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INSTRUCTIONS:
[This document provides an overview of the project plan for ITS leadership and senior stakeholders. It must be accompanied by a Project Schedule, and when required, a Communications Plan. These documents are presented at an Execution Readiness Review and must be approved before executing the Project Schedule.] EXECUTION READINESS REVIEW MEETING DATE: MM/DD/YYYY
KEY PROJECT INFORMATION:
[This table should be completed by ITS PPMO POC or ITS Project Manager] SPONSOR NAME: Name ITS OWNER NAME: Name SPONSOR ORG: Org
ITS PROJECT
MANAGER:
Name SPONSOR POC: Name
SPONSOR PROJECT
MANAGER:
Name IMPACT GROUP: [Faculty / Staff / Students]
IMPACT
SCOPE:
[All / High / Medium / Low / None] AUDIT TASK NUMBER(S): [list all audit task number(s) associated with this project or enter n/a] ITS SERVICE TICKET(S): [list all related ITS PPMO, ITS Communications, and ITS ASRB service tickets here] MASON 2024 STRATEGIC PLAN ALIGNMENT: [list the Mason goals the project will address or enter n/a] DOCUMENT AUTHOR: Name DOCUMENT DATE: MM/DD/YYYY
SOLUTION DESCRIPTION:
[Provide a brief description or overview of the project and proposed solution including but not limited to what it is and what it will do – Copy from Charter; edit if required.] Text here
SCOPE:
[Describe what this project will/will not achieve, answering how it will be known that the project is successful. This may include key goals, features, functions, capabilities, etc. to successfully accomplish the solution above with any notable exceptions – Copy from Charter; edit if required.] Text here
PROJECT APPROACH:
[Provide the project approach and any important considerations regarding the approach being taken.] PROJECT TYPE: Standard Waterfall Iterative Light Hybrid – explain below Text here
DELIVERABLES & DURATION:
[This is the ‘definition of done’ for the project. The deliverables should be copy/pasted from the Charter. If necessary, add any additional deliverables. Resource owners should provide their best estimate of how much time will be required to deliver each deliverable. Please represent the time in people hours only. Be sure to include all required deliverables such as: audit responses, ASRB, security requirements, ITS Communications components, policy documentation, standards, or procedures, etc.]
DELIVERABLE RESPONSIBLE ORGS HOURS ACCEPTANCE CRITERIA
1 Feature, capability, component, artifact, process, etc. that is specific, measurable, and testable for shared deliverables include one line per org
what is required for applicable stakeholders to accept that the deliverable is complete 2 3 4 5
EXECUTION START & FINISH:
[These dates have been mutually agreed to by all resource owners after reviewing and planning their resource commitments. They are the dates the accompanying required Project Schedule artifact strives to accomplish.] EXECUTION START: [Projected date the project team will begin executing the activities listed in the project schedule]
MM/DD/
YYYY
EXECUTION FINISH:
[Projected date that solution will reach full operational capacity (not the same as the project end date)]
MM/DD/
YYYY
PROJECT END DATE:
[Projected date the project team will complete closeout activities — at or after the project closeout review]
MM/DD/
YYYY
DEPENDENCIES:
[These may be copy/pasted from, and/or expanded upon, those listed in the Project Initiation/Charter] DEPENDENC Y 1: Text Here DEPENDENC Y 2: Text Here
ASSUMPTIONS:
[These may be copied from, and/or expanded upon, those listed in the Project Charter] ASSUMPTION 1: Text Here ASSUMPTION 2: Text Here
ADDITIONAL PLANNING GUIDANCE:
[When the planning artifacts are finalized (Plan, Schedule & Communications Artifacts), the project is sufficiently prepared for execution. The information in all planning artifacts must be updated upon final stakeholder agreement, then signed by all stakeholders during or after the Project Execution Readiness Review meeting. The project team may begin execution of the project schedule once all stakeholders agree with the information in each artifact.] PROJECT SCHEDULE REQUIREMENTS: Submit to the Project Management Office as a PDF Include the official project ID & name in the File Name of any files submitted o Schedule dates must match project start, project execution start, and project finish dates At minimum, include a schedule entry for each deliverable listed in the deliverable section above and an entry for each of the following project phases: Planning, Execution, and Close. o Timing must accommodate the people hours assigned to each deliverable listed Named resources (organization, team, or individual) assigned to each deliverable REQUIRED COMMUNICATION ARTIFACTS: Determined by the ITS Communications team during the planning phase for each individual project REQUIRED ATTENDEES FOR ITS EXECUTION READINESS REVIEW: Project Sponsor Project Sponsor’s Project Manager and/or PoC ITS Project Owner ITS Resource Owners (including Communications & Marketing Representative for related deliverables) ITS Project Manager ITS ASRB Representative (if associated ASRB service ticket exists) ITS ITSO Representative (if associated ITSO service ticket exists)
APPROVAL TO PROCEED TO EXECUTION:
[Upon final agreement between all stakeholders listed below: Formally approve the Project Plan Authorize transition to the execution phase of the project Authorize the resource allocation to the project Grant authorization to the project manager to lead the project] ROLE
NAME &
ORGANIZATION
SIGNATURE DATE
SPONSOR INFORMATION
REQUIRED:
ITS OWNER:
ORG/PARTNER/STAKEHOLDER
ORG/PARTNER/STAKEHOLDER
ORG/PARTNER/STAKEHOLDER
ORG/PARTNER/STAKEHOLDER
SPONSOR PROJECT MANAGER:
ITS PROJECT MANAGER:
NOTES:
[Notes, Contingencies, Comments] Once this document is completed, the readiness review meeting has occurred, and signatures have been acquired, submit this Project Planning document, the project schedule, and communication plan package to the PMO. Email approvals are accepted in place of a signature but must be appended to the end of this document.
