Project Execution Plan For

Transcription

1 Project Execution Plan For [Insert Name Here] Project Document Revision History Revision Date Project Manager Project Sponsor Page 1 of 24

2 About This Project Execution Plan Template: This template is intended to serve as a guide for the development of a Project Execution Plan (PEP). The PEP is a detailed document that provides the essentials of a project in terms of its objectives, justification, and how the objectives are to be achieved. The PEP is a formal, approved document that is used to guide both project execution and project control as a project progresses through its lifecycle. The PEP is a detailed blueprint or game plan that charts the entire project s course and forms the basis for all management decisions associated with the project. The PEP describes the entire plan for the project and describes how all the major activities under each project management essential are to be accomplished, including that of overall project control and communications with stakeholders. It documents the project associated planning assumptions and decisions, facilitates communication among stakeholders, and documents the approved scope, cost and schedule baselines. The PEP identifies and addresses the problem and need (why?), goals and objectives (what?), schedule (when?) and roles (who?) for the subject project. It also provides the justification for the project and how the objectives are to be achieved. In addition, the PEP describes how all the major activities under each project management function are to be accomplished, including the documentation and control of project planning assumptions and decisions, planning, estimating and risk management, and communications with and among stakeholders. Recognize that the PEP is not a stagnant document. It is dynamic in nature and will evolve through successive stages of the project life cycle. This template identifies 20 major sections and key factors that should be considered for inclusion as part of every Project Execution Plan. Each section is provided with a discussion on what should be included therein (italicized). Project Execution Plan, Revision Page 2 of 24 Issuance Date

3 Table of Contents 1. EXECUTIVE SUMMARY PROJECT SCOPE, OBJECTIVES AND DELIVERABLES HUMAN RESOURCES MANAGEMENT (STAFFING PLAN) INTEGRATION AND COMMUNICATIONS MANAGEMENT COST AND BUDGET MANAGEMENT SCHEDULE MANAGEMENT (SCHEDULE, MILESTONES AND WORK CONTROL) RISK MANAGEMENT PLAN BASELINE MANAGEMENT AND CHANGE CONTROL PLAN PROJECT CONTROLS AND REPORTING PLAN PROCUREMENT, CONTRACT AND INVENTORY MANAGEMENT PLAN MANAGING PROJECT QUALITY ENVIRONMENTAL, HEALTH AND SAFETY APPENDIX A TERMINOLOGY APPENDIX B ECONOMIC ANALYSIS AND BUSINESS CASE APPENDIX C TECHNICAL BASELINE DOCUMENT (DESIGN BASIS) APPENDIX D INTERFACES AND MEMORANDA OF UNDERSTANDING APPENDIX E SCHEDULE - CURRENT AND/OR BASELINE APPENDIX F - COST PLAN - CURRENT AND/OR BASELINE APPENDIX G RISK ANALYSIS WORKSHEET AND MATRIX APPENDIX H PROJECT MEASURES Project Execution Plan, Revision Page 3 of 24 Issuance Date

4 1. Executive Summary Introduction to Project Provide a brief description of the project, as well as background information. The reason for the project and the overall timing and expectations should be described in business terms. Some background information about how and why the project was initiated should also be included. Describe who (in terms of individual roles and/or organizational areas) will use the final outcome of the project and identify any other stakeholders who will be impacted by the results of the project. The Project Sponsor and Executive Sponsor should be identified at the end of this section. Project Authority Identify the source of authorization for the project. This may be a program or other authorizing organization/entity. Stakeholder (Customer) Identification and Advocacy Identify who (in terms of individual roles and/or organizational areas) will use the final outcome of the project, and identify any other stakeholders who will be impacted by the results of the project. 2. Project Scope, Objectives and Deliverables Scope and Objectives Provide discussions of the scope and objectives of the project. With regard to the scope: Define the project scope with as much detail as possible such that scope changes will be readily evident to everyone. Itemize what is included in this scope. Itemize what is excluded (omitted) from the scope. With regard to the objectives, identify: What are the overall project objectives? What are the technical objectives? What are the schedule objectives? What are the cost objectives? Are there any special objectives defined for the project? Project Execution Plan, Revision Page 4 of 24 Issuance Date

5 Work Approach Describe the work approach. Define the specific tasks to be accomplished (think about deliverables and customer turnover/closeout requirements) and who will accomplish the work. Define the project phases. For example study, planning, engineering/design, implementation, start-up and testing, transition and customer turnover, operations, and closeout. Deliverables A deliverable is any measurable, tangible, verifiable item that must be produced to complete the project or to satisfy a project milestone. Define all internal deliverables and turnover / closeout requirements. Define all external deliverables turnover / closeout requirements. Define acceptance process for deliverables and turnover / closeout requirements. Define approval process for deliverables turnover / closeout requirements. For each deliverable, provide a description of its quality objectives in terms of output quality and approval requirements. (For example, "Interim status reports will be provided weekly to the Project Sponsor and Project Team Leaders and will be approved by each person prior to being accepted within the project archives.") The amount of support to be allocated to the implemented product or service should also be included as a quality objective. Constraints and Requirements List all known constraints and requirements. Assumptions List all known assumptions and the methodology that will be used to validate the assumption. Validation is the process of providing evidence that a process, structure, system or component meets the needs of the user, i.e. "Are we building the Right Thing?" Identification of Vested Interests (Client Requirements) Identify any specific client requirements that are not already captured within the scope and objectives sections. Goals and Critical Success Factors Define what the successful project looks like, in terms of the requesting client s requirements. Identify objective measures that can be used to gauge project performance. Tie success of the project to the specific measures identified in section 11, Project Quality. Project Execution Plan, Revision Page 5 of 24 Issuance Date

6 3. Human Resources Management (Staffing Plan) Project Organization (Structure and key components and concepts) This section should identify the required Project Team and any required organizational interfaces. An organization chart of all project stakeholders should be included such as internal and external resources, clients, vendors, etc. Project Execution Plan, Revision Page 6 of 24 Issuance Date

7 Project Name EXAMPLE EXAMPLE Lines of Reporting Lines of Communications and Coordination Project Sponsor Project Sponsor Project Team Project and Contract Manager Manager EXAMPLE Project Execution Plan, Revision Page 7 of 24 Issuance Date

8 Roles and Responsibilities (Project Team and Customer(s)) Define roles and responsibilities Define authority structure, internal and external. This section assigns roles and responsibilities to the named members of the Project Team taking the organizations Resource Plan and the project skill requirements into account. This section should discuss the specific roles and responsibilities for the Project Sponsor, Project Manager, Implementation Manage/Maintenance Job Sponsor, Team Members, Site Engineering and other support and engineering organizations should be included in ALL Project plans. This section should also include a discussion of the expectations for key project team position including the Project Sponsor, the Project Manager, and the Implementation Manage/Maintenance Job Sponsor. Staffing, Resource and Labor Requirements Planning Define the project Resource Plan. Identify where the resources come from? Work Schedule Identify the work schedule for the project team including regular start and stop times, scheduled shifts, non-work periods, holidays, etc. Training Plan Provide a detailed description of project specific training requirements. These should include, as applicable: Project Team specific training needs, Project Team qualification requirements, Contractor and/or Vendor training needs, Contractor and/or Vendor qualification requirements, and End-user (i.e., operations, maintenance, chemistry, etc.) training requirements. Project Facilities and Resources Identify the logistical and facility considerations for the project. The project's requirements for facilities and resources, such as office space, special facilities, computer equipment, office equipment, and support tools, should be identified. Responsibilities to procure or develop these items should be clearly assigned and described here. 4. Integration and Communications Management Dependencies Any dependencies outside of the Project Manager's direct control, or outside of the scope of the project (but which may still influence the project success) should be identified. For example, activities to be carried out by a client or subcontractor, or activities or deliverables from an external project that are required within the context of this project. Internal dependencies must also be considered. Dependencies of the project, and/or the project deliverable (product) on other projects/products (existing or in development) should be clearly identified. Project Execution Plan, Revision Page 8 of 24 Issuance Date

9 For example, if a needed resource cannot become available until another project is completed, this dependency should be identified and the related risk documented in the appropriate section of the Project Plan. Required linkages to other existing or planned systems should also be identified. Communications Plans Develop and document a Communications Plan that describes the methods and protocols for conducting communications between project stakeholders as well as external entities. The maintenance of effective communications between and among the project team and project stakeholders should be identified as a project measure. Project Execution Plan, Revision Page 9 of 24 Issuance Date

10 Note: The table shown below should be included and modified as required. The following table identifies the method, frequency, and content of these meetings along with the stakeholders and responsible individuals. This table outlines most of the different communications instruments that a project might need to use. Method Frequency Stakeholders Content Responsible Person / Submit to Project Team Meetings Technical Steering Team Meeting As required, based on project milestones (at least monthly) As required to support project milestones Project Team and Customer(s) Sponsor(s) and Customer(s) Technical and project status and issues discussions. Technical presentation of project including recommended and evaluated options Project Team Members / Project Manager Project Technical Lead / Project Manager and Project Stakeholders Individual Status Report Weekly, completed on the last work day of the week Project Team and Project Sponsor Weekly accomplishments, Plans for next week, key progress, issues or barriers and their proposed solutions Project Team Members / Project Manager Weekly Project Status Report Weekly, completed on the last work day of the week Project Sponsor and Customer(s) Weekly status summary regarding scope, schedule, work/staffing; Accomplishments this week, plans for next week, observations/issues Project Managers / Project Sponsor and other Managers (as required) Monthly Project Status Report Monthly, completed on the last work day of the month Project Sponsor, Customer(s) Monthly status summary regarding scope, schedule, work/staffing, issues, change order log, staffing, budget; Accomplishments for this month and plans for next month Project Managers / Project Sponsor and other Managers (as required) Monthly Performance Update Meeting Monthly Project Sponsor, Customer(s) and other Management (as required) Monthly status summary regarding scope, schedule, work/staffing, issues, change order log, staffing, budget; Accomplishments for this month and plans for next month Project Managers / Project Sponsors Feedback Daily or as needed Project Sponsor and Customer(s) All project team members for giving and receiving feedback Interface Plans Define authority structure, internal and external. Identify any required regulatory interfaces, how contractors will be dealt with, etc. Include copies of the applicable interface agreements and/or memoranda of understanding in Appendix D. Document Management Plans (Document Control and Project Files) Record retention and document and records management processes. Define project files and what is to be retained (state retention requirements) Use and disposition of personal files Use and disposition of project files Project Execution Plan, Revision Page 10 of 24 Issuance Date

11 5. Cost and Budget Management Budget Authority Describe the source of funding and the source of authority for the project. Work Breakdown Structure and Dictionary Construct the Work Breakdown Structure (WBS), to the extent possible Establish a WBS dictionary and provide activity descriptions and related information Define the Accounting Structure, as much as possible The WBS should be established so that it is a detailed and comprehensive description of the scope of work for the project. WBS Performance Measurements Identify the WBS related performance metrics. Accounting Structure Identify the accounting structure to be used. Cross-reference the Accounting Structure to the WBS for the project. Establish additional levels as required. Project Cost Estimate and Funding Profile This section provides information on the estimate cost of the project and the associated project funding profile. The project cost estimated should be a comprehensive estimate of the cost to implement the work plan. Identify the full cost estimate for the project (include a copy of the estimate as an appendix) and the assumptions and bases used to derive the estimate. Describe the project budget and detailed the associated Spend Plan. Identify the approach that will be used to obtain funding authorization for the project. If a phased funding approach is to be used, then this section should identify the phases and provide the planned submittal and/or approval dates. Cost Baseline Identify the elements that make up the Cost Baseline. 6. Schedule Management (Schedule, Milestones and Work Control) Identification of Scheduling Methodology Describe the method and tools that will be used to manage and control the project schedule. Identify Schedule review milestones and methods for updating. Project Execution Plan, Revision Page 11 of 24 Issuance Date

12 Identify how project schedule ties in vertically to other Site schedules and tools (i.e., Site Master Schedule, Work Management System, Project/Program Master Plan, Engineering Work, Management, etc.) Identify schedule metrics. Identification of Project Milestones and Fixed Dates Identify project milestones. Identify fixed project dates and commitments. Identification of Activity Sequencing and Duration Identify the sequence of project activities and their associated duration Identify any activity interdependencies. Identify Schedule Baseline Identify the elements that make up the Schedule Baseline. 7. Risk Management Plan Risk Identification Identify each risk and determine its characteristics. There are risks associated with every aspect of project planning and execution. These should be identified to the extent possible. These should be entered onto the project associated Risk Evaluation Worksheet. (See Appendix G) An individual and/or organizational owner should also be identified for each risk item listed. Risk Assessment and Evaluation Each identified risk should be evaluated and its relative impact and importance identified. Evaluations should be based on the probability of the risk occurring and its associated severity and/or impact. This should be entered onto the project associated Risk Evaluation Worksheet. (See Appendix G) Risk Mitigation and Contingency Plan(s) Describe the Risk Mitigation and/or contingency plans that are associated with each identified risk. Reference should be provided to external documents. Project Execution Plan, Revision Page 12 of 24 Issuance Date

13 Risk Provisioning Describe the Risk provisioning that is provided with each identified risk. A summary statement identifying the distribution of risk provisioning funds between contingency and allowance funding similar to that shown in the example below MUST be included. 8. Baseline Management and Change Control Plan Baseline Management Plan Detail the Configuration Management Plan(s) that are being applied to the project scope, schedule, cost and deliverables. Issue Resolution Process Describe the process that will be used to document, evaluate and resolve project issues. Change Control Process Describe the process that will be used to document, evaluate and resolve project changes (i.e., Change Orders and Project Change Orders). Project Change Control Thresholds Identify whether the standard change control thresholds are to be employed. Identify any unique change control thresholds that are being applied to the project Contingency Management Describe the process that will be (is being) used to manage the project contingency. Project Execution Plan, Revision Page 13 of 24 Issuance Date

14 9. Project Controls and Reporting Plan Explain the methods and processes that will be implemented to assist the Project Manager in identifying project progress and communicating that progress to the project team, project sponsor and project stakeholders. Include definition of the approach for resolving deviations from the Project Execution Planand taking corrective action. This Project Control section should include: The type and frequency of production of Project Reports. The frequency and attendees of Project Team and Stakeholder meetings. The frequency and attendees of Project Status meetings. The frequency of Executive Committee meetings. The name and location of the Project File. The methods to be used to log and control project actions. The criteria for issuing a Revised Version of the Project Plan. The metrics to be collected during the project and the analysis to be performed on them. Method of monitoring and measuring project progress (earned value, Cost Performance Variance, Schedule Performance Variance, etc). Identification and method for updating project reports 10. Procurement, Contract and Inventory Management Plan The procurement process, the associated contract activities, and the inventory management approach should be described. Additionally, the procurement policies and methods to be used within the project should be detailed (who is responsible for purchasing decisions and developing and managing purchase orders, requests for proposal, etc. and how will these be managed). Define procurement process and activities; include materials, equipment, supplies, services, transportation, storage, subcontracting/outsourcing, logistics, etc. Where will materials, components and services come from What contracts must be created and administered Who administers the contracts Identify the types and levels of approval required for purchase orders and CSRs. Identify the required spare parts, their use and the impact of the project on capital spares. Identify how progress payments will be used, and how the Vendor contract is organized to provide for progress payment. Also discus how these progress payments relate to stock and inventory. Identify how to plan for a system average price, if applicable. Identify how to account for stores loading. Identification of Major Procurements Identify and characterize any major procurement for good and/or services that are required to support and/or execute the project. 11. Managing Project Quality The QA condition of the work should be specified. Quality affecting activities such as Technical Quality Reviews, Peer Reviews, etc., should be included. Measures against which to judge project status and/or progress should be established and identified. Project Execution Plan, Revision Page 14 of 24 Issuance Date

15 Quality Management Define quality management plans and systems. Define quality assurance and control. Method for monitoring and controlling costs. Method for monitoring and controlling schedule. Method for measuring deliverables against standards. Method for incorporating approved changes. Project Performance Measures Identify the measures that will be applied to measure project success. These measures can be related to project performance relative to established baselines or they could be subjective measures that are established by the project team and/or management. Measures should be project specific and should provide an accurate reflection of project status. These measures will be used as a basis for project status reporting and management updates. Project measures are documented and reported on the Project Measures Form (found in Appendix H), Project performance measures should also be established relative to safety and the safe performance of project related activities should also be identified. The following table of Project Performance/Earned Value Measures is an example for clarity. Parameter Value Cost Performance Index (CPI) 0.90 and 1.25 Schedule Performance Index (SPI) 0.90 and 1.25 Cost Variance (CV) Schedule Variance (SV) Budget Variance 10% meets 10% exceeds 10% meets 10% exceeds 10% meets 12. Environmental Health and Safety Environmental and Conventional Safety Plan Define techniques such as safety assessments, pre job briefings, etc. Environmental safety plans Conventional/personnel safety plans Emergency and Medical Response Plan(s), as required Define the provisions made to accommodate medical and other emergencies. Project Execution Plan, Revision Page 15 of 24 Issuance Date

16 13. Appendix A Terminology Define any unique (special), or significant terms and/or acronyms that will be commonly used within the project. Terms that may be new or confusing to project stakeholders should be clearly explained. Use a table format such as is provided below: Abbreviations: Item Definition Definitions: Term: Definition: Project Execution Plan, Revision Page 16 of 24 Issuance Date

17 14. Appendix B Economic Analysis and Business Case Project Execution Plan, Revision Page 17 of 24 Issuance Date

18 15. Appendix C Technical Baseline Document Project Execution Plan, Revision Page 18 of 24 Issuance Date

19 16. Appendix D Interfaces and Memoranda of Understanding Project Execution Plan, Revision Page 19 of 24 Issuance Date

20 17. Appendix E Schedule Current and/or Baseline Project Execution Plan, Revision Page 20 of 24 Issuance Date

21 18. Appendix F Cost Plan Current and/or Baseline Project Execution Plan, Revision Page 21 of 24 Issuance Date

22 19. Appendix G Risk Analysis Worksheet and Matrix The Risk Analysis Worksheet should be used to identify ALL project-related risks. Each risk should be identified, described and assigned the attributes (probability of occurrence and severity/impact factor that will permit the project Manager and the Project Team to identify the required levels of risk provisioning and mitigation and/or contingency planning that must be carried out. The Risk Severity / Impact Factor Versus Occurrence Probability Factor Matrix would be used to perform this effort. When completed, the Project Manager in conjunction with the project team should provide a preliminary outline of the mitigation and/or contingency plans that will be put in place. They should also identify (in the area provided) the level of risk provisioning for each allowance and/or contingency item listed. Risk Analysis Worksheet Project: Prepared By: Project No.: Date: Sheet 22 of 24 Risk Number Risk Description When is it Likely to Occur (Lifecycle Step) Consequence(s) Duration (y, w, d, h) Cost ($) Probability of Occurrence ( ) Severity / Impact Factor (1 to 5) Risk Exposur e Factor (A E) Previou s R.E.F. (if any) Mitigation and/or Contingency Plan(s) Dollar Impact ($) A or C Project Execution Plan, Revision Page 22 of 24 Issuance Date

23 Risk Severity / Impact Factor Versus Occurrence Probability Factor Matrix Severity/Impact Factor C B B B A C C C B B D D C C C D D D D C E D D D D 1 20 % % % % % Occurrence Probability Factor Exposure and Severity/Probability Factor Rating Actions and Provisioning Required Risk Exposure Factor Action Risk Provisioning A Incorporated into Project Scope Incorporate into Base Project Estimate/Budget B C Mitigation Strategy And Detailed Contingency Plan Mitigation Strategy And Outlined Contingency Plan Allowance Addition to Estimate/Budget Allowance Addition to Estimate/Budget D Mitigation Strategy Contingency Funding (Apply Monte Carlo Analysis Techniques) E Treat As A Project Assumption None Required Project Execution Plan, Revision Page 23 of 24 Issuance Date

24 20. Appendix H Project Measures Form Project Execution Plan, Revision Page 24 of 24 Issuance Date