DRAFT

State of Montana Project Management Office

Project Deliverables Matrix

Deliverables Matrix
Introduction and Instructions
This document is an outline for defining the "deliverables" that your team create during your
project.

"Deliverables" are simply information that the team needs to write down and communicate to
others, sometimes inside the team, sometimes outside the team. They reflect decisions about
aspects of the project (such as design review minutes); plans for work that needs to take
place (such as test plans or manufacturing plans); and guiding specifications (such as a
software requirements document). To be effective, these documents need to communicate
the right information to the right people on the team at the right time.

Using the template below can help you make sure the right information gets included in your
deliverables, that the correct audience is defined and finally that the correct timing has been
captured as well.

More importantly this document will allow you to buildout your project plan from its contents

Instructions
An Example has been provided for your benefit, use it as a guide on how to complete this
document.
Fill the attached spreadsheet capturing the deliverables for your project.
Making sure that all columns are filled in for each deliverable.
Add or Remove Rows as needed on the template
Column Definitions
• ID – unique number assigned to each deliverable
• Phase – the phase where that deliverable will be created
• Stream – a categorization of the deliverable. In all cases you should build the Legend for
your categories
Here are some examples
• Change: Delivery is causing a change in the process or way we do things
• Customization: This is a part of the Customization requirements
• Tech: This is a technical delivery
• Manage: Delivery is part of managing the overall project
• Training: Delivery is part of the Training requirements
• Deliverable – The name or title of the deliverable

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• Content – Is the Content or description of the deliverable that will be produced

Author(s) – The
• Approvers(s) name(s)
– The of the
name(s) of individual(s) that that
the individual(s) identified the deliverable
can approve (sign-off) on the delivery
of the deliverable
• Due – Date that the deliverable is due
• Target Audience – Is the audience that the deliverable is expected to target
• Deliverable Form – the format and/or tool to be used for each deliverable
• Responsibility Matrix – Identifies the roles that each identified resource plays in the
delivery of the deliverable.
In the Green Cells add the name of the resource required (1 per column) for the deliverable.
Add more Columns if needed.

• Primary: the first point of contact and lead. Coordinates the effort of all contributors and
is responsible for the creation, content and completion of the deliverable.

• Assist: a major contributor to the content of the deliverable. Once the Primary has set
direction and requirements for the deliverable, the Assist provides content and knowledge
as requested.
• Reviews: Reviews the deliverable for completeness, consistency, and accuracy,
providing feedback based on business and industry knowledge.
Note: This resource generally only participates when each draft of the deliverable is
available, however, they may provide feedback and direction during the deliverable
creation.
• None – Indicates that the identified resource plays no role in the deliverable.

Deliverables Definition form: The following page shows an example "filled out" deliverables
definition form. The page after that provides a blank template you can edit.
Determining and defining the deliverables you need: The next pages contain guidance for
thinking about what deliverables you need, what their purpose is, and who should get them
during the project, including a case study to illustrate why it's important.
Defining responsibilities for deliverables: The last page contains a responsibility matrix
template you can use to document on one page who needs to create/review/approve each
deliverable. The goal is to provide an easy planning and tracking mechanism to help you
make sure you not only create them, but get them to the right people, and don't let them be
considered "finished" until the appropriate people have reviewed and agreed!

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 ATTACHMENT II to Statement of Work for ERP PeopleSoft 9.0 Financials and SCM Implementation - Deliverables Matrix

ID Phase Stream Deliverable Content Author(s) Approver(s) Due Target Audience Deliverable Form PMO Mkting Netwk Eng

Project Kick-Off Design and deliver a project kick-off workshop for project
C-1 Concept Change Project Teams Workshop Assist Primary Assist Assist
Meeting team members
Microsoft Project plan that details activities and estimated
M-2 Concept Manage Project Plan PMO Project Primary Assist Assist Assist
timing for phases within scope
Assesses how the project will impact employee segments
Initiation / Workforce Impact
C-8 Change in terms of process changes, new/changed technology or End User Word Assist Assist Assist Primary
Planning Assessment
organizational changes.

Identifies a list of Leaders and Change Sponsors who will

Leadership and
Initiation / be critical in implementation of the ERP. Includes current Leaders and Change
C-9 Change Change Sponsor Word Assist Assist Assist Primary
Planning position and plans to move to an owner stage. Build out Agents
Identification
Stakeholder Assessment to include Change Sponsors

Execution / Complete
F-49 Configuration Configure PeopleSoft 9.0 application End User PeopleSoft Primary Assist Review None
Approval Configuration
Execution / Complete Code and unit Testing customization programs for
T-50 Customization IT TBD Primary None Assist None
Approval Customizations customizations identified within scope
Installed server hardware, operating systems, database
Execution / Installed UAT/DR
T-67 Tech and system software (e.g. ready for application software IT N/A None None Primary None
Approval Server Hardware
installation)
Delivery / Train-the-Trainer Functional team members will conduct workshops for each
C-80 Training Training Sessions Primary Assist None Assist
Closure Sessions module with the trainer candidates.
Completed End-
Delivery /
C-81 Training User Training - UAT Training sessions delivered End User Training Sessions Assist Primary None Assist
Closure
Participants
Updated documentation mapping functional requirements
Delivery / Updated
F-82 Testing for all completed Testing (Domain, System and End to End, FIS Excel Primary Assist Review None
Closure Traceability Matrix
UAT)

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 ATTACHMENT I to Project Charter Document - Deliverables Matrix

Target
ID Phase Stream Deliverable Content Author(s) Approver(s) Due Deliverable Form PMO Mkting Netwk Eng
Audience
Concept /
Approval

Initiation /
Planning

Execution /
Approval

Delivery /
Closure

40615996.xls 09/23/2010 Page 4 of 5

 ATTACHMENT I to Project Charter Document - Deliverables Matrix

Target
ID Phase Stream Deliverable Content Author(s) Approver(s) Due Deliverable Form PMO Mkting Netwk Eng
Audience

40615996.xls 09/23/2010 Page 5 of 5