(Project)

SIGN OFF PROCESS

MONTH DAY, YEAR

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 Purpose

The Sign Off Process ensures:

 a structured approach for the documentation, review and

approval of key deliverables across the project

 quality and consistency amongst project deliverables

 shared ownership for quality of the Project solution with the

Business groups and ITS teams

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 Guiding Principles
To ensure efficiency in the process, the following will serve as guiding
principles:

1) All key deliverables and their RASCI assignments will be tracked in the
Document Repository Tool for all project teams

2) RASCI will be utilized to drive accountability of sign off of key deliverables

on the project.

3) Signed off deliverables will be presented to Project Management,

saved to PDF and posted to the Document Repository Tool

4) Major changes to the deliverables (such as process or technical scope)

after sign off will require a new sign-off

5) All key deliverables will require formal signoff prior to exiting a project
phase

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 RASCI
The RASCI Model will be used to track each Deliverable through the
appropriate review and sign-off process :

Decision Role Description

Responsible • Completes task or objective, or makes decision

• Leads due diligence process, including gathering necessary input and information
• Responsible for the performance of the task

Authorize • Key decision maker(s) for the deliverable (note: Typically a PM, business user and
possible a vendor counterpart)
• Holds final decision authority for the content of a specific project deliverable
• Granting of approval indicates the individual has evaluated the idea/project and
approves it in its proposed form

Support • Provides assistance to the Responsible party for documentation of the deliverable
• Individual holds no approval authority and may or may not be impacted by the
deliverable

Consult • Individual possessing perspective or information valuable to a deliverable

• Perspective taken into account/used at the discretion of the Responsible. The approver –
does not need to agree with decision

Inform • Individual who needs to know results of decision to effectively carry out existing
role
•Notified after decision is made

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 Sign Off Process

NO

Identify Key Coordinate Review

Conduct Draft Complete
Deliverable & Log Session and Review Draft Submit Deliverable
Deliverable Revisions Deliverable
Document Forward Draft to Deliverable Prior YES Changes to Owner
Review Session Required? Content, with
Repository Tool Reviewers to Session (‘A’, ‘C’) (‘R’)
(‘R’, ‘A’, ‘C’) Reviewer Changes
w/ RASCI Mapping1 (‘A’, ‘C’) 2 3 4 5 6
Deliverable Status: 50%
Update changes in the
Version Tracking section
of the deliverable

YES
NO

Coordinate Review Post Final

Conduct Final
Coordinate/ Session and Deliverable in
Revision Deliverable Signoff Final Signoff Changes After
Conduct a NO Forward Final to YES Document NO End
Required? Session Received? Signoff?
Technical Review Reviewers Repository Tool &
(‘R’, ‘A’, ‘C’)
7 (‘A’, ‘C’) 8 9 Update Status10

Guideline: 1 week prior to Deliverable Status: 95%+ YES

final completion date or
once in Initial Draft (75%)
Update Source
Document and
Contact Approvers
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LEGEND RASCI

R – Responsible
Signoff Party A – Authorize
S – Support
Project Team C – Consult
I – Inform

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 Process Steps
Ref Process Step Description Input/Output Time Horizon Owner
ID
1 Identify Key At the start of each phase, the team leads, Input: SOW List of Deliverables Start of Phase Team (R)
Deliverables & Log with Project Manager, will define the key Output: Key Deliverables
Document Repository project deliverables and load into the Matrix/Updated Workplan
Tool w/ RASCI Mapping Document Repository Tool. The R, A, C of the
RASCI model will be assigned to each
deliverable, with specific resource names.
When vendor(s) are involved, ensure that the
vendor(s) are also identified as the ‘R’ for each
deliverable.
2 Coordinate Review When a key deliverable is deemed 50% Input: Key Deliverable 17 days out Team (R)
Session & Forward complete, a review session will be scheduled Output: Scheduled Review
Draft to Reviewers (A, with key approvers and reviewers (A, C) to Session
C) review deliverable content and solicit
feedback. The deliverable owner (R) will
forward the deliverable in its current state as a
pre-read for the session

3 Review Draft Prior to the session, the approvers and Input: Key Deliverable (50%) 17 - 14 days Business Process
Deliverable Prior to reviewers should examine the contents of the Output: Key Deliverable w/ out Owners, Reviewers
Session (A, C) deliverable, noting any comments, questions, comments
etc. This will facilitate the productivity of the
review session
4 Conduct Draft The team lead will organize a session to Input: Key Deliverable 14 days out Team (R),
Deliverable Review walkthrough the deliverable content with Output: Key Deliverable (50%) Business Process
Session (R, A, C) approvers/reviewers, answer questions and Owners (A),
solicit feedback. Reviewers (C)
5 Submit Deliverable During or upon further deliverable review Input: Deliverable changes 7 - 14 days out Business Process
Changes to Owner (R) following the session, the approvers/reviewers Output: Submitted deliverable Owners, Reviewers
may provide changes/feedback to be changes
incorporated into the deliverable.

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 Process Steps (continue)
Ref Process Step Description Deliverable I/O Time Horizon Owner
ID

6 Complete Deliverable The team lead will driver the deliverable to Input: Submitted deliverable 7 days out Team (R)
Content, with Reviewer completion (50% to 95%), integrating all changes
Changes changes submitted during or after the review Output: Draft Deliverable
session into the deliverable. Ensure to
communicate any major changes to the
reviewers and to track these in the Version
Tracking section of the deliverable. Feedback
should be sent within 3 days of the session
7 Coordinate/ Conduct a The Technical Team will coordinate and Input: Draft Deliverable (95%) 7 days prior to Technical Lead
Technical Review conduct a review session of the functional Output: Submitted Draft Final Due Date
team deliverables. The team will review the Deliverable or after
deliverable prior to the session and come completion of
prepared with questions. Any significant Initial Draft
changes resulting from the Technical review
will require updates to the deliverables before
signoff can be obtained. Any minor changes
(i.e. formatting) will simply be captured in the
Technical team scope document

8 Coordinate Review When a key deliverable is deemed 95% Input: Draft Deliverable (95%) 3-5 days out Team (R)
Session & Forward complete and where possible the Technical Output: Submitted Draft
Final to Reviewers (A, Lead has completed signoff, a final review Deliverable
C) session will be scheduled with key approvers
and reviewers (A, C) to review deliverable
content and solicit feedback. The deliverable
owner (R) will complete their sign off and
forward the draft deliverable prior to the
session. Reviewer feedback should be
received within 1 day of the final review
session. Providing no feedback to pre-reads
prior to the final sign-off session will imply a
level of agreement. If there are major changes
received, the review session should be
rescheduled and deliverable re-circulated for
review.

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 Process Steps (continue)
Ref Process Step Description Deliverable I/O Time Horizon Owner
ID
9 Conduct Final The team lead will organize a final review Input: Draft Deliverable (95%) 1 days out Team (R),
Deliverable Review session to walkthrough the deliverable content Output: Final Deliverable (100%) Business Process
Session (R, A, C) with approvers/reviewers. Clarifications to the Owners (A),
deliverable and modifications to the Reviewers (C)
deliverable will be made as agreed by
participants. If final signoff is agreed, proceed
to step #9. If final signoff cannot be
reached or there are significant changes to
the deliverable subsequent to Process
Owner signoff (process or technical), return
to step #6

10 Post Final Deliverable At the close of the session, approvers and Input: Final Deliverable (100%) 0 days out Team (R)
in Document reviewers will be asked to provide a physical Output: Posted
Repository Tool and signature of acceptance. The signoff sheet Deliverable w/ Signoff sheet in
Update Status will be provided to the Project Manager, Document Repository Tool
scanned, PDF’ed and linked to the deliverable
in Document Repository Tool. The actual final
deliverable should also be attached to the
deliverable entry in the Document Repository
Tool. At the conclusion of signoff, the
deliverable status will be officially updated as
100% complete in Document Repository Tool.

11 Update Final Any material changes to the final deliverable Input: Final Deliverable (100%) 0 days out Team (R)
Deliverable and will be updated in the original final deliverable, Output: Revised Final Deliverable
Contact Approvers with Track Change functionality turned on.
The document should be saved with these
changes, and posted back to the Document
Repository Tool so approvers can easily
identify changes from the PDF version which
has been signed off. The deliverable owner
should contact the approvers to make them
aware of any such changes for review.
Significant changes will merit a new signoff

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 Key Roles & Responsibilities
There are several key roles and responsibilities necessary to
ensure effectiveness of the Signoff Process.

Role Responsibility
Team Leads/ Team • Ensure identification and tracking of all key deliverables in the
(Responsible) Deliverables Matrix
• Ensure allocation of the RASCI to all key deliverables
• Coordinate and conduct review sessions necessary to obtain
signoff
Business Process • Proactive participate in key design and decisions necessary to
Owners/Authorize ensure the quality of project deliverables
• Review and approve all key project deliverables

Team Members • Complete key deliverables

• Integrate necessary changes submitted by signing authorities into
the key deliverables

Project Manager • Conduct quality review of key deliverables

• Participate in signoff as consult party, as necessary

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 Contact Information

For additional information on this process, please contact…

Contact Name Email Phone

Primary

Secondary

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