Office of the CIO

Office of the CIO and Associate Vice-Principal (Information Technology Services)
Office of the CIO and Associate Vice-Principal (Information Technology Services)

Project Templates

Standardized templates for each stage of a project life cycle are available and highly recommended by the Project Portfolio Office. Some templates are required for ASSC-governed projects, and others for ITS-governed projects.

In some projects, vendor/consultant partners provide their own templates. To request to use a different template than those identified below, please fill out this Template Replacement Form (PDF, 73KB).

Current versions of all templates will be made available on this website.

Please contact the PPO directly with any questions on completion of any project management templates.

 

ITS-Governed Projects

This table identifies which project templates are required for projects governed by ITS. Templates which are not required are highly recommended.

 
PROPOSAL STAGE        
Template Acronym Description Required Last Updated
Project Idea
(.docx, 88KB)
PI This is the first document to be completed for any new project being submitted to ITS for consideration. May 31, 2017
Project Proposal
(.docx, 44KB)
PP This template builds on the Project Idea and includes sections for project summary, opportunity, objectives, benefits, strategic alignment, deliverables, scope, milestones, external factors, risk, resources, timeline and governance. September 14, 2015
Project Summary Data Sheet
(PDF, 1.89MB)
DS

This is the next document to be completed for any new project proposal being submitted for consideration. This template provides summary information and enables the logging and tracking of this project on the PPO Projects Dashboard.

To learn more about how you can get a project on the PPO Dashboard, see our page on  Dashboard Maintenance Procedures.

May 15, 2015
INVESTIGATION STAGE        
Template Acronym Description Required Last Updated
Business Case
(.docx, 77KB)
BC Detailed information on project scope, alternatives considered, recommended solution, deliverables, risk, resources, milestones and timeline are covered. September 25, 2015
Project Management Responsibilities Matrix
(.xlsx, 283KB)
PM-RACI This modified RACI chart identifies the scope of responsibilities and project roles associated with project management. September 25, 2015
INITIATION STAGE        
Template Acronym Description Required Last Updated
Project Charter
(.docx, 47KB)
CH Completion of this template is required immediately following project approval.  The project charter will serve as the authoritative guide throughout the project life cycle for scope, resources, timeline, governance and change control. April 23, 2015
PLANNING STAGE        
Template Acronym Description Required Last Updated
RACI Chart
(.xlsx, 801KB)
RACI This matrix identifies who is responsible, accountable, consulted and informed regarding project activities and deliverables. July 10, 2014
Business Requirements - Application Development
(.docx, 49KB)
RQ This application development-focused document captures requirements relating to business purpose, application fuctionality, systems integration, and admin functions.   April 23, 2015
Terms of Reference
(.docx, 46KB)
TR Use this template to define terms of reference for any governance bodies established for a specific project (e.g. Steering Committee, Advisory Committee, Working Group).   August 26, 2015
PROJECT CLOSE STAGE        
Template Acronym Description Required Last Updated
Project Close Report
(.docx, 48KB)
PCR This document summarizes the details and outcomes of a completed project. It includes a review of project deliverables, open issues, future enhancements, team success, and lessons learned. June 1, 2015
Service Transition Checklist
(.docx, 57KB)
STC This document is completed to support the transition of a new service from project to operational status. April 23, 2015
Final Report
(.docx, 48KB)
FR This document may be used to summarize findings at the conclusion of a pilot project. It includes an executive summary and reviews project objectives, current state, future state, project deliverables, budget, lessons learned and recommendations.   April 23, 2015
MONITORING & CONTROL        
Template Acronym Description Required Last Updated
Monthly Dashboard Update Form
(PDF, 84KB)
DU

This template should be completed to document all changes related to your Project Summary Data Sheet and your Project Health Assessment in the PPO Projects Dashboard.

March 11, 2015
Status Report
(.docx, 99KB)
SR This form provides at-a-glance summary information about project status for project governance. February 11, 2016
Decision Log
(.docx, 56KB)
DL This log is used to capture key decisions throughout the project lifecycle. April 7, 2015
Change Request Form
(.docx, 48KB)
CR

This document is required whenever there is a material change to an approved project related to scope, timeline, budget, resources or functionality as compared to what was agreed upon in the Project Charter.

April 23, 2015

 

ASSC-Governed Projects

This table identifies which project templates are required for projects governed by the Administrative Systems Steering Committee (ASSC). Templates which are not required are highly recommended.

 
PROPOSAL STAGE        
Template Acronym Description Required Last Updated
Project Proposal Summary
(.docx, 1.94MB)
PROP This is the first document to be completed for any new project proposal being submitted for consideration. This template includes sections for scope, outcomes, alternatives, preliminary risk assessment, preliminary budget and resource requirements, security considerations and governance. March 10, 2015
Project Summary Data Sheet
(PDF, 1.89MB)
DS

This is the next document to be completed for any new project proposal being submitted for consideration. This template provides summary information and enables the logging and tracking of this project on the PPO Projects Dashboard.

To learn more about how you can get a project on the PPO Dashboard, see our page on  Dashboard Maintenance Procedures.

May 15, 2015
INVESTIGATION STAGE        
Template Acronym Description Required Last Updated
Business Case
(.docx, 88KB)
BC

Detailed information on problem identification, need, project scope, strategic objectives, alternatives analysis, risk assessment, resource requirements and governance of the project are covered.

Note: this updated template now includes an analysis of the project's risks, opportunities, benefits, external factors, resources, timeline and strategic alignment; thus, there is no need to fill out a separate ROBERTA template.

December 11, 2015
Project Budget Worksheet - One Fiscal Year 
(.xls,140KB)
PBW1

This project budget worksheet is used for projects that are executed within one fiscal year. It serves two purposes:

a. Budgeting - Allows you to input detailed staffing information and other cost estimates (Sheets are marked with BC)

b. Tracking - Allows you to input actual hours spent by all project resources and other costs charged against the project

Note: this updated worksheet now includes project staffing information; thus, there is no need to fill out a separate Project Staffing Details template.

December 11, 2015
Project Budget Worksheet - Multifiscal Year (.xls, 165KB) PBW2

This project budget worksheet is used for projects that span more than one fiscal year. It serves two purposes:

a. Budgeting - Allows you to input detailed staffing information and other cost estimates (Sheets are marked with BC)

b. Tracking - Allows you to input actual hours spent by all project resources and other costs charged against the project

Note: this updated worksheet now includes project staffing information; thus, there is no need to fill out a separate Project Staffing Details template.

December 11, 2015
Project Risk Register
(.xls, 144KB)
RR

This template is a tool for Project Managers to document, track and monitor all project risks that may have consequential impacts on project scope, time and budget.

Only preliminary risk information needs to be completed at this stage. Project Managers are expected to complete and maintain the Project Risk Register at later stages of the project.

December 11, 2015
INITIATION STAGE        
Template Acronym Description Required Last Updated
Project Charter
(.docx, 78KB)
CHR Completion of this template is required immediately following project approval.  The project charter will serve as the authoritative guide throughout the project life cycle for scope, resources, timeline, governance and change control. March 11, 2015
Stakeholder Register
(xlsx, 71KB)
SR

This template is used to identify all project stakeholders.

March 11, 2015
EXECUTION STAGE        
Template Acronym Description Required Last Updated
Go-Live & Cutover Plan
(.xlsx, 97KB)
GLP

This template should be completed to provide a detailed chronological listing of tasks, dependencies and responsibilities for project cutover.

March 11, 2015
Sign-Off Document
(doc, 88KB)
SOD

This template is required before a project approaches Go-Live. The sign off document will serve as formal authorization for implementation.

March 11, 2015
Decision Document
(.doc, 90KB)
DD

This template is recommended to fully document major project implementation decisions and management approval.

March 11, 2015
PROJECT CLOSE STAGE        
Template Acronym Description Required Last Updated
Project Close Report
(docx, 80KB)
PCL

This document summarizes the details and outcomes of a completed project. It includes a project overview, a summary of project risks and project results, as well as lessons learned.

March 11, 2015
MONITORING & CONTROL        
Template Acronym Description Required Last Updated
Monthly Dashboard Update Form
(PDF, 84KB)
DU

This template should be completed to document all changes related to your Project Summary Data Sheet and your Project Health Assessment in the PPO Projects Dashboard.

March 11, 2015
Project Status Report
(.docx, 218KB)
PSR

This template provides summary information of proposed project changes including impact on timeline, budget and scope.

March 11, 2016
Change Request Form
(.doc, 100KB)
CR

This template provides summary information of proposed project changes including impact on timeline, budget and scope.

March 11, 2015
Project Health Check
(.xlsx, 83KB)
PHC

This template is used to provide a quick assessment of a project's overall health.

February 8, 2015
Issue Tracking Log
(.xlsx, 68KB)
ITL

This template is used to document, track and monitor all issues that may have consequential impacts on project scope, time and budget.

  March 11, 2015