Templates

Project Management is a discipline of repeatable processes. As a result, using standardized templates and tools provides consistency and efficiency. Click on the Which Templates Should I Use and When? title to expand the view and assist you in determining which templates may be helpful to use on your project. Additionally, click on the Sample Library title to expand the view and view artifiacts from actual State of California projects.

CA-PMF Templates

A collection of CA-PMF templates has been created to help guide the project team throughout the project lifecycle. Using these templates not only can save valuable time, but also can promote consistency among the documents developed by the project team and across projects in the organization’s portfolio. Click on the CA-PMF Template titles to expand the view and download the CA-PMF templates.

PAL and Oversight Templates

The Statewide Information Management Manual (SIMM) contains documents and instructions pertaining to the Project Approval Lifecycle (PAL) and the Information Technology Project Oversight Framework. See SIMM 19 for information regarding PAL and SIMM 45 for information regarding the IT Project Oversight Framework. Click on the Additional Templates title to expand the view and see links to the PAL and Oversight templates.

SDLC Tools

The Department of Technology has also developed a collection of Software Development Life Cycle (SDLC) tools. Click on the Additional Templates title to expand the view and access the SDLC tools.

Which Templates Should I Use and When? (.pdf) has been developed to assist you in determining which templates may be helpful to use on your project based on project complexity (low, medium, high). The Complexity Assessment is located at SIMM 45, Appendix C.

CA-PMF Templates
The CA-PMF templates have been developed to accommodate differences in the relative experience of project teams. The templates include detailed instructions and example text to assist with completion. The templates are provided in Microsoft Word format, with a few (where appropriate) generated in Microsoft Excel, allowing for simple customization and tailoring.

The following table contains a link to download the complete collection of the CA-PMF templates.

 

Templates with Instructions

Complete CA-PMF Template Collection

Download All CA-PMF Templates with Instructions (zip)

The following table contains the templates that accompany the CA-PMF separated by Process Phase. Next to each is a brief description and corresponding links to download.

You can download the entire collection of CA-PMF templates using the panel above called, "Download Complete CA-PMF Template Collection," or by Process Phase or individually in the table below. The templates were developed using Microsoft Office or Excel and include detailed instructions and example text to assist with completion.
 

Process Phase / Template Name

Description of Template

Template with Instructions

Concept Process Phase

Download all templates within the Concept Process Phase.

Download (zip)

Concept Development and Readiness Assessment Template

This template helps the project team determine (1) if an appropriate and complete business case has been developed, (2) if the associated project impacts have been identified, and (3) if the project should be undertaken.

The template will also help to identify the business drivers, problems, opportunities, and objectives the project is intended to address. The written description of these factors outline the information so that it is clear how the project concept aligns with the strategic direction of the organization. The assessment also provides a determination of the sponsoring organization’s readiness for undertaking and accepting the project results, and an analysis of possible organizational impacts.

Download (doc)

Concept Process Phase Checklist Template

Identifies the key activities that are to be completed during the Concept Process Phase.

Download (doc)

Initiating Process Phase

Download all templates within the Initiating Process Phase.

Download (zip)

Project Charter Template

Formally authorizes a project. It describes the business need for the project and the anticipated project results. It formalizes the existence of the project and provides the project with the authority to expend organizational resources to support project activities.

Download (doc)

Project Charter Template (Mini)

The mini is designed for the smaller of the low complexity projects, pilot projects, and those who are exploring a proof of concept. The standard version is for all other projects.

Download (doc)

Stakeholder Register Template

Identifies the organizations and individuals with a role in the project. The Register provides important input for the planning of governance and communication for the project.

Download (doc)

RACI Matrix Template

Identifies the level of responsibility held by each owner in the creation, review, and approval of project products or documents during each project phase.

Download (xls)

RACI Matrix Template (Mini)

The mini is designed for the smaller of the low complexity projects, pilot projects, and those who are exploring a proof of concept. The standard version is for all other projects.

Download (xls)

Project Priorities Assessment Template

A assessment tool to be completed for key Stakeholders. The assessment serves to identify the priorities of the project.

Download (doc)

Project Document Approval Template

This document can be used to circulate documents for review and approval. Attach to those plans and documents that need to be reviewed or signed off. Use is dependent on the project size and scope and the needs of the project team.

Download (doc)

Initiating Process Phase Checklist Template

Identifies the key activities that are to be completed during the Initiating Process Phase.

Download (doc)

Planning Process Phase

Download all templates within the Planning Process Phase.

Download (zip)

Project Management Plan (PMP) Template

Documented processes and procedures for how the project will be managed. For smaller projects, the PMP may be a single integrated plan with sections that address each applicable project management topic. Larger and more complex projects may require development of individual subsidiary plans, in addition to the PMP.

Download (doc)

Project Management Plan (PMP) Template (Mini)

The mini is designed for the smaller of the low complexity projects, pilot projects, and those who are exploring a proof of concept. The standard version is for all other projects.

Download (doc)

Change Control Management Plan Template

Describes how changes will be identified, submitted, monitored, and controlled. Provides direction for managing the change control process, including a formal Change Control Board (CCB).
Supporting documentation includes:

  • Change Request Form
  • Change Request Log

Download (doc)

Change Request Form Template

Documents and ensures that information captured relating to change is consistent throughout the project. Consistent information enables change approvers to make better, more informed decisions project-wide.
The change request form includes an analysis report that is tied to a particular change request. This uses information from the change request form to begin populating the analysis.

Download CA-PMF Planning Templates with Instructions (doc)

Change Request Log Template

Provides an at-a-glance view of the number and types of changes currently being considered by the project.

Download (xls)

Communication Management Plan Template

Identifies project communication needs and expectations based on Stakeholder requirements. Describes how this information will be communicated, when and where each communication will be made, and who is responsible for providing each type of communication.
Supporting documentation includes:

  • Project Status Reports (Oversight)

Download (doc)

Contract Management Plan Template

Documents the activities and processes that need to be performed by the project team to ensure that the goods and services being contracted for are provided. This plan also discusses the various contractor interactions that must be managed and the associated roles and responsibilities.

Download (doc)

Corrective Action Plan Template

Documents processes to investigate the root cause of unanticipated problems and process issues encountered during the project lifecycle to prevent the causes from recurring during the project.

Download (doc)

Cost Management Plan Template

Describes how costs will be planned, structured, and controlled.
Supporting documentation includes:

  • Cost Baseline

Download (doc)

Governance Management Plan Template

Describes the process for making project decisions. Provides the Project Manager and project team with the structure, processes, decision-making models, and tools for managing a project.

Download (doc)

Implementation Management Plan Template

Describes how the system developed by the project will be implemented in the target environment. In the event of statewide implementations, the plan addresses how the system will be implemented into each site and location.

Download (doc)

Issue Management Plan Template

Describes how issue management activities will be structured and performed.
Supporting documentation includes:

  • Issue Log

Download (doc)

Issue Log Template

Documents project issues so that they may be managed to reduce negative impacts on the project.

Download (xls)

Maintenance & Operations (M&O) Transition Management Plan Template

Describes how project deliverables such as products or services are transferred to the operational environment and integrated into ongoing operations.

Download (doc)

Meeting Agenda & Minutes Template

Helps to document who will attend and what the planned items of discussion are to be. Once the meeting has concluded the minutes document what has been decided or agreed to and tracks action items including who is responsible and when the items that they are assigned are to be completed by.

Download (doc)

Procurement Management Plan Template

Describes how a project team will acquire goods. Describes how the procurement processes will be managed, from the development of procurement documents through contract closure.
Supporting documentation includes:

  • Corrective Action Plan

Download (doc)

Project Organization Chart Template

Diagram that shows the structure of the project including relationships and a command hierarchy.

Download (doc)

Quality Management Plan Template

Describes how an organization's quality policies will be implemented.
Supporting documentation includes:

  • Process Improvement Plan

Download (doc)

Requirements Management Plan Template

Describes how requirements will be gathered, defined, analyzed, documented, and managed. Requirements Management is traditionally a component of Scope Management, but it is elevated in the CA-PMF, because lessons learned indicate this is a particularly difficult area for many project teams.
Supporting documentation includes:

  • Requirements Traceability Matrix (RTM)

Download (doc)

Requirements Traceability Matrix (RTM) Template

Reusable tool for collecting and establishing requirements. It links each requirement to business needs and goals as well as project objectives.

Download (xls)

Resource Management Plan Template

Describes how the project resources will be structured. Includes equipment, hardware, software, services, staffing, facilities, etc., along with the project roles, responsibilities, reporting relationships, and staff management. Describes agreements on resources required to do the project work, when work commences, and for how long. This may include both state and contractor staff.
Supporting documentation includes:

  • Project Organization Chart
  • Skills Assessment

Download (doc)

Risk Management Plan Template

Describes how risk management activities will be structured and performed.
Supporting documentation includes:

  • Risk Register
  • Risk Assessment (Oversight)

Download (doc)

Risk Register Template

Documents and manages known risks in accordance with the Risk Management Plan (may be incorporated within the PMP). This includes tracking information such as probability, impact, triggers, mitigation plans, and contingency plans.

Download (xls)

Schedule Management Plan Template

Describes the criteria and the activities for developing, monitoring, and controlling the schedule.
Supporting documentation includes:

  • Schedule Baseline

Download (doc)

Scope Management Plan Template

Describes how the scope will be defined, developed, monitored, and controlled.
Supporting documentation includes:

  • Scope Baseline
  • Work Breakdown Structure (WBS)

Download (doc)

Skills Assessment Template

Assesses project team members’ skills and identifies how those skills align with the project needs.

Download (doc)

Stakeholder Management Plan Template

Describes the processes, procedures, tools, and techniques to effectively engage Stakeholders in project decisions based on Stakeholder needs, interests, and requirements. For smaller projects, may be incorporated into the Communication Management Plan.
Supporting documentation includes:

  • Stakeholder Register

Download (doc)

Work Breakdown Structure (WBS) Template

Decomposition (break down) of a project into smaller components in order to organize the project work into manageable work packages.

Download (doc)

Planning Process Phase Checklist Template

Lists specific milestones used to confirm completion of project process phases as part of the acceptance process.

Download (doc)

Executing Process Phase

Download all templates within the Executing Process Phase.

Download (zip)

Deliverable Expectation Document (DED)
Template

DEDs provide a basis for the development and submission of deliverables. It is a tool to avoid miscommunication, to ensure that the state and contractor possess a mutual understanding about deliverable content and scope.

Download (doc)

Work Authorization Template

Used to authorize the contractor to complete work that is not specifically outlined in the contract, but is aligned with the overall scope of the contract. This work is unanticipated and discovered during the course of the contract, and funds must be available in the contract.

Download (doc)

Process Improvement Plan Template

Identifies quality management-specific standards and practices, assessment, monitoring, and correction of the core Project Management processes followed by the project.

Download (doc)

Operational Readiness Assessment (ORA) Template

Is part of the transition of the project’s software release or other end product to Maintenance & Operations and the production environment. The assessment provides and documents a comprehensive analysis of all facets of readiness, including organizational readiness and contingency planning, prior to the implementation.

Download (doc)

Formal Product Acceptance Template

Used by project teams to document formal acceptance of a major deliverable, phase, or completion of the project.

Download (doc)

Sponsorship Commitment Survey Template

Used by project teams to assess the involvement and support provided by the Project Sponsor.

Download (doc)

Team Effectiveness Survey Template

Used by project teams to assess the effectiveness of how the project team works together.

Download (doc)

Executing Process Phase Checklist Template

Identifies the key activities that are to be completed during the Executing Process Phase.

Download (doc)

Closing Process Phase

Download all templates within the Closing Process Phase.

Download (zip)

Lessons Learned Template

The lessons learned documentation represents knowledge and experience gained during the project. It documents how project events were addressed, and how they should be addressed in the future, with the purpose of improving future performance.

Download (doc)

Project Closeout Report Template

The project closeout report documents the final and remaining activities of the project.

Download (doc)

Closing Process Phase Checklist Template

Identifies the key activities that are to be completed during the Closing Process Phase.

Download (doc)

In addition to the CA-PMF templates, additional resources have been developed by CDT. These relate to the Project Approval Lifecycle (PAL) process, Oversight processes, and Software Development Lifecycle (SDLC) plans and tools. While they are not part of the CA-PMF, they are supplemental to the state’s project management processes.

Project Approval Lifecycle (PAL) Templates

The PAL includes four stages, separated by gates that are specifically tailored for IT projects. The stages include specific entrance criteria, activities within each stage, and exit criteria. Each has its own template, and instructions that can be found under the Statewide Information Management Manual (SIMM) 19 at: https://cdt.ca.gov/policy/simm-19.

Oversight Templates

The Department of Technology’s Project Approvals and Oversight (PAO) has approval, suspension, termination, and oversight authority for California State information technology projects (Government Code § 11546, et al). This includes maintaining policies and procedures for the approval, management, oversight, and continuation of IT projects. Templates and other information related to oversight reporting requirements can be found under the Statewide Information Management Manual (SIMM) 45 at: https://cdt.ca.gov/policy/simm, or on the Project Delivery website at: https://cdt.ca.gov/project-delivery.

Software Development Life Cycle (SDLC) Plans and Tools

The Department of Technology has also developed a collection of Software Development Lifecycle (SDLC) plans and tools. For more information visit: http://projectresources.cdt.ca.gov/SDLC.