Project Tailoring Checklist

Project Name / #:
Date:
Sponsor :
Project Manager :
Complexity :
This Project

Suggested
based on
Complexity
Low Med High Document Template(s)/Guide(s)
Initiation Phase
√ √ √ √ CIO Complexity Tool online tool

Project Charter
includes:
- Project Description
- Scope Project Charter Template
- High Level Requirements Project Charter Guide
- High Level Resource
√ √ √ √ - Major VITA project assessment Project Charter and Plan Template
- Principles, Constraints, &/or Assumptions
- High level Risks
- High Level Milestones
- Governance Plan
- Stakeholders

Planning Phase - projects move to Plan phase once Charter is complete

as needed √ Requirements Document Team specific

Format should be selected to best suit project needs.

Including:
√ √ √ √ Project Schedule __ Microsoft Project
__ Excel Task List
__ Other:

√ Resource & Staffing Plan no template

as needed √ Budget Plan no template

including detailed cost roll-up (if needed)
√ √ √ √ Risk Register Risk Register Template
Establish Quality Plan(s) if external resource or
√ √ √ incremental funding needed no template
__ IV&V Plan (Major VITA projects)
__ Other

√ √ √ √ Communications Plan Communications Plan Template

as needed √ Training Plan no template

Project Plan
includes:
- Schedule Project Plan Template
√ √ √ √ - Resource Requirements Project Plan Guide
- Major VITA Project Reassessment
- Risk Register
- ISPRO Security Risk Review (if needed)
- Communication Plan

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 Project Tailoring Checklist

Project Name / #:
Date:
Sponsor :
Project Manager :
Complexity :

Project Plan
This Project

Suggested
based on includes:
Complexity - Schedule
√ √ √ √ - Resource Requirements
Low Med High Document
- Major VITA Project Reassessment Template(s)/Guide(s)
- Risk Register Project Charter & Plan Template
- ISPRO Security Risk Review (if needed)
- Communication Plan

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 Project Tailoring Checklist

Project Name / #:
Date:
Sponsor :
Project Manager :
Complexity :
This Project

Suggested
based on
Complexity
Low Med High Document Template(s)/Guide(s)
Execute Phase - projects move to Execute phase once Project Plan is complete
The following documentation will be created in addition to the update/management of documentation created in earlier phases. Note that technical &/or test
documents may be initiated in the Planning phase as needed to retire risk or provide scheduling clarity.

as needed as needed as needed Issues Log Issues Log Template

Technical Documents
as needed as needed √ include as/if needed: team specific
__ Design Options Analysis
__ Architectural Review
__ Design Document(s)
__ Other

Develop, conduct, and record Test result(s)

as needed &/or identified by Quality Plan document(s) Test Plan Template
__ IV&V Plan (Major VITA projects)
√ √ √ __ Usability Test Plan or team specific
__ Design Verification Plan
__ System Test Plan(s)
__ Other

√ √ √ Operational Document (s) team specific

√ √ √ Production Readiness Checklist team specific
Closeout Phase - projects move to Closeout phase once deliverables have been met
Payment of Final Vendor Invoices
Plan vs Actual Budget Analysis
Project Purchase Orders "Closed"/"Finalized" per Procurement Team processes
Offboarding of Contract/Temp Project Staff per HR processes
Release temp space utilized by project teams per ITS finance & administration processes
Other Project Specific Close-out Activities
√ √ √ √ Lessons Learned Lessons Learned Template

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Project Tailoring Guidelines

Purpose
This checklist is provided as an optional aid to help Project Managers and Sponsors discuss and plan
appropriate project documentation and artifacts.

General Guidelines
Every project is unique and effective project management depends on the appropriate "right-sizing" of
plans and artifacts. The goal is to ensure that teams spend the appropriate amount of effort and
documentation to ensure clarity and prevent issues. For highly complex projects this may require several
lengthy documents. For low complexity projects, a simple excel table may be enough.

While this checklist does provide suggestions regarding typically appropriate artifacts for Low, Medium,
and High complexity projects, it is the discussion and resulting decisions between the Sponsor and Project
Managers that are the most critical element in identifying the right path forward for any project. The first
column is provided to either record this plan or the completion of artifacts as preferred by the project team.

Templates & associated guides are identified for artifacts as available.

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