projects

Sample Project – Service Life Cycle Management

January 4, 2011

Submitting a project proposal

A project is a temporary undertaking with a beginning and end date that uses resources to produce a specific result. A project has a defined outcome, a deadline by which the project must be completed, and a budget that limits the amounts of human resources, materials or supplies, and funds.

Any employee who has an idea for a project should discuss it with their manager to determine if the idea should be pursued further. If so, and at the manager’s request, the employee will use the following Project Proposal template to describe the project. The template is a flexible document designed to assist you in articulating the proposed project. Not all sections of the template are appropriate for all projects; you may also add sections, if necessary.

When you have completed the proposal, e-mail it to your immediate manager for review and carbon copy (cc) the Project Office, which is responsible for tracking all project proposals.

Your manager will complete their portion of the proposal and return it to you, indicating its disposition. They will also send a copy to the Project Office.

Project proposal

Project name: Assign a short, descriptive name to the project.
Prepared by: The proposal may be prepared by any employee and submitted to the manager responsible for the functional area affected by the proposed project, or a director responsible for overseeing many functional areas.
Date:
Justification/background: Describe the impetus for proposing the project and the business need it addresses.
Relationship to OIT Planning Document: Discuss how the project relates to one or more of the goals of the OIT Planning Document. Name the specific goal(s) to which the project relates.
Description: Provide a brief description of the project. If approved, a more detailed project description will be required in the project Scope Statement.
Objectives: Objectives are action items whose successful completion marks progress in the execution of the project.
Deliverables: List and describe the tangible, quantifiable products of the project.
Resources needed: Estimate as accurately as possible the resources (human resources, financial, and material) needed to plan the project, as well as those needed to execute it. These should be a “best guess;” they are not exclusive of other resources the project may require.
Estimate of resources needed for discovery & planning
Estimate of resources needed for execution
Manager/ Provide an explanation of why you are accepting the proposal and forwarding it to the Project Office for further review, or rejecting it and returning it to the employee.
Director feedback:
  • Not approved
 Provide an explanation for the rejection, and if appropriate, recommend changes to the proposal.
  • Approval pending
 Provide an explanation of why the project cannot be undertaken at this time.
  • Approved with changes
 Describe the changes required.
  • Approved
Project Manager Assign the project manager responsible for planning and executing the project with the assembled project team.
Individual responsible for approving exit criteria Assign someone responsible for defining and ensuring exit criteria are met at each phase of the project. This is typically the project manager or the sponsor.
Signature:
Date:

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