Toolkit Overview

PM Phase Tool Name Purpose

Summary of project or workstream, contains key people, objective, and project
Phase 1 Project Charter variables such as success metrics, risks, and dependencies

Project Plan Describes key activities, owners and timelines for project deliverables

Project plans can be used for complex/team projects, and the Gantt chart can be used for
Gantt Chart streamlined projects.

Identifies roles & responsibilities of workgroups, and defines decision flows and
Phase 2 Governance Structure accountability structure

RASIC/RAPID Determine future-state responsibilities for roles affected by new/updated processes

Ensure all key stakeholders, sponsors, and other groups impacted are properly engaged
Communications Plan and receive appropriate communications, training, & re-enforcement
Tracks project milestones and completion status in more detail, incluing highlights,
Progress Tracker risks and next steps (executized format)
Tracks tacticle actions and follow-ups, especially coming out of meetings, to ensure
Phase 3 Action Tracker closure and completion
Track key issues and risks in the process/project and assign owners and due dates to
Issue & Risk Log address issues to ensure nothing is missed and gaps are covered
Document key items that will ensure continuity and sustainability of implemented
Phase 4 Transition Plan changes once the core project team transitions the new process to the final owners
Embedded here is the PPT deck with slides and templates referenced on the Project Management tabs in this wo

GAT Hacks_Project
Management_PPT
Templates
Management tabs in this workbook.
 Project Charter
Project Name Owner Lead
Who is the individual who Who is the individual that
is responsible for the you are working with more
overall project? on a day-to-day basis?
Core Team
Specific names of the resources that are required to work on the project. This is the "working team" that is helping the Owner and
Lead identified above.
Objective

What is the goal of the project? How much improvement are we targeting? The goal of the project should be specific, measurable
and time bound. The project objective should be related to the problem you are trying to solve.

Problem Statement
Description
List key success criteria and standards by which the project will be evaluated as
Definition of Success
successful by stakeholders at the end of the project lifecycle.
Describe how you will measure the success of this project. Give both the metric and
Success Metric
the target.

Name and describe key dependencies that are critical to the project. A dependency is
Key Dependencies
defined as an action that is probably to impact on the project during its life cycle.

Outline the risks of failure in major components of the project and key decision to
Risks, Escalations, Decisions to be Made
be made.

Tips

• If there are additional fields you want to define at the beginning of your project, you can include them in the Problem Statement
section. Every project is different so you may need to tweak and/or add fields as needed
• If working with a PMO, in addition to the overall Project Charter, you may want each workstream within your PMO to complete
the same charter template for their particular workstream. This helps each workstream define early how they are contributing to the
project, and helps you as the PMO ensure that there isn't overlap or conflicting objectives between the various workstreams
Action
Task Owner(s)
#

1 Workstream 1
1.1 Action Item/Deliverable one
1.1.1 Step 1 TBD
1.1.2 Step 2 TBD
1.1.3 Step 3 TBD
1.2 Action Item/Deliverable two
1.2.1 TBD
1.2.2 TBD
1.2.3 TBD
1.3 Action Item/Deliverable three
1.3.1 TBD
1.3.2 TBD
1.3.3 TBD
1.3.4 TBD
2 Workstream 2
2.1 Action Item/Deliverable one
2.1.1 TBD
2.1.2 TBD
2.1.3 TBD
2.1.4 TBD
2.2 Action Item/Deliverable two
2.2.1 TBD
2.2.2 TBD
2.2.3 TBD
3 Workstream 3 Exec Spon
3.1 TBD
3.2 TBD
3.3 TBD
3.4 TBD
4 Workstream 4 Exec Spon
4.1 TBD
4.2 TBD
4.3 TBD
4.4 TBD
5 Workstream 5
 Proj Start:
8/8/16

Original Planned Start Original Planned End Start End % Comp # Days

10/9/16 10/28/16 10/9/16 10/28/16 24% 20

10/9/16 10/11/16 10/9/16 10/11/16 33% 3
10/9 10/11 10/9 10/11 50% 3
10/9 10/11 10/9 10/11 50% 3
10/26 10/28 10/26 10/28 0% 3
10/10/16 10/16/16 10/10/16 10/16/16 7% 7
10/10 10/15 10/10 10/15 10% 6
10/10 10/15 10/10 10/15 10% 6
10/16 10/16 10/16 10/16 0% 1
10/9/16 10/28/16 10/9/16 10/28/16 31% 20
10/9 10/11 10/9 10/11 50% 3
10/9 10/11 10/9 10/11 50% 3
10/26 10/28 10/26 10/28 0% 3
10/26 10/28 10/26 10/28 25% 3
10/9/16 10/28/16 10/9/16 10/28/16 9% 20
10/9/16 10/28/16 10/9/16 10/28/16 25% 20
10/9 10/11 10/9 10/11 25% 3
10/9 10/11 10/9 10/11 75% 3
10/26 10/28 10/26 10/28 0% 3
10/26 10/28 10/26 10/28 0% 3
10/9/16 10/28/16 10/9/16 10/28/16 2% 20
10/9 10/11 10/9 10/11 5% 3
10/9 10/11 10/9 10/11 0% 3
10/26 10/28 10/26 10/28 0% 3
10/9/16 10/11/16 10/9/16 10/28/16 0% 20
10/9 10/11 10/9 10/11 0% 3
10/9 10/11 10/9 10/11 0% 3
10/26 10/28 10/26 10/28 0% 3
10/26 10/28 10/26 10/28 0% 3
10/9/16 10/11/16 10/9/16 1/4/17 0% 88
10/9 10/11 10/9 10/11 0% 3
10/9 10/11 10/9 10/11 0% 3
10/26 10/28 10/26 10/28 0% 3
10/26 10/28 10/26 10/28 0% 3
1/4/17 1/4/17 1/4/17 1/4/17 0% 1
 8-Aug 15-Aug 22-Aug
Status

8/10

8/11

8/12

8/15

8/16

8/17

8/18

8/19

8/22

8/23

8/24
8/8

8/9
OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE
OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE
OVERDUE
OVERDUE
OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE 0 0 0 0 0 0 0 0 0 0 0 0 0

OVERDUE
OVERDUE
OVERDUE
OVERDUE
OVERDUE
OVERDUE
OVERDUE
OVERDUE
OVERDUE
OVERDUE
22-Aug 29-Aug 5-Sep 12-Sep
8/25

8/26

8/29

8/30

8/31

9/12

9/13

9/14

9/15
9/1

9/2

9/5

9/6

9/7

9/8

9/9
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
-Sep 19-Sep 26-Sep 3-Oct
9/16

9/19

9/20

9/21

9/22

9/23

9/26

9/27

9/28

9/29

9/30

10/3

10/4

10/5

10/6

10/7
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
 10-Oct 17-Oct 24-Oct 31-Oct
10/10

10/11

10/12

10/13

10/14

10/17

10/18

10/19

10/20

10/21

10/22

10/23

10/24

10/25

10/26

10/27
1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 1 1 1 1 0 0 0 0 0 0 0 0 0 0 0

1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1

0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1

1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1

0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1

1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1

1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
 31-Oct 7-Nov 14-Nov 21-Nov
10/28

10/29

10/30

10/31

11/10

11/11

11/12
11/1

11/2

11/3

11/4

11/5

11/6

11/7

11/8

11/9
1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
21-Nov 28-Nov 5-Dec
11/13

11/14

11/15

11/16

11/17

11/18

11/19

11/20

11/21

11/22

11/23

11/24

11/25
0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0 0 0 0
 Project start 21/01/23
Today 30/01/23

1 2 3 4 5 6 7 8
0 0 0 0 0 0 0 0
21/01/23 22/01/23 23/01/23 24/01/23 25/01/23 26/01/23 27/01/23 28/01/23

Week 3 Wee
# Sub activity List of Activties Start Duration Done 7 1 2 3 4 5 6 7

1 Sub activity 1 Activity 1 1 5 100%

2 Activity 2 1 5 20%
3 Activity 3 2 4 40%
4 Sub activity 2 Activity 4 4 8 80%
5 Activity 5 4 1 0%
6 Activity 6 4 3 40%
7 Sub activity 3 Activity 7 5 4 80%
8 Activity 8 5 2 20%
9 Activity 9 5 2 40%
10 Activity 10 6 5 80%
11 Activity 11 6 1 80%
12 Activity 12 9 3 0%
13 Activity 13 12 12 0%
14 Activity 14 12 15 0%
15 Sub activity 3 Activity 7 9 4 80%
16 Activity 8 9 2 20%
17 Activity 9 9 2 40%
18 Activity 10 10 5 80%
19 Activity 11 10 1 80%
20 Activity 12 13 3 0%
21 Activity 13 16 12 0%
22 Activity 14 16 15 0%
23 Activity 12 21 3 0%
24 Activity 13 24 12 0%
25 Activity 14 29 15 0%
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32
0 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
29/01/23 30/01/23 31/01/23 01/02/23 02/02/23 03/02/23 04/02/23 05/02/23 06/02/23 07/02/23 08/02/23 09/02/23 10/02/23 11/02/23 12/02/23 13/02/23 14/02/23 15/02/23 16/02/23 17/02/23 18/02/23 19/02/23 20/02/23 21/02/23

Week 4 Week 5 Week 6 Week 7

1 2 3 4 5 6 7 1 2 3 4 5 6 7 1 2 3 4 5 6 7 1 2 3
 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
22/02/23 23/02/23 24/02/23 25/02/23 26/02/23 27/02/23 28/02/23 01/03/23 02/03/23 03/03/23 04/03/23 05/03/23 06/03/23 07/03/23 08/03/23 09/03/23 10/03/23

Week 7 Week 8 Week 9

4 5 6 7 1 2 3 4 5 6 7 1 2 3 4 5 6
 Role Mapping
Role #
R Recommend 15
A Agree 4
P Perform 29
I Input 72
D Decide 0

Functional Group 1Functional Group 2Functional Group 3Functional Group 4

Role 1

Role 2

Role 3

Role 4

Role 1

Role 2

Role 3

Role 4

Role 1

Role 2

Role 3

Role 4

Role 1

Role 2

Role 3

Role 4
Activitiy 1
Steps P
Steps P
Steps P
Steps P
Steps P I P
Steps P R I
Steps P I R
Steps
Steps
Steps
Steps R P I I
Steps I P I I
Activitiy 2
Steps P I I I
Steps R P I I I
Steps I P I I
Steps R I I I I I I
Steps I R I I I I I
Steps P
Steps
Steps I I I R I I
Steps
Steps
Steps
Steps P I I I I I R I
Activitiy 3
Steps P I I I I I R A
Steps P
Steps P I P
Steps I I R R R I
Steps I R
Steps P P
Steps P I I I I
Steps P P
Steps
Steps P P
Steps P P
Steps
Activitiy 4
Steps
Steps P
Steps
Steps
Steps A I I I R I I R I I I A
Steps I I
Steps
Steps I I I A I
Steps I I
Steps I I
Steps
Steps
 Integrated Change Management Plan
Recipients of
Communication

Stakeholder Lead 1
Stakeholder Lead 2
Point of Contact 1
Point of Contact 2
How to
Purpose of the Who delivers the
What to communicate communicat
communication communication
e

K. Quintos

Team 1
Team 2
MLT
Status Review with Accomplishments, Workstream Owner
X X Via Meeting
Marketing Leadership Obstacles, Next Steps (ex: Exec Director)

Status Review with Workstream Lead

Alignment, issues, progress X X Via Meeting
Stakeholder Leadership (ex: Director)

Check progress and discuss Workstream Lead

SME Working Sessions X X Via Meeting
concerns (ex: Director)

Ensure staff is aware and Workstream Lead

Traning New Process X Via Meeting
trained (ex: Director)

Ensure staff is aware and Workstream Lead

Traning New Process X Via Meeting
trained (ex: Director)

Review results, discuss

Closing Review with Workstream Owner
process effectiveness, X X X X Via Meeting
Marketing Leadership (ex: Exec Director)
lessons learned
ent Plan

Status (Not
When / how often Started, In
Others/Notes
to communicate Progress,
Completed)

Every 6 weeks In Progress

Weekly In Progress

Weekly In Progress

6/1/2012 Not Started

6/2/2012 Not Started

7/1/2012 Not Started

 Original Current
Action # Action/Deliverable Owner
Due Date Due Date
1 Action 1 J. Smith 4-Nov 4-Nov
2 Action 2 J. Doe 30-Sep 14-Oct
3 Action 3 A. Lee 14-Sep 14-Sep
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
Status Requested from/during Comments

Open Core Team Meeting Comments or notes

Open Executive Email Comments or notes
Closed Core Team Meeting Comments or notes
 Project/
Impact
Issue/ Risk Workstream Dependencies? Owner
(H/M/L)
Impacted
Issue 1 Workstream 1 H Yes: Detail WhatJ. Smith
Risk 1 Workstream 2 L No: Detail What J. Doe

Tips
*Identify and log issues and risks over time to ensure they are addressed and are not over looked
*Assign owners to drive accountability and to ensure risks, issues, and dependencies are addresse

*Track status of issues to ensure they addressed timely and to ensure you can provide an accurate update to your stakeholders an
 Timeline to Address Date Completed Status

2-Oct TBD On Track

5-Nov TBD At Risk

essed and are not over looked

nd dependencies are addressed

pdate to your stakeholders and business partners at transition

 Transition Plan

Template
Contents Description Instructions
(Microsoft PowerPoint)

The Transition Plan is

intended to document key
It describes items such as items that will ensure - Utilize the template
Project Vision, continuity & structure as a guidance of
Documentation, sustainability once the basic items that C:\Users\
Communication Plan and core project team successful Transition cesar_nadal\Docum
Follow Ups transitions the new Plans should cover
process to the business
(final owners).