Chapter II: Project Management Life Cycle

• The Project Management Life Cycle has four

phases: Initiation, Planning, Execution and Closure.
Each project life cycle phase is described below, along
with the tasks needed to complete it.

• Reference:
• Rory Burke (2019) “ Project Management Techniques”, 3rd Edition
 Project Life Cycle
Project Life Cycle

Concept Planning Execution/Control Closing

Definition | Analysis |Design|Build|Test|Accept| Implement| Operation
20% 60%

5% 15%

Percentages and graph refer to the amount of effort (people)

Module 1 - Introduction 2
 1.Initiation Phase
• 1. INITION Phase

• 1.1 Business Case

• What is a Business Case? A Business Case justifies the start-up of a project. It includes a
description of the business problem or opportunity, the costs and benefits of each alternative
solution, and the recommended solution for approval.
• When do I use a Business Case?

• A Business Case Template is used whenever the expenditure on a project has to be justified.
Completing a Business Case Template is usually the first step in the Project Life Cycle. Once the
Business Case Template has been completed, it is presented to a Sponsor for approval. The
Business Case is referred to frequently during the project, to determine whether it is currently
on track. And at the end of the project, success is measured against the ability to meet the
objectives defined in the Business Case. So the completion of a Business Case is critical to the
success of the project.
1.Initiation Phase (cont’d)
•By using this Business Case Template you can:
Research the business problem or opportunity
Identify the alternative solutions available
Quantify the benefits and costs of each solution
Recommend a preferred solution to your sponsor
Identify any risks and issues with implementation
Present the solution for funding approval
 1.Initiation phase (cont’d)
• This Business Case Template also includes:
 Real-life examples in each section
 Detailed procedures guiding you step-by-step
 Tables to help you quantify the benefits and costs
 Guidance on the methods of choosing a preferred solution
 A best practice approach to ensure your success.
 1. Initiation phase (cont’d)
• 1.2 Feasibility Study
• It takes you through the process of completing a Feasibility Study by defining the business
problem / opportunity, the alternative solutions available and the recommended solution for
implementation.
• What is a Feasibility Study?
• A Project Feasibility Study is an exercise that involves documenting each of the potential
solutions to a particular business problem or opportunity. Feasibility Studies can be undertaken
by any type of business, project or team and they are a critical part of the Project Life Cycle.
• When to use a Feasibility Study?
• The purpose of a Feasibility Study is to identify the likelihood of one or more solutions meeting
the stated business requirements. In other words, if you are unsure whether your solution will
deliver the outcome you want, then a Project Feasibility Study will help gain that clarity. During
the Feasibility Study, a variety of 'assessment' methods are undertaken. The outcome of the
Feasibility Study is a confirmed solution for implementation.
 1.Initiation phase (cont’d)
• Feasibility study
• You can also use this Feasibility Study template to:
 Research the business problem or opportunity
 Document the business requirements for a solution
 Identify all of the alternative solutions available
 Review each solution to determine its feasibility
 List any risks and issues with each solution
 Choose a preferred solution for implementation
 Document the results in a feasibility report
 1.1Initiation phase (cont’d)

• This Feasibility Study template also includes:

 A diagram describing feasibility assessments
 Procedures which help you to assess feasibility
 Tables to help you write up the feasibility outcome
 A best practice process to achieve the best feasibility results
 1.Initiation phase (cont’d)
• 1.3 Project charter
• Writing the Project Charter is typically one of the most challenging steps in the
Project Life Cycle, as it defines the parameters within which the project must be
delivered.
• It sets out the project vision, objectives, scope and implementation, thereby
giving the team clear boundaries within which the project must be delivered. 
• The practical examples, charts and tables will save you time, as you only need to
"fill in the gaps" to build a comprehensive Project Charter document for your
project team.
 1.Initiation phase (cont’d)
• What is a Project Charter?
• A Project Charter outlines the purpose of the project, the way the project will be
structured and how it will be successfully implemented. The Project Charter describes
the project vision, objectives, scope and deliverables, as well as the Stakeholders, roles
and responsibilities. The Project Charter is also known as a "Terms of Reference" or
"Project Definition Report".
• When do I use a Project Charter?
• "Every time you start a new project, you should complete a Project Charter template.
The Project Charter defines the vision and boundaries for the project, as well as the high
level roadmap. In addition, the Project Charter also defines the scope of the project,
within which the deliverables are produced. With a well defined Project Charter, the
Project Manager has a clear project roadmap for success.
 1.Initiation phase (cont’d)
This Project Charter template will help you to:
 Identify the project vision and objectives
 Define the complete scope of the project
 List all of the critical project deliverables
 State the customers and project stakeholders
 List the key roles and their responsibilities
 Create an organizational structure for the project
 Document the overall implementation plan
 List any risks, issues and assumptions
 1.Initiation phase (cont’d)

• The Project Charter template includes:

 All of the sections within a Project Charter document
 Detailed instructions which help you to complete each section
 Tables and real-life examples, to step you through the document
 Actual role definitions, to save you time writing them
 A sample project plan for implementation
 An example organization chart
 Helpful hints and tips to guide you
 1.Initiation phase (cont’d)
• 1.4 Project Job description
• What is a Job Description?
• A Project Job Description defines the objectives and responsibilities of a particular role
on a project. Completing a Job Description Template ensures the skills, experience and
qualifications needed to fulfil the role are clearly defined. A Job Description may also be
referred to as a "Position Description".
• When do I use a Job Description?
• A Project Job Description should be completed every time a new role is identified. The
Project Job Description should clearly state the objectives and responsibilities of the role
and where it fits within the organizational structure. It defines all of the responsibilities
of a Project Manager, within a comprehensive Job Description Template.
1.Initiation phase (cont’d)
• Project Job description
• Project Manager Job Description 
• This template lists all of the responsibilities of a Project Manager role within a
project.
• Although it has been completed for a Project Management role, you can use
this template to write a Job Description for any role within an organization.
• Completing a Project Job Description is actually a time consuming and
challenging task, as it defines the targets for a role. It also defines how those
targets are going to be measured and how the performance of the role will be
assessed.
 1.Initiation phase (cont’d)
• This Job Description template will help you to:
 Define the real purpose of the role
 List the key responsibilities of the role
 Define who this role will be reporting to
 Create a detailed Organizational Chart
 List the skills and experience needed
 Define any relevant qualifications
 Set out the key performance criteria
 Identify the salary and working conditions
 1.Initiation phase (cont’d)
• Job Description
• To help you complete these tasks, this template will provide you with:
 A complete worked example of a Job Description
 Instructions for every section within the document
 A sample list of skills and experience needed
 An Organization Chart diagram
 Examples of key performance criteria
 Lots of helpful hints and practical tips
 1.Initiation phase (cont’d)
• 1.5 Project Office Checklist
• Project Office checklist helps you to set up and run a Project Management Office
(PMO) within an organization.
• It lists the roles, equipment, standards and processes needed to run a Project Management
Office today.
• Establishing a Project Management Office is a challenging task. You need to put in place
the right PMO tools to support projects adequately and ensure project buy-in(Project
buy-in at top level is invariably the result of inclusive negotiations that
clearly define the various stakeholders' roles within the process. When you have a
team that is “bought-into” the project you have a group of individuals that are
happy, productive and willing to provide input. You also get more participation and
feedback throughout the life of the project. A project that has 100% buy-in is on
its way to becoming a successful project.). This checklist helps you do that, by listing
each of the critical items needed to set up and run a Project Management Office quickly
and efficiently. 
 1.Initiation phase (cont’d)
• What is a Project Office Checklist?
• The Project Office Checklist lists everything you need to do, to set up a Project
Management Office. A Project Management Office is the physical premises within which
project staff (e.g. the Project Manager and support staff) reside. The Project Office also
contains the communications infrastructure and technologies required to support the
project. By using this 'Project Office Checklist' you will ensure you have all of the tools
needed to operate your Project Office today.
• When do I use a Project Office Checklist?
• A Project Office Checklist helps you to establish and operate a Project Management Office.
This Project Office Checklist contains a list of items to help you determine whether; the
Project Office premises are fit for purpose, you have sufficient equipment available and
whether all of the roles, standards and processes are in place within your Project
Management Office environment.
 1.Initiation phase (cont’d)
• Initiation Phase
• 1.6 Project Review Form -
 This Project Review Form is completed at the end of the Initiation project
phase to tell the sponsor whether the project has achieved its objectives to date.
• First, a Project Management Review is conducted to measure the deliverables
produced by the project, then the results of the review are documented on this
Project Review form which is presented to the sponsor for approval.
• Project Phase reviews are conducted at the end of the Initiation, Planning and
Execution phases within a project.
 1.Initiation phase (cont’d)
• What is a Project Review? A Project Review is an assessment of the status of a project, at a
particular point in time. The first time in the project life cycle that a project review is
undertaken is at the end of the first project phase, called "Initiation". During this project
review, a decision is made as to whether or not the team has met the objectives and is
approved to proceed to the next project phase, being the "Planning" phase. Performing a
project management review at the end of each phase is critical to the success of the project,
because it allows the Project Sponsor to control the progress of the project and make sure that
it passes through each Project Phase smoothly.
• When do I complete a Project Review? As soon as the project team believes they have
completed a particular project phase, a project review should be undertaken. There will usually
be at least three project reviews during the project life cycle: at the end of the Initiation,
Planning and Execution project phases. The template on this page will help you complete a
project review for the "Initiation" project phase. The items included in the project review form
are targeted towards this phase specifically.
 1.Initiation phase (cont’d)
• The form helps you to document the results of your Project Review, by stating
whether the:
 Project is currently delivering to schedule
 Budget allocated was sufficient at this point
 Deliverables have been produced and approved
 Risks have been controlled and mitigated
 Issues were identified and resolved
 Changes were properly managed
 Project is on track
 2.Planning phase
2.1 Project Plan
What is a Project Plan?
• A Project Plan sets out the phases, activities and tasks needed to deliver a project. The timeframes
required to deliver the project, along with the resources and milestones are also shown in the Project
Plan. Using this Project Plan Template, you can quickly and easily create a comprehensive Project
Management Plan for your project, as it already lists the commonly used tasks needed to complete
projects from start to finish.
• When do I use a Project Plan Template?
• A Project Plan Template is filled in every time you wish to embark on a new project. A summarized
Project Plan is usually created early in the life cycle, with a detailed Project Plan being created later
the planning phase. The Project Plan is referred to constantly throughout the project. Every day, the
Project Manager will review actual progress against that stated in the Project Plan, to ensure they are
still on track. The Project Plan is therefore the most critical tool a Manager can have to successfully
deliver projects.
 2. Planning phase (cont’d)
• Project Plan Template 
• will help you to quickly and easily create a Project Plan for your project. You can
use it to create your own customized project management plan for delivering
your project on time and under budget.
• If you want to create a Project Plan for your project within a few easy steps, then
this project plan template will tell you how to do it.
 2. Planning phase(cont’d)
• Project Plan
• By using this Project Plan template, you can:
 Identify all of the phases, activities and tasks
 Sum up the effort needed to complete those tasks
 Document all of the project inter-dependencies
 List the planning assumptions and constraints
 Create a detailed project planning schedule
 2. Planning phase(cont’d)
• This Project Plan Template will also help you to:
 Define the project scope & milestones
 Identify the Work Breakdown Structure
 Set and agree the target delivery dates
 Monitor and control the allocation of resource
 Report on the progress of the project, to the sponsor
 2. Planning phase(cont’d)
• 2.2 Resource Plan
• This Project Resource Management Plan helps you to identify all of the
resources required to complete your project successfully.
• Using this Resource Plan, you will be able to identify the quantity of labour,
equipment and materials needed to deliver your project.
• You will then create a resource schedule, which enables you to plan the
consumption of each type of resource, so that you know that you will have
enough resources to complete the project. 
 2. Planning phase(cont’d)
• What is a Resource Plan?
• A Resource Plan summarizes the level of resources needed to complete a project. A
properly documented Resource Plan will specify the exact quantities of labour,
equipment and materials needed to complete your project. This Resource Planning
template also helps you gain approval from your Sponsor, ensuring their buy-in.
• When do I use a Resource Plan? 
• A Resource Plan is created during the Resource Planning phase of the project.
Anyone responsible for Project Resource Management will need to create a
comprehensive Resource Plan, to ensure that all of the resources needed to
complete the project are identified. By implementing proper Resource
Planning practices, it also helps you with budgeting and forecasting project
expenditure.
 2. Planning phase(cont’d)
• This Resource Plan template will also help you to:
Plan the dates for using or consuming these resources
Identify the amount of resource required per project activity
Create a detailed resource utilization schedule
By purchasing this resource planning template, you can schedule the resources
needed to complete your project successfully.
 2. Planning phase(cont’d)
• 2.3 Financial Plan 
• Financial Planning Template 
• will help you to quickly and easily create a Financial Plan for your project.
• A Financial Plan enables you to set a "budget", against which you measure your
expenditure. To deliver your project "within budget", you need to produce the
project deliverables at a total cost which does not exceed that stated in the
budget.
 2. Planning phase(cont’d)
• What is a Financial Plan?
• A Financial Plan identifies the Project Finance (i.e. money) needed to meet specific objectives. The
Financial Plan defines all of the various types of expenses that a project will incur (labour,
equipment, materials and administration costs) along with an estimation of the value of each
expense. The Financial Plan also summarizes the total expense to be incurred across the project
and this total expense becomes the project budget. As part of the Financial Planning exercise, a
schedule is provided which states the amount of money needed during each stage of the project.
• When do I use a Financial Plan?
• Whenever you need to ask for money, you need a sound Financial Plan showing how it will be
consumed. For a Project Manager, getting Project Finance is one of the most critical tasks in the
project. Therefore, sound Financial Planning principles must be followed to ensure a positive
outcome. Using this Financial Plan template, you can create a detailed Financial Plan for your
project. It will help you get the Project Finance needed to successfully deliver your project on time.
 2. Planning phase(cont’d)
• This Financial Plan template will help you to identify the:

 Types of labour costs to be incurred during the project

 Items of equipment needed to deliver the project
 Various materials needed by the project
 Unit costs for labour, equipment and materials
 Other costs types such as administration
 Amount of contingency needed
 2. Planning phase(cont’d)
• You can then use the Financial Plan template to create a budget by:
 Calculating the total cost involved in completing the project
 Identifying the total cost of each project activity
 Creating a schedule of expenses
• Creating a project budget is an extremely important part in any project, as it
gives you a goal post to aim for. This Financial Plan will help you meet that goal
post, by giving you a clear process and template for creating a budget for your
project.
 2. Planning phase(cont’d)
• 2.4 Quality Plan
• Create a 
• Quality Assurance Plan 
• and 
• Quality Control Plan, using this quality management plan template.
• It will help you to set quality targets for your project to ensure that the
deliverables produced, meet the needs of your customer.
• You can then use it to schedule quality control and quality assurance activities,
to assure your customer that the quality targets will be met. 
 2. Planning phase(cont’d)
• What is a Quality Plan?
• A Quality Plan helps you schedule all of the tasks needed to make sure that your project
meets the needs of your customer. It comprises two parts; the Quality Assurance Plan lists
the independent reviews needed and the Quality Control Plan lists the internal reviews
needed to meet your quality targets. By using Quality Assurance and Quality Control
techniques, you can create a comprehensive Quality Management Plan for your project.
• When do I use a Quality Plan?
• Creating a Quality Plan is essential if you want to provide the customer with confidence that
you will produce a solution that meets their needs. The Quality Plan states everything you're
going to do, to ensure the quality of your solution. The first section defines the Quality
targets. The second section sets out a Quality Assurance Plan. And the third section defines
a Quality Control Plan. By using this template, you can create a Quality Management Plan
that gives your customer a high degree of confidence that you will succeed.
 2. Planning phase(cont’d)
• You can use this Quality Plan to set quality targets by:
 Identifying the customers requirements
 Listing the project deliverables to be produced
 Setting quality criteria for these deliverables
 Defining quality standards for the deliverables
 Gaining your customers agreement with the targets set
 2. Planning phase(cont’d)
• You can then use this Quality Plan to monitor and control quality by:
 Identifying the quality control tasks needed to control quality
 Creating a Quality Control Plan, by scheduling the control activities
 Listing the quality assurance activities required to assure quality
 Building a Quality Assurance Plan, by creating an activity schedule
• Quality Planning is a critical part of any project. It enables you to agree a set of quality
targets with your customer. It then helps you to monitor and control the level of quality
produced by the project, to ensure that you meet the quality targets set. By using this
quality plan template, you can set quality targets and ensure that your project produces
deliverables which meet your customers needs, thereby ensuring your success.
 2. Planning phase(cont’d)

• 2.5 Risk Plan

• This project Risk Management Plan 
• helps you to identify risks and implement a plan to reduce them.
• It helps you do this, by giving you a complete risk management plan, showing
you how to take action to reduce risk in your project.
• Using this risk plan, you can monitor and control risks effectively, increasing you
chances of achieving success.
 2. Planning phase(cont’d)
• What is a Risk Plan?
• A Risk Plan helps you to foresee risks, identify actions to prevent them from occurring
and reduce their impact should they eventuate. The Risk Management Plan is created as
part of the Risk Planning process. It lists of all foreseeable risks, their ranking and priority,
the preventative and contingent actions, along with a process for tracking them. This Risk
Plan template will help you perform these steps quickly and easily.
• When do I use a Risk Plan?
• A Risk Plan should be used anytime that risks need to be carefully managed. For instance,
during the start up of a project a Risk Plan is created to identify and manage the risk
involved with the project delivery. The Risk Plan is referred to frequently throughout the
project, to ensure that all risks are mitigated as quickly as possible. The Risk Plan
template helps you identify and manage your risks, boosting your chances of success.
 2. Planning phase(cont’d)
• This Risk Planning template will help you to:
 Identify risks within your project
 Categorize and prioritize each risk
 Determine the likelihood of the risks occurring
 Identify the impact on the project if risk does occur
 2. Planning phase(cont’d)
• You can then use this Risk Plan template to:
 Identify preventative actions to prevent the risk from occurring
 List contingent actions to reduce the impact, should the risk occur
 Schedule these actions within an acceptable timeframe
 Monitor the status of each risk throughout the project
• Creating a Risk Management Plan is a critical step in any project, as it helps you
to reduce the likelihood of risk from occurring. Regardless of the type of risk, you
will be able to use this template to put in place processes and procedures for
reducing the likelihood of risk occurring, thereby helping you to deliver your
project successfully.
 2. Planning phase(cont’d)
• 2.6 Acceptance Plan
• This Acceptance Plan helps you to gain the customers acceptance for the
deliverables produced by your project.
• Creating an Acceptance Plan (or 'Acceptance Test Plan') is an important part of
any project, as it allows the customer to accept the deliverables you have
produced for them.
• By using this acceptance plan template, you can gain customer acceptance for
your deliverables, quickly and efficiently. 
 2. Planning phase(cont’d)
• What is an Acceptance Plan?
• An Acceptance Plan (also known as an "Acceptance Test Plan") is a schedule of tasks that are
required to gain the customers acceptance that what you have produced is satisfactory. It is
more than just a task list though. An Acceptance Plan is in fact an agreement between you and
the customer, stating the acceptance tasks that will be undertaken at the end of the project to
get their final approval. The Acceptance Plan includes a list of the deliverables, the acceptance
test activities, the criteria and standards to be met, and the plan for their completion.
• When do I use an Acceptance Plan?
• You should create an Acceptance Plan every time you need to produce a set of deliverables
that require the customer's approval before completion. If the customer needs to approve
anything, then you should agree upfront what actions will be taken to get their approval when
the deliverables are complete. By creating an Acceptance Plan at the start of a project, it will
save you time and hassle at the end, as the acceptance test actions will already have been pre-
completed by the customer.
 2. Planning phase(cont’d)
• This Acceptance Plan template will help you gain acceptance, by:
 Creating a full list of all project deliverables
 Listing the criteria for gaining customer acceptance
 Putting in place, acceptance standards to be met
 2. Planning phase(cont’d)
• You can then use this template to create an Acceptance Plan, by:
 Identifying the acceptance test methods
 Allocating acceptance test resources
 Scheduling acceptance reviews with your customer
 Gaining your final acceptance of your deliverables
• By creating an Acceptance Plan for your projects, you'll boost your chances of
success - as you will constantly produce deliverables which meet your customers
requirements. The Acceptance Plan template helps you to schedule customer
acceptance tests to ensure that your deliverables meet your customers needs,
every time.
 2. Planning phase(cont’d)
• 2.7 Communication Plan
• This Communication Plan 
• template will help you to communicate the right information, to the right
people, at the right time.
• It will also help you create a schedule of communications events to ensure that
your stakeholders are always kept properly informed, ensuring their continued
buy-in and support. 
 2. Planning phase(cont’d)
• What is a Communication Plan?
• A Communication Plan (or Communications Plan) describes how you intend to communicate the
right messages to the right people at the right time. Within a Communication Plan, the
communication goals, stakeholders and strategies, activities and timeframes are described. A
Communication Plan helps you keep everyone informed so that you can communicate a
consistent message to your target audience.
• When do I use a Communication Plan?
• Whenever you have a variety of staff, external suppliers, customers and stakeholders to
communicate with, then you should record your communications formally in a Communication
Plan. A clear Communications Plan is vital to the success of an organization. It is also critical to
the success of projects, as it ensures that all of the staff and stakeholders are kept properly
informed of the progress of a project. The best time to perform Communication Planning is
during the start-up phase of a project. This will ensure your Communication Plan includes the
tasks needed to communicate effectively throughout the entire project life cycle.
 2. Planning phase(cont’d)
• The template helps you to build Communication Plans by:
 Listing your communications stakeholders
 Defining each stakeholders communication needs
 Identifying the required communications events
 Determining the method and frequency of each event
 Allocating resource to communications events
 Building a communication event schedule
 2. Planning phase(cont’d)
• You can then use this Communication Plan template for :
 Monitoring the communications events completed
 Gaining feedback on communications events
 Improving communications processes
• Communication Planning is an important part of any business. Using this
template you can create a comprehensive Communications Plan for your project
or team, helping keep your stakeholders properly informed at all times.
 2. Planning phase(cont’d)
• 2.8 Procurement Plan
• This 
• Procurement Plan 
• helps you procure products and services from external suppliers. It provides you
with a complete project procurement plan template, to help you to quickly and
easily create a Procurement Plan for your business.
• By planning your procurement carefully, you can ensure that you buy the right
products for your business, at the right price. 
 2. Planning phase(cont’d)
• What is a Procurement Plan?
• A Procurement Plan defines the products and services that you will obtain from external
suppliers. A good Procurement Plan will go one step further by describing the process you will
go through to appoint those suppliers contractually. Whether you are embarking on a project
procurement or organizational procurement planning exercise, the steps will be the same.
First, define the items you need to procure. Next, define the process for acquiring those items.
And finally, schedule the timeframes for delivery.
• When do I use a Procurement Plan?
• It is advisable to create a Procurement Plan whenever you want to purchase items from
suppliers. Using the Procurement Plan template, you can define the procurement
requirements, identify potential suppliers, contract those suppliers and manage them to
ensure delivery. Project Procurement Planning is critical to the success of any project. This
Procurement Plan template helps you to perform these steps quickly and easily.
 2. Planning phase(cont’d)
• This Procurement Plan helps you:
 Define your procurement requirements
 Identify all of the items you need to procure
 Create a sound financial justification for procuring them
• It also helps you to:
 List all of the tasks involved in procuring your products
 Schedule those tasks by allocating timeframes and resources
 Create a robust project procurement process for your business
• Procurement Planning is critical if you want to get the most out of your supplier relationships.
By using this Procurement Plan template, you can quickly and easily define your procurement
requirements, the method of procurement and the timeframes for delivery.
 2. Planning phase(cont’d)
• 2.9 Tender Register
• This Tender Register template helps you to track each Tender Form, as it is
passed between the supplier and the business.
• Using this tender template, you can record the current status of each Tender
Form issued by your project. Tender Forms tracked using a Tender Register,
include:  Statement of Work, Request for Information, Request for Proposal,
Supplier Contract
 2. Planning phase(cont’d)
• What is a Tender Form?
• A Tender Form is issued to a supplier during the "Invitation to Tender" process. Each
Tender Form helps the team to collect information about potential suppliers so that
they can appoint one or more preferred suppliers to the business. As each Tender Form
is released to the suppliers, the progress is tracked in the Tender Register. To save time
creating each Tender Form, a Tender Template is used.
• When do I use a Tender Form?
• Every time you appoint a new supplier, you need to create one or more Tender Forms.
They help you keep the process open and visible within your business so that you can
prove that your Tender Process has been run fairly. The typical types of Tender Forms
include the "Statement of Work", "Request for Information" and "Request for
Proposal". The Tender Register helps you manage them all in one place.
 2. Planning phase(cont’d)
• The Tender Register tracks the current status of each Tender Form within your
project or organization. For example, it records the:
 Types of Tender Forms released
 Release date and release details
 Status such as; Approved, Released, Distributed
 Outcome of the release of the Tender Forms
 2. Planning phase (cont’d)
• By using this Tender Register, you can:
• Monitor and control your tender processes
• Ensure that your tender process is followed
• Identify and resolve any issues with you tender early
• Keep track of the overall status of your tender
• Ensure that your tender is completed on time
• When purchasing products and services from suppliers through an Invitation to
Tender process, this tender register will be invaluable, as it helps you to identify
the current status of the tender at any point in time. You can therefore monitor
and control the progress of any Invitation to Tender, effectively.
 2. Planning phase(cont’d)
• 2.10 Statement of Work
• This Statement of Work template helps you to define the work requested from
an external supplier.
• By using this Statement of Work template, you can clearly define your
requirements to your supplier, so they know what needs to be delivered, how
and by when.
• This will help you to manage the performance of your supplier, ensuring that you
receive exactly what it is that you're paying for. 
2. Planning phase(cont’d)
• What is a Statement of Work?
• A Statement of Work or SOW, defines 'what it is that you need' from an external
supplier. It is a statement of the work to be completed by a supplier. The Statement of
Work also describes the materials and equipment to be provided, within a defined
timeframe. This Statement of Work Template saves you time, because all of the
sections have been pre-completed for you.
• When do I use a Statement of Work?
• Every time you need to request work from an external supplier, you need to issue a
Statement of Work. It helps you clarify what it is that you want from your supplier and
the timeframes in which to complete it. Writing a Statement of Work is easy, by using
this comprehensive template.
 2. Planning phase(cont’d)
• This Statement of Work template helps you by:
 Defining the type of supplier that you wish to appoint
 Describing the materials and equipment you need
 Specifying the deliverables to be provided by the supplier
 Stating your terms and conditions for payment
• This Statement of Work template also includes:
 Instructions to help you create it quickly
 Practical examples, to show you how to do it
 re-completed tables, to save you time
 Real-life examples
• Everything you need to create a Statement of Work, is included within this comprehensive template.
 2. Planning phase (cont’d)
• 2.8 Procurement Plan
• This Procurement Plan helps you procure products and services from external
suppliers. It provides you with a complete project procurement plan template, to
help you to quickly and easily create a Procurement Plan for your business.
• By planning your procurement carefully, you can ensure that you buy the right
products for your business, at the right price. 
 2. Planning phase (cont’d)
• What is a Procurement Plan?
• A Procurement Plan defines the products and services that you will obtain from external
suppliers. A good Procurement Plan will go one step further by describing the process you will
go through to appoint those suppliers contractually. Whether you are embarking on a project
procurement or organizational procurement planning exercise, the steps will be the same.
First, define the items you need to procure. Next, define the process for acquiring those items.
And finally, schedule the timeframes for delivery.
• When do I use a Procurement Plan?
• It is advisable to create a Procurement Plan whenever you want to purchase items from
suppliers. Using the Procurement Plan template, you can define the procurement
requirements, identify potential suppliers, contract those suppliers and manage them to
ensure delivery. Project Procurement Planning is critical to the success of any project. This
Procurement Plan template helps you to perform these steps quickly and easily.
 2. Planning phase (cont’d)
• This Procurement Plan helps you:
 Define your procurement requirements
 Identify all of the items you need to procure
 Create a sound financial justification for procuring them
• It also helps you to:
 List all of the tasks involved in procuring your products
 Schedule those tasks by allocating timeframes and resources
 Create a robust project procurement process for your business
• Procurement Planning is critical if you want to get the most out of your supplier relationships. By
using this Procurement Plan template, you can quickly and easily define your procurement
requirements, the method of procurement and the timeframes for delivery.
 2. Planning phase (cont’d)
• 2.10 Tender Form
• What is a Tender Form?
• A Tender Form is issued to a supplier during the "Invitation to Tender" process. Each
Tender Form helps the team to collect information about potential suppliers so that
they can appoint one or more preferred suppliers to the business. As each Tender
Form is released to the suppliers, the progress is tracked in the Tender Register. To
save time creating each Tender Form, a Tender Template is used.
• When do I use a Tender Form?
• Every time you appoint a new supplier, you need to create one or more Tender
Forms. They help you keep the process open and visible within your business so that
you can prove that your Tender Process has been run fairly. The typical types of
Tender Forms include the "Statement of Work", "Request for Information" and
"Request for Proposal". The Tender Register helps you manage them all in one place.
2. Planning phase (cont’d)
• Tender Register
• This Tender Register template helps you to track each 
• Tender Form
• , as it is passed between the supplier and the business.
• Using this tender template, you can record the current status of each Tender Form issued by
your project. Tender Forms tracked using a Tender Register, include:  Statement of Work
• Request for Information
• Request for Proposal
• Supplier Contract
2. Planning phase (cont’d)
• The Tender Register tracks the current status of each Tender Form
within your project or organization. For example, it records the:
• Types of Tender Forms released
• Release date and release details
• Status such as; Approved, Released, Distributed
• Outcome of the release of the Tender Forms
2. Planning phase (cont’d)
• By using this Tender Register, you can:
• Monitor and control your tender processes
• Ensure that your tender process is followed
• Identify and resolve any issues with you tender early
• Keep track of the overall status of your tender
• Ensure that your tender is completed on time
• When purchasing products and services from suppliers through an
Invitation to Tender process, this tender register will be invaluable, as
it helps you to identify the current status of the tender at any point in
time. You can therefore monitor and control the progress of any
Invitation to Tender, effectively.
 2. Planning phase (cont’d)
• 2.11 Statement of Work
• What is a Statement of Work(SOW)?
• A Statement of Work or SOW, defines 'what it is that you need' from an external
supplier. It is a statement of the work to be completed by a supplier. The
Statement of Work also describes the materials and equipment to be provided,
within a defined timeframe. This Statement of Work Template saves you time,
because all of the sections have been pre-completed for you.
• When do I use a Statement of Work?
• Every time you need to request work from an external supplier, you need to
issue a Statement of Work. It helps you clarify what it is that you want from your
supplier and the timeframes in which to complete it. Writing a Statement of
Work is easy, by using this comprehensive template.
 2. Planning phase (cont’d)
• Statement of Work
• This 
• Statement of Work 
• template helps you to define the work requested from an external supplier.
• By using this Statement of Work template, you can clearly define your
requirements to your supplier, so they know what needs to be delivered, how
and by when.
• This will help you to manage the performance of your supplier, ensuring that you
receive exactly what it is that you're paying for. 
 2. Planning phase (cont’d)
• This Statement of Work template helps you by:
• Defining the type of supplier that you wish to appoint
• Describing the materials and equipment you need
• Specifying the deliverables to be provided by the supplier
• Stating your terms and conditions for payment
• This Statement of Work template also includes:
• Instructions to help you create it quickly
• Practical examples, to show you how to do it
• re-completed tables, to save you time
• Real-life examples
• Everything you need to create a Statement of Work, is included within this
comprehensive template.
 2. Planning phase (cont’d)
• 2.12 Request for Information
• What is a Request for Information?
• A Request for Information (or "RFI") is a document which is issued to potential
suppliers to allow them to take part in an "Invitation to Tender" process. It is
a request for information from the supplier, to help you decide whether or not
to appoint them. By using this Request for Information template, you can
complete the RFI process quickly and easily.
• When do I use a Request for Information?
• You need to issue a Request for Information whenever you want to contract an
external supplier to your business. The document will explain to your supplier,
the information you need, to help you with your supplier selection. This Request
for Information template includes all of the sections, content and examples you
need to document a Request for Information today.
 2. Planning phase (cont’d)
• Request For Information
• This 
• Request for Information 
• template provides everything you need to appoint the right suppliers for your
business.
• It helps you create a Request for Information document, by listing all of the
information that suppliers need to give to you, to tell you about their business.
• With this information, you will then select a shortlist of suppliers, and enter the 
Request for Proposal phase to select your preferred supplier. 
 2. Planning phase (cont’d)
• This Request for Information template helps you with:
• Defining your supplier needs
• Informing supplier of your procurement process
• Specifying the rules and timeframes for engaging with suppliers
• Selecting suppliers for your business
• This Request for Information template includes:
• Helpful completion instructions
• Pre-formatted sections and sample content
• Practical, real-life examples
• By using this Request for Information template, you will save time and effort as you
won't need to start from scratch. You can simply fill it in, to create a Request for
Information for your business today.
 2. Planning phase (cont’d)
• 2.13 Request for Proposal
• What is a Request for Proposal(RFP)?
• A Request for Proposal (RFP) is a document that is issued to suppliers to help them
provide the information needed to make a preferred supplier decision. By using
this RFP Template, you can quickly create a Request for Proposal for your business.
It includes all of the relevant content you need to create a Request for Proposal.
• When do I use a Request for Proposal?
• You need to create a Request for Proposal whenever you want to request a
proposal from external suppliers. The Request for Proposal describes the nature of
the proposal you're seeking from them and the timeframes for delivering it. The
Request for Proposal also includes key terms and conditions you intend to include
in a supplier agreement. This RFP Template will save you time creating your
Request for Proposal now.
 2. Planning phase (cont’d)
• Request For Proposal
• This Request for Proposal template helps you select a preferred supplier for your business.
• You need to complete a Request for Proposal to ensure that you are provided with all of the
information needed to make your preferred supplier decision.
• By using this RFP template, you can quickly create a Request for Proposal document in minutes. 

• This Request for Proposal template will help you to:

• Tell suppliers about your purchasing needs
• Inform suppliers of the information that you need from them
• Make your preferred supplier decision
• This Request for Proposal template also includes:
• Instructions on what to do
• Pre-formatted sections to save you time
• Lots of real-life examples, tips and hints
• This template will help you to create a Request for Proposal faster than before. Simply fill-in-the
gaps to create a Request for Proposal for your business today.
 2. Planning phase (cont’d)
• 1.4 Supplier Contract
• What is a Supplier Contract?
• A Supplier Contract or "Supply Contract" is an agreement between a business and
an external supplier for the delivery of a defined set of products and services. A
Supplier Contract is a legal agreement and is used as the basis upon which to
measure the supplier's performance. In addition to listing the items to be supplied,
the Supply Contract states the timeframes, responsibilities, pricing and payment
clauses needed to administer the relationship. By putting a Supply Contract in
place, it helps you to get the most out of the supplier relationship.
• When do I use a Supplier Contract?
• A Supplier Contract should be used whenever you need to purchase products or
services from an external supplier. By documenting a supply contract, your external
suppliers will treat the relationship more seriously. The Supply Contract defines the
delivery milestones and therefore the criteria for making payments. So by using a
Supply Contract, it will make it easier to manage your suppliers today.
 2. Planning phase (cont’d)
• Supplier Contract
• This 
• Supplier Contract 
• template helps you create a Supplier Contract for your business.
• It includes all of the sections, standard terms and conditions that should be
included within a typical supply contract between a business and a supplier.
• You will save time and effort by using it to create your supplier agreements, as it
has been formatted and pre-completed for ease of use. 
 2. Planning phase (cont’d)
• This template help you document a supply contract that specifies the:
• Deliverables to be provided by the supplier
• Training, documentation and support to be provided
• Responsibilities of both parties
• Performance criteria and review process
• Pricing schedule and invoicing process
• Contractual terms and conditions
 2. Planning phase (cont’d)
• This template is unique, as it:
 Includes all of the critical sections of a Supplier Contract
 Tells you how to complete each section, step-by-step
 Has lots of practical real-life examples
 Provides pre-completed tables and content to save you time
• Using this supplier contract template, you can quickly create a comprehensive
supply contract that covers all of the critical terms and conditions needed. It will
also give you a sound basis for reviewing the suppliers performance during the
contract, as you will have a clear set of performance criteria and delivery
milestones to measure against.
 2. Planning phase (cont’d)
1.15 Project Phase Review
• What is a Project Phase Review?
• A Project Phase Review is completed at the end of each project phase. During this project
management review, the reviewer completes a Phase Review Form describing the progress
of the project to date and recommending whether or not it should continue to the next
project phase. If approved, the next project phase can be commenced.
• When do I use a Project Phase Review?
• A Project Phase Review should be undertaken at the end of each project phase. The project
review may be conducted by the Team Manager or an independent person to the project.
During the project management review, any risks and issues should also be recorded. The
Project Phase Review Form is then completed, documenting the outcome of the review, for
approval.
 2. Planning phase (cont’d)
• Project Review Form -Planning Phase
• This 
• Project Phase Review Form is completed at the end of the Project
Planning phase to tell the sponsor whether the project has achieved its
objectives to date.
• A project management review is completed and the results are documented
on this Project Review Form. This form helps you conduct a Project Phase
review quickly and easily. 
 2. Planning phase (cont’d)
• This Project Phase Review Form states whether the:
 Project is under schedule and within budget
 Deliverables have been produced and approved
 Risks have been controlled and mitigated
 Issues have been resolved
 Project is on track
2. Planning phase (cont’d)
• The Phase Review Form helps you to:
Document the results of your Project Reviews
• Clearly communicate the progress of your project to your sponsor
• List any risks or issues which have impacted the project
• Show your sponsor the deliverables produced to date
• Seek approval to proceed to the next project phase
• By implementing Project Phase Reviews, you are putting in place the
necessary "check-points" to monitor and control the project, thereby ensuring
its success.