Content:

Outline of
Basics
Planning
Deliverables
Functioning

Project Planning
- The Basics

Presented By
Keely Killpack, PhD
Killpack Group, LLC

info@killpackgroup.c

Project Plan Outline

Effective Project Managers maintain documents that lead
the project, track critical deliverables and keep the team
informed. They include:
Project Description
Team & Contact Information
Schedule
Budget
Risk & Issue Management
Team Communications
Approvals

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The Project Description has 3 parts and is typically

defined once, documented and then shared with all
team members.
Purpose and Scope
Statement of Purpose (Why are we doing this project,
benefits, etc)

Scope can be defined in various ways (organization

structure, departments, geography, process, etc)

Specific out-of-scope vs. in-scope items (define the

project limitations and what is not included up front)

Project
Description

Goals and Objectives

What defines a successful project?

Measures (How will you know you achieved success?)

Critical success factors (document the influences or

barriers to success)

Assumptions, Dependencies & Constraints

Assumptions: factors considered true or certain (Person

X will lead the team, Exec has approved $$$ for project,
etc)

Dependencies on other departments, team or projects

Constraints: factors that will limit the teams options

Team & Contacts

Always maintain a current list of all team members and their
contact info. This is best done in a spreadsheet that
everyone on the team can access, filter/sort and update
individually. Categories could include:
Project Leadership
Project Sponsor(s)
Project Stakeholders - People who
could be impacted by the outcome of
the project (employees, suppliers, etc)
Project Team Members include their
roles & responsibilities (job title, role
function)
Subject Matter Experts people
leveraged from the organization that
are not necessarily project team
members (identify this as their role &
responsibility)

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The Schedule is a living document that constantly

changes and manages the work effort of everyone
on the team.
Effective Project Managers Plan the work and then
work the plan

Project
Schedule

File Type - Use a spreadsheet or project

management software (MS Excel & MS Project
are common & effective)
Task list and timeline

Breakdown of Work (Phases, activities,

tasks)

Resources assigned to tasks

Start and end dates for tasks (time to

complete each task)

Deliverables

Describe the key deliverable(s) for the

project

Define where project schedule will be

Project Budget
Budgets are typically maintained in a separate and
confidential file. This file tracks actual costs & resource
hours against estimates and allocated budget.
Create file use spreadsheet
or similar software
Use an easy format for sharing
with leadership & sponsors
Use Estimates to identify costs
for resources / time /
deliverables
Track & record actual
costs/hours against estimates

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Risks & Issues are inevitable in projects and it is

critical to keep tracking documents current and
available to the team.
Use spreadsheets that includes
categories/types, name of accountable person,
short & long descriptions of issue/risk, notes
area for tracking progress toward resolution
and dates.

Risk &
Issues
Management

Risk Log

Identify software limitations or other

critical elements that threaten the success
of the project

Issues Log

Details snags, hardships, problems that

impede the project schedule or
performance.

Team leads work issues & risks during

meetings and keep focused on resolving them.
Tracking resolution or next steps (in both logs)

Team Communications
Effective Project Managers lead the teams internal
communication effort. Decide how members access
documents, interact with each other and keep informed of
progress and deliverable completion.
Team Document Access SharePoint, a shared network
drive or other common platform where all team members
access current versions of project documents
Include key documents (like Project Plans, Schedule,
Team Contacts, sub-team folders for work in progress &
deliverables)
Status Reports create template with required fields of
information and set expectation of when they are due
(weekly)
Project Team Meetings lead team in discussing status,
issues/risks, mitigation, leadership/stakeholder input, etc
(weekly)
Sponsor/Stakeholder Updates Inform key people outside
the project on actions, progress & relevant information

All projects require approvals along the way.

Documenting those items that require approval will
help you keep on track and maintain communication
with project authority or corporate leadership.

Approvals
File Type - Use a spreadsheet or project
management software (MS Excel & MS Project
are common & effective)
List of Items that require approval:

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What it is

Who approves / approved it

Finalized Version that was approved

Date it was approved

About Keely Killpack, PhD

PhD in Industrial & Organizational Psychology study of
people behaviors in the workplace, and work systems involved in
employee performance, behavior management, change and
coaching
Specialty in Work Motivation leverage these techniques
into all team management, change initiatives and implementing
employee adoption
Project Management Decade of consulting experience,
Global consulting experiences - Learned
managing technical, professional, leadership & subordinate
worldwide views and diverse business cultures to
teams through projects
leverage with new clients
Strong talent in maximizing value helping
leaders with project management, change strategy,
team & leadership development, process redesign and
employee transformation
Proven track record of successful results
client & leadership references available
Killpack Group Management Consulting Leadership & Team Development
Project Planning & Management
Change Strategy & Employee Change
Management
Sustainable Strategies & Implementation