The tables below identify the minimum requirements for each type of project/program. The Project Sponsor determines whether the optional items are needed.

To make it easier to use and manage the toolkit documents, they have been combined into a Project Management Workbook which may be found on the Project Workbook Templates page. The workbook may be substituted for the individual documents. When a project is large or has high visibility, it may be preferable to use the individual documents.

Initiate

Deliverable Small Project Medium Project Large Project Program
Business Case (.doc) Optional Optional Required Optional
Cost Benefit Analysis (.xls) Optional Optional Optional n/a
Charter (.doc) Optional Required Required Optional

Plan

Deliverable Small Project Medium Project Large Project Program
Kickoff Meeting Agenda and Minutes (.doc) Optional Required Required Optional
Contact List (.xls) Optional Required Required Optional
Assumptions Log (.xls) Optional Optional Optional Optional
Roles and Responsibilities (.doc) Optional Optional Required Optional
RASCI Matrix (.doc) Optional Optional Optional Optional
Scope Statement (.doc) Optional Required Required Required
Work Breakdown Structure (.xls) Optional Optional Optional N/A
Cost Estimate and Budget (.xls) Optional Optional Required Optional
Communication Plan* (.xls) Optional Required Required Required
Issue Log* (.xls) Optional Optional Required Required
Risk Log* (.xls) Optional Optional Required Required
Change Request* (.doc) Optional Optional Optional Optional
Change Log* (.xls) Optional Optional Required Required

Monitor and Control

Deliverable Small Project Medium Project Large Project Program
Meeting Agenda and Minutes (.doc) Optional Optional Optional Optional
Lessons Learned Log (.xls) Optional Optional Optional Optional

Close

Deliverable Small Project Medium Project Large Project Program
Project Closeout Checklist (.doc) Optional Optional Optional Optional
Project Assessment Survey (.doc) Optional Optional Optional N/A
Project Assessment Survey Results (.xls) Optional Optional Optional N/A
Lessons Learned Meeting Agenda and Minutes (.doc) Optional Optional Required Optional
Project Closeout Report (.doc) Optional Optional Required N/A

*Detailed information about this management plan is located in the Project Guides page.

Project Size Key

Small Project

  • Expected cost is less than $50,000.
  • Expected duration is less than four months.
  • Risk and complexity are low.
  • Individual unit is involved.

Medium Project

  • Expected cost is $50,000 – $250,000.
  • Expected duration is less than one year.
  • Risk and complexity are medium to high.
  • Multiple people / departments are involved.

Large Project

  • Expense, risk, and / or complexity are high.
  • Anticipated lifecycle is longer than one year.
  • Large number of people / departments are involved.
  • Board of Regents approval is required.
  • Project is listed in six year strategic plan.
  • Full project management methodology is required.
  • Enterprise Project Management Office (EPMO) conducts phase gate reviews.