This is a draft document
It is still incomplete, and very probably still contains numerous factual errors and inconsistencies. In order to avoid confusion, do not disseminate this document either in full nor in part, and do not act upon information contained herein without first checking with the document owner.

< This document is based on a template from Tieto PPS. Text in angular brackets are instructions to the author >

< To create a project plan draft wiki page, create a new page as "<Project name> project plan" on the internal wiki, remove it from the "Template" category and add it to your project category. Keep the above draft notice until the plan is approved by the project steering group, at which point it should be moved to the external wiki. >

< The span below helps if you want to make a .doc or .pdf out of it at some point later. >

NeIC <Area>
<Project name>
Project plan

< .doc table of contents goes here, page break before and after >

Edition history

< State what has changed between different editions of the project plan by briefly listing the update and its purpose and cause. >

Edition	Date	Comments

< .doc page break >

Basic information

Approval of project plan, definitions and appendices

Approval of the project plan

< The signatures of both parties confirm the validity of the project plan. The project plan is formally approved by a meeting of the steering group, this is documented in the minutes from the steering group meeting. >

Project plan approved by:

Steering group (chairman): Project manager:

Definitions

< Explain words and abbreviations that are not included in the PPS glossary to ease understanding of the document. If the readers are unfamiliar with the PPS glossary, refer to it as a reference. >

Word / abbreviation / acronym	Explanation

Appendices

< List those parts of the project plan that constitute appendices. Appendices form part of the project commitment, as opposed to references that are only supportive. The table below lists appendices that should be included. >

Appendix	Document name	Edition and date
1
2

The project, overall description

Project scope

< A short summary of the project, its characteristics and a summary of the effort needed. >

Success factors

< Describe what factors will have a major effect on the outcome of the project and its success. >

Interdependencies to other organizations or projects

< Describe the project’s links to, and its location in, its surroundings. Describe the links to the partners and the national e-infrastructure providers. Specify also if the project is an individual project, part of a NeIC strategic area or related to other projects. Potential alliances and cooperation with other organizations can be specified. >

Idea and objective

Background

< Briefly describe the background of the project by clarifying its origin and the underlying needs. Basis for this should be in the project directive. >

Project idea

< Describe the project idea in exactly one sentence. Use the phrase ”The project contributes to (measurable strategic goal) by (concrete summary of implementation).”. The project idea should describe the connection between the expected benefit and the project objective by summarizing the purpose of the project and the manner in which the project contributes to it. >

< Example: “This project will contribute to raising impact of Nordic BMS research by 10% by implementing a platform for handling sensitive data”. >

Project objective and objective priority

Objective

< Present a summary of the project’s objective, state the point in time when everything has been delivered/transferred and list the delivery objects the result consists of, and at what cost. >

Priority of the objective

< Define the priority between the dimensions result/time/cost. The basis of the balance is stated in the project directive and should be expressed as decimal numbers whose sum equals one (=1,0). >

Priority
Result	Time	Cost

Limitations

< Clarify the project objective by defining what is NOT included in the result. Could be the responsibilities of other projects, the partners or the national e-infrastructure providers, alternatively what will not be done at all. >

Delivery and transferal

Delivery and approval

< Describe the content of all the different delivery objects of the project. Specify who the recipient is, i.e. the person who will approve the delivery. Describe under ”Delivery procedure and approval” how the delivery and approval will be carried out and the criteria for approval. Appendices can be used for complex deliveries, in order to clarify the details regarding packaging, delivery procedure and approval criteria (e.g. requirement and solutions descriptions). >

Delivery object 1

Content	Recipient	Delivery procedure and approval	Date

Delivery object 2

Content	Recipient	Delivery procedure and approval	Date

Delivery object N

Content	Recipient	Delivery procedure and approval	Date

Transferal and approval

< Describe the content of the transferals that the project will make to the maintenance organization over time. Specify who the recipient is, i.e. who will approve the transferal of responsibility for the result. ”Transferal procedure and approval” describes how the transferal and approval will be carried out and the criteria for approval. Appendices can be used for complex deliveries, in order to clarify the details regarding packaging, transferal procedure and approval criteria (e.g. requirement and solutions descriptions). >

Content	Recipient	Delivery procedure and approval	Date

Organization

Project organization

< Describe the project organization, roles in the project and give the names of key persons, preferably in the form of an organizational chart. You can use the organizational chart in the PPS template “Project plan, presentation”, and paste in the result here. >

Authority and responsibility

< Define responsibility and authority for the roles in the project. This is most easily done by referring to the template “Project organization, roles” as an appendix and by specifying the changes and exceptions applicable for this project. >

Schedule and resource need

Prerequisites and outer dependencies

Prerequisites

< Define the pre-conditions and/or the assumptions that form the pre-requisites for the project and the project plan. The pre-requisites can be of a technical, administrative or resource-orientated nature. >

Outer dependencies

< List the external pre-conditions that must exist at a given time in order for a specific task in the project to be able to start. These could be results from another project or parts of the recipients’s commitment. >

Id Description Possible approval criteria Person responsible Date

Id	Description	Possible approval criteria	Date

Project schedule

< The project schedule should preferably be presented in the form of a Gantt chart and can be attached as an appendix. PPS templates that can be used: ”Project schedule” in MS Project format, ” Project schedule” in PowerPoint (see the template for Project plan, Presentation)>

Milestones, decision points

< Describe key check points in the form of milestones and decision points. > The following milestones (MS) and decision points (DP) are defined:

Date	MS	DP	Description

Resource need

Resources, competence

< Describe the need of staff resources during the duration of the project, preferably graphically. When required, present the need divided up into each type of skill or per resource owner. You can use the ”Resource plan” PPS template and paste in the result here.>

Training

< List the training that the project group may need in order to reach the project objective. >

Resources, equipment, etc.

< (Joel: this should describe how you do not need anything apart from travels and meetings) Describe the type of equipment and/or the premises required by the project. It is appropriate to list the equipment, etc. in a table, if there is a large amount of equipment or anything else involved. >

Purchases

< (Joel: this should describe how you do not need anything apart from travels and meetings) Describe the purchases needed of staff resources, material, equipment or parts of the project result. If there are several sub-contractors, list them in a table with a short description of the result’s, sub-contractor and delivery date. If there are a large number of purchases to be made, a separate purchasing plan should be drawn up and should be attached to the Project plan. >

Working methods

Requirement dialogue

< Describe how, and the form in which, the requirement dialogue will be carried out, in order to secure customer satisfaction. Describe how the work with reference groups will be conducted. Specify who will be affected and when, and how feedback to the project should be carried out. >

Change management

< Explain the procedure and responsibilities when changes or deviations occur. >

Information distribution

< Describe the distribution of information, internally and externally. Describe how and when the project documents should be distributed to the different target groups and how oral information will be provided. The easiest way to do this is by using the ”Information matrix” PPS template and refer to it as an appendix. Describe the regular meetings that will be part of the project. If there will be a large number of meetings it is advisable to create an appendix for planning those meetings. >

Document management

< Describe how the documents that the project will produce will be handled, i.e. what edition number they will have and how they will be stored. List any documents that are to be reviewed. If a large number of documents are to be reviewed, or if the documents cannot be identified before the execution, it is advisable to create the table as an appendix. Specify also which functions or people will carry out the document review. >

Quality assurance

Project analysis

< Describe how, when and which functions or people will carry out the project analysis, i.e. the form in which the characteristic and/or project review will be executed. >

Quality plan

< Present a plan showing how the formal quality assurance will be carried out. Work from any formal quality plans, as specified by operations. The ”Quality plan” PPS template may be used for this. >

Learning

< Describe the activities that the project has planned for continuous learning and lesson learnt, and also how this knowledge will be passed on to others. Describe how the handing back should be carried out, with regard to resources (project participants, equipment and premises) and where the final report from the project will be made available to others. >

Confidentiality and security

< Explain the rules that apply regarding access to work premises, information about the project and the results produced. Describe also the security rules for how working material, etc. is to be handled. >

Environment

< Describe how the project should take into consideration environmental aspects and personal security. Refer to any possible instructions and rules and regulations within operations >

Administrative routines

< Describe the management of time reporting, travelling, accounts, attestation and other administration. If possible, refer to existing procedures in the base organization and state only possible exceptions/deviations. >

Risks

Risk list

< State the risks identified during the preparation phase and measures already executed or planned. Use the template “Risk list” and enclose it with the project plan as an appendix. >

Risk management

< Describe the risk management plan used during the execution of the project. Describe the measures planned to keep the overall picture of the risks involved up to date and to measure changes to the risk situation. >

Project cost estimate

< List the effort and expenses needed to carry out the project, preferably split by work package, as well as the risk reserve. Draw an S-curve showing the total cost/revenue estimate. The project budget can be attached as an appendix. You can use the ”Project budget” and ”Resource plan” PPS templates for this.>

References

< List all documents to which the project plan refers. There should be references to the documents that are the basis for the project preparation, such as e.g. ”Business case” and ”Project directive”. References can also be made to documents that describe the working methods of the project, such as e.g. the Production model.>

Ref	Document name and designation	Edition, date
1
2

Project plan template