Establishing a Template Road Map
Templates—also referred to as artifacts or boilerplate templates—are essential to the success of any project. Templates are seldom found bundled together nicely in a box, ready for use. Project or development managers do not want to spend the time to create new project templates for their projects. Instead, they benefit greatly from using a wide variety of tried and tested methodology templates, which gives them time to concentrate on the actual project.
This chapter provides a reliable source of useful methodology templates that might be required by project or development managers during specific project phases. Whether managing projects or actually developing the technical detail (i.e., design or build phase), you will face constant change. Methodology templates support the user in creating and maintaining project data/information in a formalized and structured manner. Templates also focus on guiding users to specifically define key deliverables, addressing issues such as quality, scope, resources, risk, and cost. These templates help project team members gain a better understanding of the project and its associated tasks.
| Advantages | Disadvantages |
|---|---|
| Reusable— no need to start from scratch | Needs custom tailoring |
| Saves time | May contain difficult style and ineffective format |
| Pick and mix | |
| Ease of use— simply edit, copy, and paste | |
| Format already exists |
Although the lightweight methodology family discussed in previous chapters does not encourage large amounts of project documentation, it requires some methodology templates.
Template Selection
I recently bought a pair of snow boots from the Timberland Web site. After selecting the boots, I was immediately offered accompanying winter socks—an excellent way to cross-sell something I had not planned to purchase. Likewise, when choosing a methodology, you would surely need some templates to accompany it. After you have defined the methodology, add the appropriate methodology templates (e.g., concept phase would require a business case template and a feasibility template).
Purpose of Project Templates
The definitions and templates found in this book are best described as generic because certain methodologies and companies may have their own variations of the templates they need. Therefore, project templates should be modified based on the specific methodology to be used or tweaked to suit your company standards. Once you obtain the CD-ROM, there are 120 different project templates available for use. The structure is listed in possible phases you could expect to encounter on a typical project. If you have just started your project, you would open the Concept Phase folder and locate the relevant template.
Concept Phase Templates
Master Record Index Template for Project Start
The master record index is used at the start of a project. It lists all documents used during the initial phase of the project and indicates status of the documents (i.e., approved or not approved). The master record index assists in auditing and provides project managers with a quick reference of documents required for the project. This is a one-page document and the template is simple to complete.
Feasibility Report Template
The feasibility report is a formal report that provides the findings of the feasibility study, which is undertaken before the project starts. The report includes an overview of the request, the reasons for initiating the project, the findings of the study, recommendations either for going forward or for rejecting the request, and the estimated cost and effort of the project. If available, it also summarizes the expected advantages to the group (e.g., cost savings, less maintenance effort) of the new deliverable.
Product Brief Template
The product brief document describes the aim, benefits, and objectives of the proposed product. It could describe the development of a new photocopier, satellite, or medical drug. Additionally, it establishes the parameters for the work to be done, including tasks to be performed (scope) and tasks not to be performed (outside of the scope of the project). It may include expected deliverables, risks, the project team and their roles, and measures of success (close-out criteria).
Product Plan Template
The product plan document describes where the product will compete, development time line, scope, and resources.
User Requirements Specification (URS) Template
The URS document describes, in business terminology, the client's project requirements. Many failed projects have had either no or poorly documented user requirements. The client should typically complete the URS, but this does not always happen. In any event, be prepared to complete this template for the client, because the URS sets the entire direction of the project. Without a URS in place, you may encounter clients asking for more than what was originally bargained for. The URS usually precedes a system requirements specification document.
Design Phase Templates
Technical Specification Template
A technical specification document is needed because it formalizes the technical details of the project. It should detail the development methodology to be followed for the solution. The technical manager of the project should work in conjunction with subject matter experts (SMEs) or vendors to create the required technical specification documents. There can be more than one technical specification, depending on size and complexity of the project. For example, you could have billing, software, and integration specifications just for one project. The technical specification document can be formal (e.g., for heavyweight methodologies) or informal as a workflow or software code (e.g., for lightweight methodologies).
Provisional Implementation Plan Template
During the initial phases of the project, the provisional implementation plan document should be used to start planning the implementation of the project.
Provisional Back-Out Plan Template
Developing a project back-out plan is rarely considered in many project organizations today because those involved assume the project will succeed. However, only 16.2 percent of projects succeed; thus, 83.8 percent fail. A back-out plan is necessary because the initial project plan may not be successfully launched or it may fail because of technical difficulties. The backup plan, which should describe a safe, alternative route, then takes effect.
Functional Specification Template
The functional specification is a technical document, usually prepared by the development team. It describes the user requirements in technical terms in preparation for system development.
Master Record Index Template—Design Phase
This index lists all the documents that are required during the design phase of the project. This is a good way to keep track of the approved documents in each phase—you can readily open the project binder and determine which documents were approved and used during the design phase.
Resource Allocation Template
The resource allocation document can be used by a project manager to document all resources (team) working on the project. It helps manage the resources' time over the entire project. This useful template allows monitoring of percentage of resources' time and monthly costs to the project.
Provisional Service Level Agreement Template
The provisional service level agreement sets out the necessary levels of support needed for the project after it is deployed. The provisional service level agreement defines the services needed and states to what extent they will be met.
Deviation/Concession Template
The deviation template is a formal document used by the project team to indicate any deviation from the original scope of the project. It signifies that a deviation has been made and that all parties agree to the change.
Actual Cost Spreadsheet Template
The actual cost spreadsheet is useful when a project manager would like to capture actual costs of the project—staff, equipment, suppliers, and associated costs.
Build Phase Templates
Master Record Index Template—Build Phase
This index lists all the build phase documents that may be required by the project during the build phase. It helps keep track of the approved documents for each phase; you can readily open the binder and quickly determine which documents were approved and used during the build phase.
Acceptance Testing Template
Acceptance testing is performed by the QA team to test and accept the solution that has been built before release to the client. Many clients have their own acceptance testing staffs, who need to be included in the development of any acceptance testing documents.
Test Plan Template
The test plan lists specific situations or events (test cases) to test for functional (incorrect logic) or interpretation (miscom-munication at the design stage) errors. Test cases and expected results are prepared before the test phase.
User Acceptance Test (UAT) Plan Template
The UAT document lists the specific business requirements (test cases) to test the business logic and flow of the solution. This includes testing to ensure the system meets the business needs (tests against the business requirements).
Development Testing Template
This document, which tests for functionality and stability, may be performed at (1) a module or program level and (2) a system level, which also tests the interaction between modules or programs (operational test procedures).
QA Error Log Template
The QA error log is used to record all errors on the project after finalization by the deployment team. The error log lists all errors found by the QA team and should include specific examples of how and when the errors failed during the test process. Until all the errors have been resolved, the product or solution cannot be delivered to the client.
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