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Office of Information Technology (OIT) > Project & Portfolio Management > Project Toolkit and Requirements

Project Toolkit and Requirements

The table below identifies the minimum requirements for each type of project/program. The Project Sponsor determines whether the optional items are needed.

To make it easier to use and manage the toolkit documents, they have been combined into a Project Management Workbook which may be found on the Project Workbook Templates page. The workbook may be substituted for the individual documents. When a project is large or has high visibility, it may be preferable to use the individual documents.

Deliverable	Template	Location	Project Size1
			Small	Medium	Large	Program
Initiate
Business Case	.doc	Standalone document	Optional	Optional	Required	Optional
Cost Benefit Analysis	.xls	Standalone document	Optional	Optional	Optional	N/A
Charter	.doc	Standalone document	Optional	Required	Required	Optional
Plan
Kickoff Meeting Agenda and Minutes	.doc	Standalone document	Optional	Required	Required	Optional
Contact List	.xls	Standalone document	Optional	Required	Required	Optional
Assumptions Log	.xls	Standalone document	Optional	Optional	Optional	Optional
Roles and Responsibilities	.doc	Standalone document	Optional	Optional	Required	Optional
RASCI Matrix	.doc	Standalone document	Optional	Optional	Optional	Optional
Scope Statement	.doc	Standalone document	Optional	Required	Required	Required
Work Breakdown Structure	.doc	Standalone document	Optional	Optional	Optional	N/A
Cost Estimate and Budget	.xls	Standalone document	Optional	Optional	Required	Optional
Plan / Schedule	N/A	Project planning tool	Required	Required	Required	Optional
Communication Plan*	.xls	Standalone document	Optional	Required	Required	Required
Issue Log*	.xls	Standalone document	Optional	Optional	Required	Required
Risk Log*	.xls	Standalone document	Optional	Optional	Required	Required
Change Request*	.doc	Standalone document	Optional	Optional	Optional	Optional
Change Log*	.xls	Standalone document	Optional	Optional	Required	Required
Monitor and Control
Status Report	.doc	Standalone document	Optional	Optional	Required	Required
Meeting Agenda and Minutes	.doc	Standalone document	Optional	Optional	Optional	Optional
Lessons Learned Log	.xls	Standalone document	Optional	Optional	Optional	Optional
Close
Project Closeout Checklist	.doc	Standalone document	Optional	Optional	Optional	Optional
Project Assessment Survey	.doc	Standalone document	Optional	Optional	Optional	N/A
Project Assessment Survey Results	.xls	Standalone document	Optional	Optional	Optional	N/A
Lessons Learned Meeting Agenda and Minutes	.doc	Standalone document	Optional	Optional	Required	Optional
Project Closeout Report	.doc	Standalone document	Optional	Optional	Required	N/A

 

* Detailed information about this management plan is located in the Project Guides page.

¹Project Size

Small Project

• Expected cost is less than $50,000.
• Expected duration is less than four months.
• Risk and complexity are low.
• Individual unit is involved.

Medium Project

• Expected cost is $50,000 – $250,000.
• Expected duration is less than one year.
• Risk and complexity are medium to high.
• Multiple people / departments are involved.

Large Project

• Expense, risk, and / or complexity are high.
• Anticipated lifecycle is longer than one year.
• Large number of people / departments are involved.
• Board of Regents approval is required.
• Project is listed in six year strategic plan.
• Full project management methodology is required.
• Enterprise Project Management Office (EPMO) conducts phase gate reviews.