Boost your project's efficiency with our Access Project Management Template. Plan, monitor, control, and review your projects systematically.
1
Establish the boundaries of the project
2
Identify the stakeholder needs
3
Create a detailed work plan
4
Identify potential risks and issues
5
Planning resources and budget
6
Preparation of initial project schedule
7
Establishing project governance
8
Approval: Project Plan
9
Implementing project control mechanisms
10
Define project communication plan
11
Approval: Communication Plan
12
Initiating project works
13
Monitor and control the project work plan
14
Update project schedule as necessary
15
Review project performance on a regular basis
16
Adjust control measures as necessary
17
Approval: Adjusted Measures
18
Close out project
19
Conduct formal project review
Establish the boundaries of the project
This task aims to define the scope and limitations of the project. It helps to establish clear boundaries and set realistic expectations. Determine the project's objectives and deliverables, as well as the constraints and assumptions. Identify any necessary approvals or authorizations. Define the project's overall purpose and align it with the organization's goals and objectives.
1
Physical Boundaries
2
Time Boundaries
3
Resource Boundaries
4
Financial Boundaries
5
Scope Boundaries
1
Yes
2
No
Identify the stakeholder needs
In this task, the focus is on understanding the needs, expectations, and requirements of the stakeholders. Identify all the individuals, groups, or organizations that have an interest or could be impacted by the project. Determine their level of influence, their expectations, and their potential concerns. This will help in developing a stakeholder management plan and ensure their needs are considered throughout the project.
1
High
2
Medium
3
Low
1
Timeline
2
Budget
3
Quality
4
Communication
5
Resource Allocation
Create a detailed work plan
This task involves breaking down the project into smaller, manageable tasks and creating a detailed plan for their execution. Define the sequence of tasks, their dependencies, and their estimated duration. Allocate resources and assign responsibilities. Consider any risks or constraints that may impact the schedule. The work plan serves as a roadmap for the project team, enabling them to track progress and meet deadlines.
1
None
2
Start-to-Start
3
Finish-to-Start
4
Start-to-Finish
5
Finish-to-Finish
1
High
2
Medium
3
Low
Identify potential risks and issues
This task involves identifying potential risks and issues that may arise during the project lifecycle. Risks are events or circumstances that could have a negative impact on the project objectives, while issues are problems that have already occurred and require resolution. By proactively identifying and addressing risks and issues, the project team can minimize their impact on the project's success.
1
Technical
2
Operational
3
Financial
4
Legal
5
Schedule
1
High
2
Medium
3
Low
1
High
2
Medium
3
Low
Planning resources and budget
This task involves planning the allocation of resources and budget for the project. Identify the resources required, such as personnel, equipment, and materials. Determine the estimated costs for each resource and create a budget. This ensures that the necessary resources are available and that the project remains within the allocated budget.
1
Full-time
2
Part-time
3
Contract
4
Outsourced
5
Unavailable
1
High
2
Medium
3
Low
Preparation of initial project schedule
In this task, a preliminary project schedule is created based on the work plan, resource availability, and dependencies. This schedule serves as a foundation for tracking progress and managing the project timeline. Consider the estimated duration of tasks, their dependencies, and any constraints. Adjustments may be necessary based on resource availability or changes in the project scope.
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Not Started
2
In Progress
3
Completed
4
Delayed
Establishing project governance
This task involves establishing the framework for project governance. Define the roles and responsibilities of key stakeholders, such as the project sponsor, project manager, steering committee, and project team members. Clarify decision-making processes, communication channels, and escalation procedures. Project governance ensures effective oversight, accountability, and timely decision-making throughout the project.
1
High
2
Medium
3
Low
Approval: Project Plan
Will be submitted for approval:
Create a detailed work plan
Will be submitted
Identify potential risks and issues
Will be submitted
Planning resources and budget
Will be submitted
Preparation of initial project schedule
Will be submitted
Establishing project governance
Will be submitted
Implementing project control mechanisms
This task involves implementing control mechanisms to monitor and measure project performance. Establish metrics, milestones, and key performance indicators (KPIs) to assess progress and identify any deviations from the plan. Establish regular reporting and review processes to ensure timely and accurate information. Implementing project control mechanisms allows for timely intervention and corrective actions, if necessary, to keep the project on track.
1
Daily
2
Weekly
3
Monthly
4
Quarterly
5
Annually
Define project communication plan
This task involves defining a communication plan for the project. Determine the communication objectives, target audience, and messaging for each stage of the project. Identify the communication channels, frequency, and mode of communication (e.g., email, meetings, status reports). Ensure that the communication plan takes into account the needs and preferences of different stakeholders.
1
Email
2
Meetings
3
Status Reports
4
Project Portal
5
Phone
1
Daily
2
Weekly
3
Monthly
4
As Needed
Approval: Communication Plan
Will be submitted for approval:
Define project communication plan
Will be submitted
Initiating project works
This task marks the start of the project execution phase. Assign tasks to the respective team members and provide them with the necessary resources and information. Ensure that all stakeholders are aware of their roles and responsibilities. Kick off the project with an official meeting or communication to create a shared understanding of the project objectives and expectations.
Monitor and control the project work plan
This task involves continuously monitoring and controlling the project work plan to ensure that tasks are being executed as planned. Track the progress of each task, identify any delays or deviations, and take appropriate corrective actions. Regularly communicate the status of the project work plan to relevant stakeholders to keep them informed.
1
Not Started
2
In Progress
3
Completed
4
Delayed
Update project schedule as necessary
In this task, the project schedule is updated based on the actual progress and any changes in the project scope or requirements. Adjust task durations, dependencies, and resource allocation as needed. Update the schedule to reflect any delays, new tasks, or modifications. Communicate the updated schedule to stakeholders to ensure alignment and manage expectations.
1
Not Started
2
In Progress
3
Completed
4
Delayed
Review project performance on a regular basis
This task involves reviewing the project performance on a regular basis to evaluate its progress, adherence to the plan, and achievement of objectives. Analyze key performance indicators (KPIs), milestones, and metrics. Identify any trends, patterns, or issues that require attention. Use the review findings to inform decision-making, identify improvement opportunities, and ensure the project stays on track.
1
Monthly
2
Quarterly
3
Semi-Annually
4
Annually
1
Continue as planned
2
Adjustments required
3
Issues to be resolved
4
Terminate project
Adjust control measures as necessary
In this task, control measures are adjusted based on the project performance, feedback, and reviews. Assess the effectiveness of existing control mechanisms and identify any gaps or areas for improvement. Modify the control measures as necessary to align with the project objectives and address emerging risks or issues. Ensure that the control measures remain relevant and provide the desired level of oversight.
1
Enhancement
2
Modification
3
Removal
Approval: Adjusted Measures
Will be submitted for approval:
Monitor and control the project work plan
Will be submitted
Update project schedule as necessary
Will be submitted
Review project performance on a regular basis
Will be submitted
Adjust control measures as necessary
Will be submitted
Close out project
This is the final task that marks the completion and closure of the project. Organize a project closure meeting or communication to celebrate achievements, recognize contributions, and convey gratitude. Conduct a final review of project objectives, deliverables, and outcomes to ensure everything is completed as planned. Archive project documents, lessons learned, and other relevant artifacts for future reference.
1
Successful
2
Partially Successful
3
Unsuccessful
Conduct formal project review
In this task, a formal project review is conducted to assess the overall project performance and gather feedback from stakeholders. Identify the review objectives, participants, and agenda. Discuss the project's successes, challenges, and opportunities for improvement. Gather feedback on the project's impact, benefits, and lessons learned. Use the insights from the review to enhance future project management practices.
