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.
Minicharter
The Project Minicharter sheet can be used as a charter for small projects or a summarization of a full charter for larger projects.
The Stoplight Report sheet contains a status report that can be used to keep sponsors, team members, and stakeholders informed of project
progress.
Stoplight
Budget
CBA
Risks
Issues
Action
Miles
WBS
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 project selection based on
a greater ROI (return on investment).
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.
The Issues Log sheet allows you to identify and monitor project issues (unplanned events that have happened).
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, 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 required, all relevant dates,
and the resources assigned to do the work.
RAM
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 involved, and the
percentage of time they are expected to work on the project.
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.
RCM
The Resource Commitment Matrix sheet shows how many effort hours each person on the project has been allocated 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.
Roster
R&R
Project Workbook Information
Comm
The Communication Plan sheet allows you to detail your communication plan: how you are going to communicate, 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
Deliver
PERT
Delphi
TimeSum
Timesheet
The Change Control Log sheet allows you to track all change requests that are in process or finalized.
The Deliverable Acceptance Log sheet allows you to track the status of deliverable acceptances.
The PERT Analysis sheet allows you to perform PERT analysis on WBS tasks.
The Delphi Exercise sheet allows you to develop estimates for WBS tasks through the Delphi technique.
The Timesheet Totals sheet allows you to track effort hours of your entire team by individual and by month.
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 developed yet.
The Resource Loading sheet allows you to identify the work effort required, the duration, and the allowed 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 their priority.
Size Est
Res Load
Qual Metrics
Source: www.iappm.org
Project
Project #
Project manager
Sponsor
Project artifacts
Last updated
Project Minicharter
Project
Project manager
Project artifacts
Background
Project #
Sponsor
Updated
Business need and
business benefits
Objectives
Scope
In Scope
Out of Scope
Deliverables
Deliverable
Due Date
Flexibility matrix
Scope
Schedule
Cost
Key considerations
Assumptions & Constraints
Category
Risks
Risk Description
Project Minicharter
Success criteria
12345-
Signatures
Sponsor
Signature
Printed name
Date
Project manager
Signature
Printed name
Date
Stoplight Report
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
Deliverables
5
6
10
Schedule
Scope
Cost
Risk
Issues
Planned completion
Est. completion
Management Alert
ID
Situation Requiring Management Attention
Action Plan
Owner
Accomplishments During Reporting Period
ID
Description of Accomplishment
Deliverables
Planned
Completion
Date
Completed
Title/Description
1
2
3
4
5
Owner
Comments
Title/Description
6
7
8
9
10
Budget
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
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
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
Budget
Total Budget
$0.00
Cost/Benefit Analysis
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
Project Development and Maintenance Costs
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
FY01
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
Benefits/Savings
Current Process
Total annual price
New Process
Total annual price
Annual savings
Cumulative savings
Cumulative costs
Cumulative total net savings
FY01
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
Example
Example
Future Value
Present Value
Interest Rate
# Periods
Future Value
$0.00
Present Value
Future Value
$0.00
Interest Rate
# Periods
Present Value
$0.00
Cost/Benefit Analysis
Net Present Value
Period
Cash Flow
Present Value
$0.00
$0.00
$0.00
$0.00
1
2
3
4
5
Totals
Project development cost
Net present value
Risk Management Matrix (Risk Register)
Importance
Detectability
Risk Description
Impact
ID
Project #
Sponsor
Updated
Probability
Project
Project manager
Project artifacts
1 What is this risk?
10
11
12
13
Category
Trigger Event/Indicator
Risk Response and
Description
What act or event initiates How will you respond to
either the risk occurrence or this risk and what actions
precipitates the response
will you take to match that
strategy?
response?
Contingency Plan
Owner
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
Risk Management Matrix (Risk Register)
14
15
Issues Log
ID
Issue Description
1 What is the issue?
2
3
4
5
6
7
8
9
10
11
Project #
Sponsor
Updated
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?
Importance
Project
Project manager
Project artifacts
Date
Entered
Date to
Review
Date
Resolved
Issues Log
12
13
14
15
Action Items
Project
Project manager
Project artifacts
ID
Project #
Sponsor
Updated
Action Item
1 What is the item to be completed?
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Owner
Who manages
this issue?
Status
Date
Entered
Planned
Completion
Actual
Completion
Action Items
Comments
Deliverable Milestones
Project
Project manager
Project artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Milestone
Project #
Sponsor
Updated
Description
Planned
Actual
Completion Completion
Objectives
Assumptions
Constraints
Deliverable Milestones
Work Breakdown Structure
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Project #
Sponsor
Updated
Task
Dependencies
Project
Project manager
Project artifacts
ID # of task
Effort
Status Hours
Cost
Start Date
Planned
Completion
Estimate to
Completion
Actual Completion
Resource
Work Breakdown Structure
Roster
Project
Project manager
Project artifacts
Name
Project #
Sponsor
Updated
Core/
Extended
Team
Title
Dept.
Phone
Cell Phone
000.000.0000 000.000.0000
E-Mail
Project Role
Name
Core/
Extended
Team
Title
Dept.
Phone
Cell Phone
E-Mail
Project Role
Roles and Responsibilities
Name
Project #
Sponsor
Updated
Core/
Extended
Team
% Assigned
Project
Project manager
Project artifacts
Deliverables Leading
Deliverables
Participating On
Project Role
Responsibility
Other Project
Assignments
Roles and Responsibilities
Resource Assignment Matrix
Initiation
1 Develop preliminary project scope
2 Identify business need
3 Develop preliminary budget
4 Identify preliminary return on investment
5 Complete project charter
Planning
1 Establish project identity
2 Identify project team/resources
3 Conduct stakeholder analysis
4 Prepare draft project schedule
5 Conduct project kickoff meeting
6 Gather detailed user requirements
7 Define current business processes (as is)
8 Revise project schedule
9 Develop project communication plan
10 Develop project organizational structure
11 Identify training plan
12 Develop project quality plan
Data Steward
Data Staging Programmer
Tech Support Specialist
Tech/Security Architect
Appl'n Developer
Educator
Data Staging Designer
DBA
Data Modeler
Business Sys. Analyst
Project Manager
Business Project Lead
Business Driver
IS Sponsor
Project Task
Project Management and Requirements
Business Sponsor
Project #
Sponsor
Updated
Business End Users
Project
Project manager
Project artifacts
13 Develop scope management plan
14 Develop risk management plan
15 Develop change management plan
16 Develop cost management plan
17 Develop schedule management plan
18 Develop technical specifications
19 Develop technical architecture
20 Conduct project procurement
21 Finalize project budget
22 Finalize return on investment
23 Ongoing project management
Execution
1 Develop training materials
2 Execute communication plan
3 Develop software
4 Develop new business processes (to be)
5 Deploy new software
6 Conduct training
Closing
1 Get deliverable acceptance
2 Close out contracts
3 Finalize budget
4 Finalize return on investment
5 Conduct closure survey
6 Conduct/document lessons learned
7 Archive project
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
Resource Commitment Matrix
Project
Project manager
Project artifacts
Names
Project #
Sponsor
Updated
Jan
Feb
Mar
Apr
May
Effort Hours Committed
June
July
Aug
Sept
Oct
Nov
Dec
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
Resource Commitment Matrix
Total
Assumptions and Constraints
Project
Project manager
Project artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Project #
Sponsor
Updated
Description
Comments
Type
Status
Date Entered
Assumptions and Constraints
Decision 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
Decision Description
Comments
Owner
Status
Date Entered
Decision Log
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
Description
What is the description of the contents/purpose of
this communication?
Frequency
Format
Owner
Recipient/
Attendees
Who sends? Who gets?
Communication Plan
17
Stakeholder Analysis
Project
Project Manager
Project Artifacts
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Stakeholder
Project #
Sponsor
Updated
Role
Impact
Influence
Risk
Tolerance
Needs
Stakeholder Analysis
Responsibility
Expectations
Project
Project manager
Project artifacts
ID
Project #
Sponsor
Updated
Expectation Description
Source
Must Have
Want to Have
Nice to Have
Date Identified
Expectations
Change Control Log
ID
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Project #
Sponsor
Updated
Change Description
Priority
Project
Project Manager
Project Artifacts
Originator
Date Entered
Date
Assigned
Evaluator
Status
Date of
Decision
Included in
Rev. #
Change Control Log
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
Status
Date of
Decision
Deliverable Acceptance Log
PERT Analysis
Project
Project Manager
Project Artifacts
ID
Project #
Sponsor
Updated
Task
Most
Likely
Min
Max
15/15
PERT Comp'e
+1 Std
Est
d Est Std Dev Dev
-1 Std
Dev
+2 Std
Dev
-2 Std
Dev
+3 Std
Dev
-3 Std
Dev
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
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
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
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
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
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
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
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
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
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
PERT Analysis
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
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
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
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
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
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
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
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
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
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
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
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
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
0.00
0.00
0.00
PERT Analysis
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
Delphi Exercise
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 3
Name 3
Name 3
Name 3
Name 4
Name 4
Name 4
Name 4
Name 4
Name 5
Name 5
Name 5
Name 5
Name 5
Name 6
Name 6
Name 6
Name 6
Name 6
Name 7
Name 7
Name 7
Name 7
Name 7
Name 8
Name 8
Name 8
Name 8
Name 8
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Delphi Exercise
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Task
Team members
Most likely
Minimum
Maximum
Sample task here
Name 1
Name 2
Name 3
Name 3
Name 3
Name 3
Name 3
Name 3
Name 4
Name 4
Name 4
Name 4
Name 4
Name 4
Name 5
Name 5
Name 5
Name 5
Name 5
Name 5
Name 6
Name 6
Name 6
Name 6
Name 6
Name 6
Name 7
Name 7
Name 7
Name 7
Name 7
Name 7
Name 8
Name 8
Name 8
Name 8
Name 8
Name 8
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Total
Average
0
0
0
#DIV/0!
Timesheet Totals
Project
Project manager
Project artifacts
Name
Project #
Sponsor
Updated
Jan
Feb
Mar
Apr
May
Effort Hours Spent
June
July
Aug
Sept
Oct
Nov
Dec
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
Timesheet Totals
Total
Timesheet
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
Insert name here
Name
Task
Jan
Feb
Mar
Apr
May
Effort Hours Spent
June
July
Aug
Sept
Oct
Nov
Dec
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
Timesheet
Total
0
0
Initial Project Size Estimate
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
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
Approval required
100 or more
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
Approval required
100 or more
Cost Estimate
# of Resources Involved
Less than 10
Medium
High
51 or More
Avoid
Low
Benefit
11 to 50
Automatically do; no approval needed
Resource Loading
Project
Project manager
Project artifacts
Project #
Sponsor
Updated
Effort Hours Committed
ID
Names
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
Effort Hours Committed
ID
Names
Estimate of Total Effort
Activity Duration
Commitment Level
Total
0
0
0
0
0
0
0
0
0
0
0
0
Total
Project Quality Metrics
Project
Project Manager
Project Artifacts
ID
Project #
Sponsor
Updated
Critical Success Criteria
Potential Quality Metric
Priority
Metric Target
Action Plan
