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PMP Checklist

PMP Checklist

This typical checklist (used by Stanford University Technical Services) shows the phases of a project and the steps to complete each phase. This can be used as a good reference.

Project PhaseItemDeliverableInput / TemplatePMO Project 
Managers
Embedded Project 
Managers
Initiation1CharterCharter TemplateEmail completed Charter to the PMOEmbedded Project Charters must be approved by functional manager
2Preliminary BudgetStandard Staffing Rates
Data Center Rates
This is a high-level, best-guess budget to give a sense for the size of a project. The Preliminary Budget includes both one-time costs and ongoing costs.
3PMT ApprovalSubmit a CharterPortfolio Management Team will review and recommend action on all Charters. If the Charter is approved, a Project Manager will be assigned and will begin the Planning Phase.Embedded Projects do not go through the PMT.
Planning4Project Kickoff MeetingProject Kickoff AgendaKick-off meeting should include all project team members, including the Sponsor. 
Kick-off meeting may be more of an informal meeting of team members. Roles, responsibilities and expectations should be clarified.
Weekly Team AgendaMost projects hold weekly team meetings to discuss the projects and ensure progress is being made. This agenda is a useful way to capture and report on project and task status.
5Naming of product/service (if applicable)Schedule and conduct brainstorming discussion onWeekly Team Agenda, then send an email to the “naming team” requesting counsel.Following initial project team brainstorming on names, the Project Manager and Product Manager consult with naming team (Campus Readiness and DDD Leaders).Following initial project team brainstorming on names, the Project Manager and Product Manager consult with naming team (Campus Readiness and DDD Leaders).
6Status ReportingWeekly Status Report Archive
\\Fors-fs1.stanford.edu\pmo
PMO Project Managers should update the Weekly Status Report by 5pm Friday afternoon. 
7Scope StatementRequirements DocumentScope Statement provides significantly more information regarding the project than the Charter. It starts with the Requirements Document, which details the customer requirements in a non-technical way. It is a detailed, high-level view of what the end goal is, how the customer will interact with the new product/service, the acceptable levels of performance, and so on.Scope statement is also recommended for embedded projects, as it forms the foundation from which the project is run. The templates to the left are useful guidelines, although they may be needed to be simplified for embedded projects.
Functional SpecificationFunction Specification is written by technical staff after approval of the Requirements Document. The Function Specification is the detailed design of the underlying technologies, and is used by programmers/designers to code/build the project.
Work Breakdown Structure (WBS)WBS is one of the most important tools for a project manager. Based off the Requirements Document, the WBS details work packages that are tasks to be owned and managed by team members. It is critical that the project team collectively create the WBS so that all aspects of the work are included and team members feel ownership for the work.
WBS may be graphic or textual. An example of both variations are included in the template.
Project ConstraintsAttached are a list of Typical Project Constraints
Project AssumptionsAttached are a list of Typical Project Assumptions
Project Timeline Summary & Milestones

Sample Schedule: Excel[PDF]
Sample Schedule: MS Project Gantt[PDF]
Sample Schedule: MS Project Calendar[PDF]
The Project Timeline should be developed by the Project Team after the Requirements Document and WBS are completed. Team members should collectively develop and agree to Milestone dates and Project Plan.

The Project Timeline Summary & Milestone document presents a high-level view which is useful for Sponsors and the PMT.

Several sample schedules are provided – project managers typically use either MS Excel or MS Project for their Project Timelines, depending on the complexity of the projects and the Project Manager’s comfort with either MS Excel or MS Project.

Communications PlanCommunications Plan has two functions:

1) To clearly convey how information is going to be conveyed internally to project, to project sponsors, to clients, and to other stake-holders 

2) To clearly convey how information is going to be conveyed to external stake-holders, including clients, potential clients, and the University community in general. Depending on the project, Communications Plan may include elements of promotion, training, and change management.
Risk Management PlanAttached are a list of Typical Sources of Project Risk
8Project ManagementScope ManagementFollow guidelines for Charter Change Approval to Scope, Time or Budget.

Charter Change Request Form
Example Charter Change Request
Templates that help Manage and Control the project can be completed here
Time Management
Budget Management
Risk Management
Staffing Management
QA and TestingUsability Test - Moderator Script Template
Software Test Plan
9PMT Final ApprovalDocument Storage and Archive guidelinesAll official project documents, and others, should be stored on the PMT Website onDocushare.

Once Scope Statement, timeline, resources and budget are refined, the project should go through final approval by the PMT.
Not required for Embedded Projects
Request a PMT agenda item
10Production Acceptance Early ReviewProduction Acceptance web page Production Acceptance ChecklistMeeting must include Project Manager plus Product Manager who will be managing the product/service in productionMeeting must include Project Manager plus Product Manager who will be managing the product/service in production
11SSP Early ReviewSupport Strategies Planning (SSP)Meeting must include Project Manager plus Product Manager who will be managing the product/service in productionMeeting must include Project Manager plus Product Manager who will be managing the product/service in production
12Rates Determination   
13Project web pageSend an email request to DDD  
14Product/Service web pageSend an email request to DDD  
Execution15Production Acceptance SignoffProduction Acceptance web page
Production Acceptance Checklist
Must include Product Manager & Operations Owner who will be managing the product/service in productionMust include Product Manager & Operations Owner who will be managing the product/service in production
16Support Strategies Planning (SSP) SignoffSupport Strategies Planning (SSP)Should be presented with the Product Manager – Product Manager may be responsible for ongoing actions coming out of SSPShould be presented with the Product Manager – Product Manager may be responsible for ongoing actions coming out of SSP
17IT Services
Pre-Release
 Any new product or service should first be deployed to IT Services before being rolled-out to campusAny new product or service should first be deployed to IT Services before being rolled-out to campus
18Product / Service Announcement
Clear through Campus ReadinessClear through Campus Readiness
19Transition to ProductionProduct Support Documentation Documents that can be used internally or externally for support
Ops Owner & Prod Mgr TrainingCommunications PlanCommunications Plan
Add to Inventory DatabaseContact the appropriate account manager to complete this stepContact the appropriate account manager to complete this step
Add to Services ListContact Marketing to complete this stepContact Marketing to complete this step
Add to Change Management SystemNew Hardware should be added to Change Management SystemNew Hardware should be added to Change Management System
20Track IssuesIssues Log
Closed Issues
 Track points and/or matters in question or in dispute
Closing21Post Project SummaryPost Project Summary ReportThe Post Project Summary Report should be completed by the Project Manager. This document is a key component of the Project Team Closing Meeting and should reviewed and accepted by the Project Team at that time. 
22Project Team Closing MeetingClosing Meeting AgendaPresentation TemplatesTemplate that may be helpful in facilitating your closing meeting.
23Stakeholder SignoffProject Acceptance FormThe Stakeholder Signoff document should be presented after the Project Team has accepted the Post Project Summary Report and completed the Project Team Closing meeting. 
24Archive Project Documents
Document Storage and Archive Guidelines
At the end of each project, final documents should be archived in the internal PMO spaceEmbedded Project Managers should follow their individual department's documentation policy
25Contract Closure   
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