University of Canberra : Information Communication Technology : Forms, Templates and Guidelines

The EPMO is developing project forms, templates and guidelines for each stage of a project, based on the Prince 2 project management methodology. We have also developed companion guides containing instructions and examples for reference when completing the documents.

Please note that the “standard” versions have been developed for large and very large projects, while the “lite” versions have been developed for small or medium sized projects.

Stage	Template/s	Brief Description	Next Steps
Project Startup	Change or Project Request (used for projects of all sizes) Change or Project Request Companion Guide	The Change or Project Request is a very brief initial proposal and must be authorised by an Executive sponsor. Depending on the complexity of the request it will either be deemed a Change or a Project and the relevant process will be followed.	If deemed a project, after the request has been approved, a full Project Proposal is developed.
Project Startup	Full Project Proposal Full Project Proposal companion guide	The Full Project Proposal development should be appropriately resourced and involve stakeholder consultation. The development of the proposal should account for around 10% of the total project effort.	After the Full Project Proposal has been approved and resources have been allocated, the project progresses to the planning and initiation stage.
Project Planning and Initiation	Project Plan (Standard) Project Plan (lite) Project Plan Companion Guide Project Plan Attachments: Project Schedule Budget and cost tracking Spreadsheet	The Project Plan expands on the full project proposal and contains more detailed information about the project approach, scope, structure and techniques for the management and delivery of objectives. The project plan typically includes plans for a communications, quality, risk and change management. The project schedule is a dynamic document and contains detailed information about project stages, milestones, products (deliverables), tasks, delivery dates and resources. Information is usually maintained in MS Project. The project budget is dynamic spreadsheet used to financially track and manage the project. It tracks the original budget, variations and expenditure.	After the project plan has been approved, the project enters the execution stage.
	Project Management Tools Powerpoint Project Brief Risk Register Risk register Companion Guide Project Change Form Project Change Register Issue Register	The powerpoint project brief is a communications tool to help inform and educate others about the key aspects of your project. The risk register allows project risks to be evaluated, mitigated, tracked and managed. The Project change form and register and helps to track, control and report on changes to project scope, schedule, budget and resources. The issue register is used to track, manage and report on project issues.
Project Execution	Project Status Report (standard) Project Status Report (Lite) Project Status Report Companion Guide	Project Status Reports (PSR’s) are regularly prepared by the project manager to report on progress. PSRs are submitted to the project board for review and approval. Once approved they are logged by the EPMO for review by the CPAB.	After the project has been completed, the project enters the closure stage.
Project Closure	Project Closure Report (standard) Project Closure Report (lite) Project Closure Report Companion Guide Project Closure Report Attachments: Final Project Schedule Final Budget and Cost Tracking Spreadsheet Handover to Operations Checklist Post Implementation Review Plan (refer below)	Upon completion of the project, a project closure report (PCR) is prepared for project board approval. It is a summary of project outcomes, lessons learned and actions performed during handover to business operations.	After the project has been closed, a post implementation review is scheduled.
Post Implemetation Review	Post Implementation review Plan	The post implementation review plan enables you to determine if the expected benefits and return on investment are being delivered as planned. Remedial actions and recommendations may come out of the review to improve business outcomes.	Subsequent post implementation reviews may be scheduled to assess the ongoing progress of business benefits.