The ACU Project Management Model specifies documentation which every project is expected to develop. Additional templates can also be used to complement the information, as best suits each project and stakeholders. Where needed, templates can be amended to provide a higher degree of information about or control over a project.

The lists below identify which documents and other artefacts are expected from each project. When it benefits the project and provides a higher degree of control over it, small and medium projects can also use templates from the subsequent groups.

Where a standard template or tool is available, the document name links to the respective file. If additional templates are required, please contact the National Manager, Portfolio Projects in Corporate Services for assistance.

The project control documents are used throughout the project, from the start of Plan phase until the project is closed.

Please note: Use of selected templates in projects led by the Properties & Facilities Directorate (Development and Major Projects) differs from other parts of ACU due to the nature of development projects. When needed, guidance in this should be sought from the Associate Director, Development and Capital Projects, Properties & Facilities.

Small projects

These templates are expected to be used in all projects, regardless of their size.

 

Document Name

Approver

Description

PRE-INITIATE PHASE

   

Proposal for Business Change

Endorsed by a SEG member

A summary of the opportunity or business need and outline of the goals or improvement sought. Used to gain acceptance to the proposal.

PLAN PHASE

   

Expand the Proposal with potential details

Endorsed by Director / Dean / AVC

If required, add more detailed scope, stakeholder, risk, budget and schedule information.

Project schedule

A simple schedule should be developed for all small projects to help with managing the work and reporting on the progress.

 

CLOSE PHASE

   

End-project communications

(Not required)

Communication that is shared to the stakeholders at the closure of the project to note the end of it.
[No specific template provided.]

PROJECT CONTROL

   

Project Status Report

(Not required)

Report for providing regular status updates. While preparing the report, the project also reviews the risks and issues, and updates their forecast for the remaining work and cost.

These templates are expected to be used in all medium-sized projects in addition to the templates above used in all projects. Any of these templates can also be used in small projects when they benefit the project and provide a higher degree of control over it.

 

Document Name

Approver

Description

PRE-INITIATE PHASE

   

Business Case financial model workbook

(Not required)

A rough estimate for costs and required funding, used in the Concept Brief. Update and detail the estimate when preparing the Business Case.

INITIATE PHASE

   

Project Business Case

COO / FRC / financial delegate

Document for outlining in detail the justification for the concept or opportunity to proceed into a project.

PLAN PHASE

   

Project Initiation Document (PID)

Project Executive Sponsor or Board

The core project document that brings together the key information needed to start a project on a sound basis and to convey that information to the project stakeholders.
Update the PID if the project or project environment experiences significant change (+/- 10% in numbers or other changes).

Project schedule

(Not required)

The list of milestones, deliverables and associated activities and their timing in the project. Schedule typically also identified the resources involved in each activity.

Project Board Terms of Reference

Project Board

Description of the roles and responsibilities of the Project Control Group / Project Board (medium projects) or Steering Committee (large projects). Small projects may be governed by the Project Sponsor and do not need the Terms of Reference.

CLOSE PHASE

   

Post-Implementation Review Report (PIR)

Project Board

A review that is conducted after a project is completed to ensure that the project has met its objectives and the outcomes meet the requirements of users and stakeholders. Also considers the extent to which projected benefits have been realised during the project and whether further recommendations are appropriate.

PROJECT CONTROL

   

Project Controls Workbook

(Not required)

Consolidated registers for capturing risks, issues, and project changes, their ratings and actions.

Project Change Request

Project Board

Document outlining a description of a change or variation after the initial or latest baselined scope, schedule or budget sign-off.

Gate Approval Checklist

(Not required)

A questionnaire for each stage of a project to confirm the quality of project management and delivery. Responses are validated in gate review meetings which authorise the project to continue.

These templates are expected to be used in all large-sized projects in addition to the templates above used in all and medium projects. Any of these templates can also be used in small and medium projects when they benefit the project and provide a higher degree of control over it.

Document Name

Approver

Description

PLAN PHASE

   

Stakeholder matrix

(Not required)

A tool to assist in analysing stakeholders and their interest and impact to the project. This helps in deciding on the communications required.

Communications Plan

Project Board

A description on how project communicates to with its stakeholders and other parties. For small and medium projects, this can be a section in the PID.

Risk Management Plan

Project Board

A description on how the project will identify and manage risks (both opportunities and threats). For small and medium projects, this can be a section in the PID.

Quality Management Plan

Project Board

A description on how the project will assure the quality of its outputs, i.e. fulfil the quality expectations set to it. In some projects this may also be complemented by a more detailed Test Plan. For small and medium projects, this can be a section in the PID.

Project Requirements Register

Project Board

A collection of business, functional and technical requirements for the project deliverables. This is typically created as part of business analysis activities.

Business Change Plan

Project Board

A description on how the project will approach the impacts to staff and students using a structured approach to manage the business change (changes in process, skills and behaviours).

Benefits Realisation Plan

Project Board

A description on how the Benefits Owner will identify benefits and work to realise and maximise the value of them.

Benefits Realisation Plan

Project Board

A register of benefits identified for the project with their baselined and targeted values.

IMPLEMENT PHASE

   

Test Report

Project Board

Describes the quality outcomes and test results. Done as specified in the Test Plan.

Implementation Plan

Project Board

Describes how the project outputs are taken into on-going operational use: expected operational readiness, Go-Live, handover, and a rollback plan.

Page last updated on 13/07/2020

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