. This process defines the Quality Assurance reviews and Quality Control techniques required to assess the level of deliverable and process quality within the project.
Quality Review Form
This form helps you to measure the current level of quality of project deliverables and processes, against the Quality targets set for the project. Any quality deviations are identified and a set of quality improvement actions are undertaken. Download this form to review the level of quality on your project now.
The ‘Deliverables Register’ is the central log against which the progress of each project deliverable is recorded. The purpose of the register is to identify the current status of each deliverable to determine whether it meets the Quality Targets set and is therefore ready for customer signoff. Keeping a Deliverables Register up-to-date forms a core part of monitoring and controlling the project.
Change Management Process
A large number of projects fail due to ‘scope creep’. To control the scope of your project, you need to undertake a strict Change Management Process. This process ensures that changes to the project scope, deliverables, timescales or resources are formally defined, evaluated and approved prior to implementation.
Change Request Form
This Change Request Form (CRF) is used to enable project staff to formally request a change to the project. It allows staff to describe the nature of the change request and the impact on the project if the change is implemented.
Controlling project change is a difficult task. To ensure that changes are monitored through to completion, a Change Register is maintained. This allows the Project Manager to identify any outstanding changes and to measure the actual impact of each change once implemented.
Risk Management Process
This template enables you to identify, quantify and manage risks within your project. You will also be able to identify mitigating actions required to reduce the likelihood of each risk occurring. The roles and responsibilities for managing risk are also described in this compact and useful template.
To enable staff to raise a project risk, you need to use a suitable Risk Form. This form allows staff to describe the risk in detail and rate its likelihood of occurring and potential impact on the project. A suite of actions are recommended to reduce the likelihood of the risk occurring and reduce the impact on the project should it actually eventuate.
The process of tracking risks can often be laborious and complicated. By using this Risk Register, you will have a simple tool for recording the risks identified and the current status of the preventative and contingent actions assigned. This register makes Risk Management easy.
Issue Management Process
Nothing makes a project easier to manage, than having a simple and clear Issue Management Process. This process allows project staff to raise issues to be addressed by the Project Manager. By using this process, project issues will be raised, monitored and controlled in a clear and efficient manner.
To allow staff to raise project issues in a formal manner, you need a well-structured Issue Form. This form is used by staff to describe the issue identified, the current impact on the project and the recommendations for resolving the issue immediately. Download this form to start resolving issues now.
Tracking the resolution of project issues is a core part of the Project Managers role. To do this efficiently, you need to log all issues raised in an Issues Register. This register records the details of the person who raised the issue, the impact on the project at the time it was raised and the status of the actions taken to resolve it. By using an Issues Register effectively, you can substantially reduce the effect of issues on the project.
Procurement Management Process
Most Project Managers at some point need to procure goods and services from external suppliers. To do this efficiently, a Procurement Management Process is identified. This process defines in detail the procedures for ordering, delivering and approving goods and services from suppliers. Furthermore, it describes how supplier performance will be managed against the supplier contract.
Purchase Order Form
To request goods and services from an external supplier, you will want to use a Purchase Order (PO) form. This form enables the Procurement Officer to list in detail the specific goods and services required as well as the order, delivery and payment details.
The process of keeping track of Purchase Orders can often be a headache. To control the progress of Purchase Orders in a stress-free manner, you should log all Purchase Orders within a Procurement Register. This register records the full product and supplier details of each order as well as the delivery and payment status.
Acceptance Management Process
The process of gaining customer acceptance for each deliverable is extremely important to the success of the project. To ensure that customer acceptance is formally managed, an Acceptance Management Process is undertaken. This process will help you determine when a deliverable is ready for acceptance, test the level of completion and gain formal acceptance from the customer.
To gain customer acceptance that a deliverable is 100% complete, you need to use an Acceptance Form. This form allows the project team to prove through acceptance testing, that the deliverable meets the acceptance criteria originally set out by the customer.
Projects often result in the production of hundreds of deliverables for a customer. To ensure that customer acceptance is gained for each project deliverable, you need keep an Acceptance Register up-to-date. This register allows the Project Manager to monitor acceptance testing activities to make sure that every deliverable is accepted on time.
Communications Management Process
Having clear and regular communication is critical to the success of any project. By using this Communications Management Process, you can ensure that your staff will always identify the message content, audience, timing and format prior to seeking your approval to release important communications within your project.
Project Status Report
The most important regular communications event within the project is the release of the Project Status Report. This report helps you document the status of the project schedule, expenses, deliverables, risks, issues and changes to ensure that all key project stakeholders are kept properly informed throughout the project.
Keeping your eye on project communications can often be like watching bees in a beehive. They are fast moving, dynamic and very difficult to control. To ensure that communications within your project are structured and co-ordinated, you should log the status of all key messages within a Communications Register. This will help you keep track of each critical message dispatched and allow you to record feedback to improve communication in the future.
Phase Review Form (Execution)
At the end of the Execution Phase, you need to review the performance of the project to date. Use this form to assess the current status of the Project Schedule, Expenses, Staffing, Deliverables, Risks and Issues for your project.