This Slideshare presentation is a partial preview of the full business document. To view and download the full document, please go here: http://flevy.com/browse/business-document/project-managment-workbook-436 The project workbook allows both to track and monitor project activities.

1. Project Workbook Information
The project workbook allows project managers, team members, sponsors, and stakeholders to easily track and monitor project activities.
Any of these worksheets can easily be broken out into separate documents.
Suggested Sheets for All Projects
Data Filling out the Data sheet completes the header portion of all remaining sheets in the project workbook.
The Project Minicharter sheet can be used as a charter for small projects or a summarization of a full charter for larger
Minicharter
projects.
The Stoplight Report sheet contains a status report that can be used to keep sponsors, team members, and
Stoplight
stakeholders informed of project progress.
Budget The Budget sheet allows you to track original budget, expenditures to date, and any cost variance.
The Cost/Benefit Analysis sheet allows you to review the proposed project and potential alternatives and make a
CBA
project selection based on a greater ROI (return on investment).
Risks The Risk Management Matrix sheet allows you to identify, qualify, quantify, and prioritize risks (events that might
happen; the uncertainty of a project), create mitigation and contingency plans, and assign risks owners.
Issues
The Issues Log sheet allows you to identify and monitor project issues (unplanned events that have happened).
Action The Action Items sheet allows you to track and monitor action items assigned to team members. Action items are
tasks that must be done but are too insignificant from a time perspective to track in your project schedule.
The Deliverable Milestones sheet allows you to identify major deliverable milestones and the due dates, objectives,
Miles
assumptions, and constraints relevant to that deliverable milestone.
The Work Breakdown Structure sheet includes the activities that must be completed during a project, the effort
WBS
required, all relevant dates, and the resources assigned to do the work.
Roster The Roster sheet provides contact information for all those involved on the project.
The Roles and Responsibilities sheet shows the primary role of team members, any deliverables in which they are
R&R
involved, and the percentage of time they are expected to work on the project.
RAM The Resource Assignment Matrix sheet shows you what type of resource is responsible for, or somehow involved with,
each deliverable. The tasks listed are samples; you should update the RAM with tasks appropriate for your project.
The Resource Commitment Matrix sheet shows how many effort hours each person on the project has been allocated
RCM
by month.
A&C The Assumptions and Constraints sheet allows you to track project assumptions and constraints.
Decision The Decision Log sheet allows you to track all major decisions made during the course of the project.
The Communication Plan sheet allows you to detail your communication plan: how you are going to communicate,
Comm
whom you will be communicating with, how often, in what format, etc.
Stake The Stakeholder Analysis sheet allows you to identify stakeholders, their role, and their requirements.
Expectations The Expectations sheet allows you to identify and track the expectations of various stakeholders.
Chg Log The Change Control Log sheet allows you to track all change requests that are in process or finalized.
Deliver The Deliverable Acceptance Log sheet allows you to track the status of deliverable acceptances.
PERT The PERT Analysis sheet allows you to perform PERT analysis on WBS tasks.
Delphi The Delphi Exercise sheet allows you to develop estimates for WBS tasks through the Delphi technique.
TimeSum The Timesheet Totals sheet allows you to track effort hours of your entire team by individual and by month.
Timesheet The Timesheet can be used by each team member to submit effort hours by activity, by month.
The Initial Project Size Estimate sheet allows you to estimate, at high-levels (40,000 ft. view), the size of a project. This
estimate should not be considered final as requirements and technical specifications typically have not been fully
Size Est
developed yet.
The Resource Loading sheet allows you to identify the work effort required, the duration, and the allowed
Res Load
commitment level of each person assigned to the project.
The Project Quality Metrics sheet allows you to identify critical success criteria, related quality metrics, and
Qual Metrics
their priority.

2. Project
Project #
Project manager
Sponsor
Project artifacts
Last updated

3. Project Minicharter
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
0
Background
Business need and business
benefits
Objectives
In Scope
Out of Scope
Deliverable
Due Date
Scope
Deliverables
Scope
Schedule
Cost
Flexibility matrix
Assumptions & Constraints
Key considerations
Success criteria
12345-
Signatures
Signature
Sponsor
Printed name
Date
Signature
Project manager
Printed name
Date
Category
Risks
Risk Description

4. Stoplight Report
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
1
2
3
4
0
Deliverables
6
5
7
8
9
10
Schedule
Scope
Cost
Risk
Issues
Planned completion
Est. completion
Management Alert
ID
Situation Requiring Management Attention
Action Plan
Owner
Accomplishments During Reporting Period
Description of Accomplishment
ID
Deliverables
Planned
Completion
Date
Completed
Title/Description
1
2
3
4
5
Owner
Comments
Title/Description
6
7
8
9
10

5. Budget
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
0
Budget Status
Approved Budget
Planned Expenditures to Date
Actual Expenditures to Date
$0.00
$0.00
$0.00
$0.00
Planned Remaining Budget
Actual Remaining Budget
Variance
$0.00
$0.00
$0.00
Variance
Additional $ needed
Budget Details
Internal Expenses
Salaries
Type of resource
Type of resource
Type of resource
Type of resource
Type of resource
Type of resource
Other Internal Expenses
Type of expense
Type of expense
Type of expense
Total Internal Expenses
External Expenses
Consulting Costs
Type of consulting
Type of consulting
Type of consulting
Capital Expenditures
Type of expense
Type of expense
Type of expense
Total External Expenses
Total Budget
Hourly Rate
# Hours
Total Cost
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
0.00
0.00
0.00
0.00
0.00
0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Cost
$0.00
$0.00
$0.00
$0.00
Total Cost
$0.00
$0.00
$0.00
Total Cost
$0.00
$0.00
$0.00
$0.00
$0.00

6. Cost/Benefit Analysis
Project
Project manager
Project artifacts
Description
Cost of Project Development
Salaries
Other internal expenses
Consulting costs
Capital expenditures
Total project costs
Cost of Support
Operational costs
Nonrecurring costs
Recurring costs
Total ongoing support costs
Current Process
Total annual price
New Process
Total annual price
Annual savings
Cumulative savings
Cumulative costs
Cumulative total net savings
Present Value
Future Value
$0.00
Period
1
2
3
4
5
Totals
Project development cost
Net present value
Project #
Sponsor
Updated
Project Development and Maintenance Costs
FY01
FY02
FY03
0
FY04
FY05
Total
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
FY01
Benefits/Savings
FY02
FY03
FY04
FY05
Total
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Future Value
Interest Rate
# Periods
Future Value
$0.00
Present Value
Interest Rate
# Periods
Present Value
$0.00
Net Present Value
Cash Flow
$0.00
Present Value
$0.00
$0.00
$0.00

7. Risk Management Matrix (Risk Register)
Project
Project manager
Project artifacts
Importance
Detectability
Impact
Risk Description
Probability
ID
Project #
Sponsor
Updated
1 What is this risk?
0
2
0
3
0
4
0
5
0
6
0
7
0
8
0
9
0
10
0
11
0
12
0
13
0
14
0
15
0
Category
0
Trigger Event/Indicator
Risk Response and
Description
Contingency Plan
Owner
What act or event initiates
either the risk occurrence
or precipitates the
response strategy?
How will you respond to
this risk and what actions
will you take to match that
response?
If the risk becomes a
reality, what will you do in
response, as a backup, or
alternative/ workaround?
Who
monitors
this risk?
Status
Date
Entered
Date to
Review

8. Issues Log
Project
Project manager
Project artifacts
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Issue Description
What is the issue?
Project Impact
How will this impact scope,
schedule & cost?
Action Plan/Resolution
How do you intend to deal with
this issue?
Owner
Who manages this
issue?
0
Importance
ID
Project #
Sponsor
Updated
Date
Entered
Date to
Review
Date
Resolved

9. Action Items
Project
Project manager
Project artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Project #
Sponsor
Updated
Action Item
What is the item to be completed?
Owner
Who manages this issue?
Status
Date Entered
Planned Completion
0
Actual Completion
Comments

10. Deliverable Milestones
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Milestone
Description
Planned
Completion
Actual
Completion
Objectives
0
Assumptions
Constraints

11. Work Breakdown Structure
Project #
0
Sponsor
Updated
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Task
Dependencies
Project
Project manager
Project artifacts
ID # of task
Status
Effort
Hours
Cost
Start Date
Planned
Completion
Estimate to
Completion
Actual Completion
Resource

12. Roster
Project
Project manager
Project artifacts
Name
Project #
Sponsor
Updated
Core/
Extended
Team
Title
Dept.
Phone
Cell Phone
000.000.0000
000.000.0000
0
E-Mail
Project Role

13. Roles and Responsibilities
Name
Project #
Sponsor
Updated
Core/
Extended
Team
% Assigned
Project
Project manager
Project artifacts
Deliverables Leading
Deliverables
Participating On
Project Role
0
Responsibility
Other Project
Assignments

14. Initiation
1
2
3
4
5
Develop preliminary project scope
Identify business need
Develop preliminary budget
Identify preliminary return on investment
Complete project charter
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
Establish project identity
Identify project team/resources
Conduct stakeholder analysis
Prepare draft project schedule
Conduct project kickoff meeting
Gather detailed user requirements
Define current business processes (as is)
Revise project schedule
Develop project communication plan
Develop project organizational structure
Identify training plan
Develop project quality plan
Develop scope management plan
Develop risk management plan
Develop change management plan
Develop cost management plan
Develop schedule management plan
Develop technical specifications
Develop technical architecture
Conduct project procurement
Finalize project budget
Finalize return on investment
Ongoing project management
1
2
3
4
5
6
Develop training materials
Execute communication plan
Develop software
Develop new business processes (to be)
Deploy new software
Conduct training
1
2
3
4
5
6
7
Get deliverable acceptance
Close out contracts
Finalize budget
Finalize return on investment
Conduct closure survey
Conduct/document lessons learned
Archive project
Planning
Execution
Closing
Legend
Creates the deliverable
Input required
Reviews the deliverable
Approves the deliverable
Notified when the deliverable is complete
Owns the deliverable upon completion
C1: primary creator; C2: contributor
I
R
A
N
O
QA Analyst
0
Data Steward
Data Staging Programmer
Tech/Security Architect
Educator
Appl'n Developer
DBA
Project Management and Requirements
Data Staging Designer
Data Modeler
Project Manager
Business Sys. Analyst
Business Project Lead
IS Sponsor
Business Driver
Project Task
Business Sponsor
Business End Users
Project #
Sponsor
Updated
Tech Support Specialist
Resource Assignment Matrix
Project
Project manager
Project artifacts

15. Resource Commitment Matrix
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
Names
Total
Jan
Feb
Mar
Apr
May
0
0
0
0
0
0
Effort Hours Committed
June
July
Aug
0
0
0
Sept
Oct
Nov
Dec
0
0
0
0
Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

16. Assumptions and Constraints
Project
Project manager
Project artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Project #
Sponsor
Updated
Description
Comments
Type
0
Status
Date Entered

17. Decision Log
Project
Project manager
Project artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
Project #
Sponsor
Updated
Decision Description
Comments
Owner
0
Status
Date Entered

18. Communication Plan
Project
Project manager
Project artifacts
ID
Project #
Sponsor
Updated
Communication
1 What type of communication is this?
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
Description
What is the description of the contents/purpose of this communication?
Frequenc For
y
mat
0
Owner
Who sends?

19. Stakeholder Analysis
Project #
Sponsor
Updated
Project
Project Manager
Project Artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Stakeholder
Role
Impact
Influence
0
Risk Tolerance
Needs
Responsibility

20. Expectations
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
ID
Expectation Description
Source
0
Must Have
Want to Have
Nice to Have
Date Identified

21. Change Control Log
Project
Project Manager
Project Artifacts
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Change Description
Priority
ID
Project #
Sponsor
Updated
Originator
Date Entered
Date Assigned
Evaluator
0
Status
Date of
Decision
Included in Rev.
#

22. Deliverable Acceptance Log
Project
Project manager
Project artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Project #
Sponsor
Updated
Deliverable Description
Comments
Evaluator
0
Status
Date of
Decision

23. PERT Analysis
Project
Project Manager
Project Artifacts
ID
Project #
Sponsor
Updated
Task
Most
Likely
Min
Max
0
PERT
Est
15/15
Comp'
ed Est
Std
Dev
+1 Std
Dev
-1 Std
Dev
+2 Std
Dev
-2 Std
Dev
+3 Std
Dev
-3 Std
Dev
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24. Delphi Exercise
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
0
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!

25. Delphi Exercise
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!

26. Delphi Exercise
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 4
Name 5
Name 6
Name 7
Name 8
Total
0
0
0
Average
#DIV/0!
#DIV/0!
#DIV/0!

27. Timesheet Totals
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
Name
Total
Jan
Feb
Mar
Apr
May
0
0
0
0
0
0
Effort Hours Spent
June
July
Aug
0
0
0
Sept
Oct
Nov
Dec
0
0
0
0
Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

28. Timesheet
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
Name
Insert name here
Task
Total
0
Jan
Feb
Mar
Apr
May
0
0
0
0
0
Effort Hours Spent
June
July
Aug
0
0
0
Sept
Oct
Nov
Dec
0
0
0
0
Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

29. Initial Project Size Estimate
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
0
Scope Estimate
Technology Systems Impacted
1 to 2
Less than 50
# of Business
Requirements
3 to 5
6 or more
Automatically do; no approval needed
51 - 100
100 or more
Approval required
Cost Estimate
# of Resources Involved
Less than 10
Less than 50
# of Business
Requirements
11 to 50
51 or More
Automatically do; no approval needed
51 - 100
100 or more
Approval required
Cost Estimate
# of Resources Involved
Less than 10
Low
Benefit
Medium
High
Automatically do; no approval needed
11 to 50
51 or More
Avoid

30. Resource Loading
Project #
Sponsor
Updated
Project
Project manager
Project artifacts
ID
Names
0
Effort Hours Committed
Estimate of Total Effort
Activity Duration
Commitment Level
Total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Total
0
0
0
0

31. Project Quality Metrics
Project #
Sponsor
Updated
Project
Project Manager
Project Artifacts
ID
Critical Success Criteria
Potential Quality Metric
Priority
0
Metric Target
Action Plan