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6.2 Resource Requirements – Team and Support Resources

Not all resources required are known at the scope statement development stage of a project…team and support resources may be estimated, however, based on what is known about the deliverables and the approach. Resource assumptions are stated here as well…

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You need to provide a line by line description and explanation of each item…


The following personnel resources are required to complete this project:



Identify any resource assumptions…


6.2 Estimated Costs

As with major milestones, costs are estimates during the creation of the Scoping Document…when the Final Scope Document is agreed to, these initial costs no longer considered estimates, but are then committed cost…costs may vary during the course of a project…but the budget is then managed outside of this document…


You need to provide a line by line description and explanation of each item…









Typical project controls are Steering Committee Meetings, Monthly Status Reports, Risk Management assessment and mitigation planning and monitoring, Issue Management, Change Management, and Communication Management…


7.1 Checkpoint Funding Schedule

It is recommended that the project identify project checkpoints or phase review hold points based on specific project events…for example, end of business assessment phase, or some System Development Life Cycle phases, are logical checkpoints…


7.2 Weekly/Monthly Status and Steering Committee Meetings

A schedule should be created with dates for regularly scheduled status and steering committee meetings…the schedule should include the topic, the required audience, the optional audience, the frequency with dates, and the owner (i.e., who is responsible for setting up and managing the meeting)…


7.3 Weekly/Monthly Status Reports

A schedule should be created with dates for regularly scheduled weekly/monthly status reporting…the schedule should the audience required to receive the reports, the optional audience to receive the reports, the frequency with dates, and the owner (i.e., who is responsible for creating and distribution the reports)…


7.4 Risk Management

All risks to the project need to be documents…this will help to ensure the success of the project…the project risks and associated mitigation actions are monitored and controlled in accordance with the Risk Management Plan…

Every risk should have:

· RISK ID NUMBER: each risk should be given its own number for easier reference…

· IDENTIFIED RISK: explain the risk…


· PROBABILITY: the probability that this risk will occur…these are typically HIGH, MEDIUM, LOW, INFORMATIONAL…

· MITIGATION PLAN: how we plan on dealing with the risk if the worst happens…


7.5 Issue Management


Project-related issues will be tracked, prioritized, assigned, resolved, and communicated in accordance with the Project Management Procedures:

Issue descriptions, owners, resolution and status will be maintained on an issues database in a standard format.

Issues will be addressed with the Project Owner and communicated in the project status report.


7.6 Change Management


The change control procedures to be followed will be consistent with Project Management Procedures and consist of the following processes:

A Change Control database will be established by the project manager to track all changes associated with the project effort.

All Change Requests will be assessed to determine possible alternatives and costs.

Change Requests will be reviewed and approved by the project owner.

The effects of approved Change Requests on the scope and schedule of the project will be reflected in updates to the project plan.

The Change Control database will be updated to reflect current status of Change Requests.


7.7 Communication Management


The following strategies have been established to promote effective communication within and about this project:

The Project Manager presents the project status to the Project Owner on a weekly basis; however, ad hoc meetings will be established at the project manager’s discretion as issues or change control items arise. The project manager provides a written status report to the Project Owner on a monthly basis and distributes the project team meeting minutes. The Project Owner will be notified via email on all urgent issues. Issue notification will include time constraints, and impacts, which will identify the urgency of the request for service.

The project team will have weekly update/status meetings to review completed tasks and determine current work priorities. Minutes will be produced from all meetings.

The project manager will provide the project sponsors with project team minutes and steering committee status reports.

A project collaborate web site will be established on the Internet to provide access to the project documentation by geographically dispersed project members.




Provide any additional relevant project details here or links to supporting material




As discussions take place for the project, various business and technical terms are used…these terms should be noted and defined inside this document…this will help to insure that everyone involved in the project is working from the same definition of terms…




With every project, it is important for expectations to be set for everyone involved…providing these definitions in the Scope Document, allows participants to ask questions regarding their role and expectations…adjustments should be made as required…


10.1 Project Roles

The following role definitions are being applied to the resources assigned to this project:


Project Sponsor


Provides executive team approval and sponsorship for the project. Has budget ownership for the project and is the major stakeholder and recipient for the project deliverables.


Project Owner Provides policy definition to the Project team. Resolves all policy issues with the appropriate policy owners in order to provide a clear, decisive definition. Makes final decisions and resolves conflicts or issues regarding project expectations across organizational and functional areas. The project owner and the project manager have a direct link for all communication. The project manager will work directly with the project owner on all policy clarification.


Project Manager Provides overall management to the project. Accountable for establishing a Project Charter, developing and managing the work plan, securing appropriate resources and delegating the work and insuring successful completion of the project. All project team members report to the project manager. Handles all project administrative duties, interfaces to project sponsors and owners and has overall accountability for the project.


Steering Committee Provide assistance in resolving issues that arise beyond the project manager’s jurisdiction. Monitor project progress and provide necessary tools and support when milestones are in jeopardy.


Stakeholder Key provider of requirements and recipient of project deliverable and associated benefits. Deliverable will directly enhance the stakeholders’ business processes and environment. Majority of stakeholders for this project will be agency heads, CIO’s and project management representatives.


Team Member Working project team member who analyzes, designs and ultimately improves or replaces the business processes. This includes collaborating with teams to develop high level process designs and models, understanding best practices for business processes and partnering with team members to identify appropriate opportunities, challenging the old rules of the business and stimulating creating thinking, and identifying organizational impact areas.





10.2 Project Stakeholders

The following people have been identified as project stakeholders. Also listed, is the stakeholder role.







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