ITS PMO Templates
The UConn ITS PMO provides a number of templates to standardize the delivery of your projects. In the collapsible menus below, you will find a brief description of all the available templates used for each phase of the project. Download and view these templates by clicking the link provided in each phase.
New Project Intake form
This is the foundational document that formally recognizes and establishes your project. The New Project Intake Form provides an agreed-upon summary of the project’s objectives, goals, and management.
Completing this document invokes a critical evaluation of the project and ensures that all viable solutions have been addressed. Information included here can be used to help inform some elements of the Project. The New Project Intake Form must be reviewed and approved by the Project Sponsor, Owner, and Manager before the project can begin.
Requirements Gathering Template
Requirements need to be gathered from the project stakeholders. We have a requirements tracking template, named the Requirements Traceability Matrix (RTM) that is used throughout the project. Half of the RTM is a requirements gathering template used by the Business Analyst – and the other half is used by Quality Assurance to track the testing that will occur later on in the project.
Critical Success Factors
At the beginning of each project, we will work with you to document the factors that will help us to determine if the project is successful. These factors are called Critical Success Factors. We will evaluate status against these critical success factors throughout the project lifecycle, and during project closeout, we will use these to measure our success.
The Communication Plan outlines who will share and receive information about the project, when and how often information will be shared, and in what format information will be communicated. Communication with stakeholders may incorporate both formal and informal methods. Communication includes push, pull, and interactive communication methods.
RACI – Responsible, Accountable, Consulted, and Informed. This chart is a tool used to clarify roles and responsibilities by identifying who is responsible for, accountable for, consulted about, and informed about each of the project tasks.
- The Responsible party is the person responsible for carrying out the actual task.
- The Accountable party is the person who oversees the task completion, generally who the Responsible party reports to for the particular task. In some cases, the Responsible and Accountable parties are the same individual.
- The Consulted party is generally a subject matter expert (SME) or a key stakeholder(s) related to the task.
- The Informed party is the person(s) who have an interest in the task being completed; these may be key stakeholders.
Each task must have a Responsible party and an Accountable party, and there should only be one of each. The Consulted and Informed parties are optional for each task, and there may be multiple Consulted and Informed parties for each task; some parties may be both Consulted and Informed about a particular task.
Roles and Responsibilities
In addition to or to substitute for the RACI chart, some projects will choose to document detailed roles and responsibilities for their projects. This document also includes a project organization chart.
Execution & Control Phase
Project Status Report
The purpose of the Project Status Report is to keep the Project Team, Owner, Sponsors, and all stakeholders updated on project progress, issues, decisions, and accomplishments. Project status update intervals should be determined early on in the Planning Phase and incorporated into the Communication Plan.
At the beginning of each project, the ITS PMO’s Quality Assurance Analyst will meet with you to determine how quality will be addressed in the project. The QA Analyst will document your project’s Test Strategy, which will discuss who will test, what will be tested, when testing will occur, etc.
The purpose of documenting Lessons Learned is to improve project team effectiveness and benefit future project teams by providing valuable information that will help avoid mistakes, reduce risks, and increase project success. It is important to seek stakeholder feedback when completing the Lessons Learned template and to include lessons from a variety of points of view and throughout the various project phases. The Lessons Learned template should be updated at any point throughout the Project Lifecycle when a lesson is learned; it should be revisited and finalized during the Closeout Phase. We also employ a Lessons Learned Survey instead of a Lessons Learned meeting for some projects.
The purpose of the Project Closeout Report is to formally close the project, ensuring that deliverables have met expectations and that the project is fully transferred to the customer(s) and project sponsor for operational use. The Project Closeout Report must be approved by the Project Sponsor, Owner, and Manager. Once approved, the Project Closeout Report releases the project team from further work on this project and signals to all stakeholders that the project is now complete. During project closeout, the team will review the Critical Success Factors, to be sure they have been met.