Project Execution Plan Format

PROJECT EXECUTION PLAN
Project Name
Project Execution Plan

---------------------------- Project
Client
Contract No
Cost Centre No
Commencement Date
Project Duration
Project Name
Document Control
Document Information
Information
Document Id
Document Owner
Issue Date
Last Saved Date
File Name
[Document Management System #]

[Owner Name]
[Date]
[Date]
[Name]
Document History
Version
Issue Date
Changes
[1.0]
[Date]
[Section, Page(s) and Text Revised]
Document Approvals
Role
Name
Project Sponsor
Project Review Group
Project Manager
PCD Manager
(if applicable)
Procurement Manager
(if applicable)
Finance Manager
(if applicable)
HR Manager
(if applicable)
Signature
Date
Contents
1. Overview
1. Executive Summary
2. Management Summary
2. Project Scope
1. Included
2. Excluded
3. Organization
1. Organizational Boundaries and Interfaces
i. Client
ii. Sub-contractors
iii. Suppliers
2. Project Organization
i. Steering Committee
ii. Project Team
3. Project Organization Chart
4. Project Constraints
1. Project Constraints
2. Critical Project Barriers
3. Long Lead Items
5. Schedule and Budget
1. Work Breakdown Structure
2. Schedule and Milestones
3. Resources
4. Budget
6. Risk Management
7. Sub-contract Management
8. Communication and Reporting
9. Sign Off Sheet
Project Name
1.
Project Name
Overview
1. Executive Summary
The first step to completing a Project Execution Plan is to write an Executive Summary. This
section will summarize the entire document by describing the background for the project and the
proposed Vision, Goals and Timeframes. So summarize each of the sections in this document
concisely by outlining the:
History, requirements and proposed solution
Project vision, goals deliverables and timeframes
Resources, budget and success criteria.
[Write your content here]

i. Background
1. History/ Lessons Learned
Before describing the proposal in depth, you need to provide a brief historical view of the related
projects, so that it sets the context upon which the project will be initiated. As this is the basis
upon which the project is created, you need to describe all of the relevant history that has taken
place up until now.

2. Requirements
From the lessons learned stated above if you have any requirements to avoid problem or risk
areas, you can mention them here.
ii. Proposal
In the background section above, you have described the general basis upon which the project will be
created. You've described the problem or opportunity that exists in the business and the solution that the
project needs to deliver. In this section, it is now time to describe the project that you are proposing is
initiated.
iii. Vision and Goals
Project Name
State the vision and goals of the project. They need to be Smart which means Specific,
Measurable, Action orientated, Realistic and Time based. Where possible, try and link in the
business problem or opportunity into the Vision so that the project team knows exactly what is
being solved by the vision.
[Write your Vision here]
[Write your Goals here]
2. Management Summary
DATE OF COMMENCEMENT
DATE OF COMPLETION
DURATION (Days)
CONTRACT VALUE
PROVISIONAL SUM
2. Project Scope
Clarify what the project will (and will not) deliver, in order to avoid future shifts in the level of
ambition.
i. Included
ii. Excluded
State what is specifically excluded from the project but what the customer may expect to be
included. This could, for example, be clarifying that training of end-users is excluded.
This project will exclude
Project Name
3. Organization
Describe the internal project organization and all organizational issues affected by the project result or the project
is dependent on
i. Organizational Boundaries and Interfaces

i. Client
Client Name
Team Leader
:
Engineers in charge :
ii. Sub-contractors
Sl.
No
.
Subcontractor Name
Scope of Work
Target
Finish Date
Remarks
Material Supplied
Target
Finish Date
Remarks
iii. Suppliers
Sl.
No
.
Supplier Name
Project Name
ii. Project Organization

iv. Steering Committee
Project
Team
Procureme
nt Team
HR Team
PCD
v. Project Team
Finance
Team
Project Name
PROJECT
MANAGER
PLANNING
ENGINEER
MECHANICA
L ENGINEER
MECHANICA
L FOREMAN
ELECTRICAL
ENGINEER
CIVIL
ENGINEER
ELECTRICAL
FOREMAN
CIVIL
FOREMAN
iii. Project Constraints
Sl.
No
.
Constraint Items
Sl.
No
.
Description
Type of Constraint
Constraint
Date
iv. Critical Activities/ Long Lead Items
Duration
Remarks
Remarks
Project Name
4. Schedule and Budget

i. Work Breakdown Structure
Sl.
No
Description
TOTAL WT
%
Cum. Plan %
Remarks
Progress %
HSE, PHSER & EIA STUDIES
ENGINEERING
PROCUREMENT
CONSTRUCTION
TRAINING
TESTING & PRECOMMISSIONING
COMMISSIONING
Total
ii. Schedule and Milestones
i. Schedule
Detailed Project Schedule in bar chart format shall be attached.
WT
ID
3
Task Name
INITIATION
Duration
16 days
Develop Business Case
4 days
10
Perform Feasibility Study
5 days
17
Establish Terms of Reference
4 days
23
Appoint Project Team
3 days
28
Set-up Project Office
3 days
33
Perform Stage-Gate
ary
5/01
Project Name
12/01 19/01 26/01
February
2/02
9/02
16/02 23/02
March
1/03
8/03
Apr
15/03 22/03 29/03
1 day
34
35
PLANNING
48 days
36
Create Project Plan
9 days
47
Create Resource Plan
5 days
54
Create Financial Plan
5 days
61
Create Quality Plan
4 days
67
Create Risk Plan
6 days
75
Create Acceptance Plan
4 days
81
Create Comm unications Plan
4 days
87
Create Procurement Plan
4 days
93
Contract Suppliers
6 days
101
Perform Stage-Gate
1 day
102
103
EXECUTION
5 days
104
Build Deliverables
3 days
109
Monitoring and Control
4 days
122
Perform Stage-Gate
1 day
123
124
CLOSURE
125
Perform Project Closure
132
Review Project Completion
7 days
6 days
1 day
iii. Milestones
ACTIVITY ID
10
ACTIVITIY DESCRIPTION
Start
Finish
Remark
s
Project Name
iv. Resources
In order for your sponsor to approve the Project Execution Plan, they will want to have an
understanding of the amount of resources required to undertake it. Complete the following table
which sets out the generic resources including people, equipment and materials needed to
undertake the project. These are only generic figures to give the Project Sponsor an idea of the
level of resourcing required to finish the project.
Project Resources
Type
Quantity
Notes
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
v. Budget
A summary of Project budget can be provided.
5. Risk Management
Describe the procedure to be used for managing risks in the project. The procedure should specify
who is responsible for risk management, when risk situation is regularly considered (e.g. at each
project status meeting), and which roles risks are communicated to, etc.
Also refer to the Risk Management Plan (or Risk Sheet) where the risks are listed, assessed, and
mitigation and contingency is defined.
3. Risk Assessment
The initial Risk Assessment (following page) attempts to identify, characterize, prioritize and document a mitigation
approach relative to those risks which can be identified prior to the start of the project.
The Risk Assessment will be continuously monitored and updated throughout the life of the project, with monthly
assessments included in the status report (see Communications Plan) and open to amendment by the Project
Manager.
Because mitigation approaches must be agreed upon by project leadership (based on the assessed impact of the risk,
the projects ability to accept the risk, and the feasibility of mitigating the risk), it is necessary to allocate time into
each Steering Committee meeting, dedicated to identifying new risks and discussing mitigation strategies.
The Project Manager will convey amendments and recommended contingencies to the Steering Committee monthly,
or more frequently, as conditions may warrant.
Project Risks
11
Risk
Project Name
Details
Likelihood
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
Project Issues
Issue
Details
Impact
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
[list here]
12
Project Name
Initial Project Risk Assessment

Risk
Risk Level
L/M/H
Likelihood
of Event
Mitigation Strategy
Project Size
Person Hours
H: Over 20,000
Certainty
Estimated Project
Schedule
H: Over 12 months
Certainty
Team Size at Peak
H: Over 15 members
Certainty
Number of Interfaces to
Existing Systems
Affected
H: Over 3
Certainty
Narrow Knowledge
Level of Users
Available
documentation clouds
establishment of
baseline
Project Scope Creep
M: Knowledgeable
of user area only
M: More than 75%
complete/current
Likely
L: Scope generally
defined, subject to
revision
Unlikely
Consultant Project
Deliverables unclear
Vendor Project
Deliverables
L: Well defined
Unlikely
M: Estimated, not
clearly defined
Somewhat
likely
Cost Estimates
Unrealistic
L: Thoroughly
predicted by
industry experts
using proven
practices to 15%
margin of error
Unlikely
Assigned Project Manager,

engaged consultant,
comprehensive project
management approach and
communications plan
Created comprehensive
project timeline with frequent
baseline reviews
Comprehensive
communications plan,
frequent meetings, tight
project management
oversight
Develop interface control
document immediately
Project Definition
13
Likely
Assigned Project Manager(s)

to assess global implications
Balance of information to be
gathered by consultant
Scope intially defined in
Project execution Plan,
reviewed monthly by three
groups (Project Manager and
Steering Committee) to
prevent undetected scope
creep
Included in Project execution
Plan, subject to amendment
as new details regarding
project scope are revealed
Risk
Project Name
Risk Level
L/M/H
M: Timeline
assumes no
derailment
Likelihood
of Event
Somewhat
likely
L: Team well versed

in business
operations impacted
by technology
Unlikely
L: Identified and
enthusiastic
L: Understands
value & supports
project
Unlikely
L: Understands
value & supports
project
L: Most understand
value & support
project
Unlikely
Frequently seek feedback to

ensure continued support
Unlikely

Project Team
Availability
M: Distributed team
makes availability
questionable
Somewhat
likely
Physical Location of
Team prevents effective
management
Project Teams Shared
Work Experience
creates poor working
relationship
Weak User Participation
on Project Team
M: Team is
dispersed among
several sites
M: Some have
worked together
before
Likely
Continuous review of project

momentum by all levels.
Consultant to identify any
impacts caused by
unavailability. If necessary,
increase committmment by
participants to full time status
Use of Intranet project
website, comprehensive
Communications Plan
Comprehensive
Communications Plan
L: Users are parttime team members
Unlikely
User Group Participants

coordinated by full time
employee
L: Procurement
Methodology familiar
to team
L: Well-defined
Unlikely
N/A
Unlikely
N/A
L: Well-defined and
accepted
Unlikely
N/A
Timeline Estimates
Unrealistic
Number of Team
Members
Unknowledgeable of
Business
Mitigation Strategy
Timeline reviewed monthly by
three groups (Project Manager
and Steering Committee) to
prevent undetected timeline
departures
Project Manager and
consultant to identify
knowledge gaps and provide
training, as necessary
Project Leadership
Steering Committee
existence
Absence of
Commitment
Level/Attitude of
Management
Absence of
Commitment
Level/Attitude of Users
Absence of MidManagement
Commitment
Unlikely

Project Staffing
Somewhat
likely
Project Management
Procurement
Methodology Used
foreign to team
Change Management
Procedures undefined
Quality Management
Procedures unclear
14
Project Name
6. Sub-contract Management
List which part of work is out-sourced to which sub-contractor.
Refer to the sub-contractors agreement that should include or refer to the statement of work, the
execution process, milestones, quality assurance, configuration management, communication structure,
hand-over procedure, acceptance criteria, and quality audits.
Sub-contractor
Company
Contact
Sub-contracted
Work
Ref. to subcontract
Remark
7. Communication and Reporting

State the principles for reporting and distributing information within the project for the different groups of
internal and external stakeholders. Include, for example, how often the reporting will take place, the type
of reports or information, the type of media in which it is presented, and the type of meetings that will take
place.
a) Internal communication and reporting: ensure that all information is available to those who
need it. Plan project meetings, how often they take place, and who will participate Define
how project information will made available to the internal stakeholders (e.g. project library)
Define how and how often sub-projects and sub-contractors report to the project manager
Define who participates milestone meetings Define how events will be communicated
b) External communication and reporting: Define what information will be provided to which
stakeholders Define how and how often information will be provided to which stakeholders
often (e.g. project report) Plan regular meetings with external stakeholders (e.g. SteCo
meetings)
Type of
Method / Tool
Communication
Internal Communication:
Project Meetings
Excel sheet
Frequency/Sch
edule
Information
Participants /
Responsibles
Weekly and on
event
Project Mgr
Project Team
Sharing of project data
Shared Project
Server
When available
Milestone Meetings
Excel sheet
Final Project Meeting
Excel sheet
Before
milestones
M6
Project status,
problems, risks,
changed
requirements
All project
documentation
and reports
Project status
(progess)
Wrap-up
Experiences
15
Project Mgr(s)
Project Team
Members
Project Mgr Subproject Mgr
Project Mgr
Project Team
Project Name
Type of
Method / Tool
Communication
External Communication and Reporting:
Project Report
Excel sheet
Frequency/Sch
edule
Information
Participants /
Responsibles
Monthly
Project status progress forecast - risks
SteCo Meetings
Monthly
Project Manager,
SteCo
Project
ManagerSubProject
Managers
SteCo Meetings
Excel sheet
Sign-off Sheet
I have read the above Project execution Plan and will abide by its terms and
conditions and pledge my full commitment and support for the Project
execution Plan.
Project Sponsor:
Date
Project Manager:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
16
Project Name
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
Steering Committee:
Date
17

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