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Templates and Resources 

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Traceability Matrix Template

On a client's project, it is important to clearly define what deliverables will be produced and what information is required from the client to enable the scope to be undertaken.  

This template provides a single, simple record of what is required that can be shared across the team and with the client.

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Management of Project Change

The management of change on a project or scope of work is one of the most important aspects to be managed by a professional services company to ensure that everyone especially the client is clear on the impact of change and what will now be produced. Often in reimbursable scope, the significance of change management is overlooked and the client ends up having a different view of what has been agreed.
This simple procedure details how to manage changes and to ensure everyone across the team and client are clear on what and how the scope will be undertaken.
 

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Project Change Log

This simple template is used to capture changes on a project or scope of work.

The procedure helps:

  • Ensure everyone is on the same page;
  • Keep a clear record of changes;
  • Because it is simple to manage;
  • Support Client discussions;
  • Support greater Client value & outcome

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Project Change Request Template

This simple template is used to capture changes requests on a project or scope of work.

The template helps:

  • Ensure everyone is on the same page;
  • Keep a clear record of changes;
  • Because it is simple to manage;
  • Support client discussions;
  • Provides an internal record of how scopes have changed;
  • Ensures best practice is being applied; and
  • Support greater accuracy of future bids

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Project Activity Resource Requirements Template

With the Project Activities defined, it is important for executing a Professional Services Project to ensure that there are sufficient and correct resources in place to undertake the project and  to ensure success and Client value.

This simple Template is used to capture the Key Project Activity resource requirements that must be undertaken.

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Project Activity Template

One of the most important and yet overlooked aspects of executing a professional services project is the definition of the key activities that must be undertaken to ensure success and client value.

This simple template is used to capture the key project activities that must be undertaken.

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Project Assumptions & Constraints Log Template

For Professional Services Projects it is essential to understand any constraints on the project or the means of undertaking the scope.  Alongside this any assumptions made in the delivery of the project should be clearly identified and communicated to ensure success and Client value.

This simple Log Template is used to capture the  Project assumptions and constraints.

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Communication Management Plan Template

Comms plan

This simple Log Template is used to capture the  Project assumptions and constraints.

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Lessons Learned Template

Nearly all Professional Services Projects are unique in nature and to ensure the business can grow and add increased capacity and Client value, it is important to record and track any aspects learned during the project, both positive and negative.

This simple template provides a means of easily recording observations and potential improvements for future scopes of work.

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Milestone List Template

All Professional Services Projects have some aspect of schedule requirements, however before developing schedules and resource requirements it is essential to determine key points or delivery points that are required to successfully deliver the project.  Such events are referred to as Milestones and form one of the main elements of successful project delivery.

This simple template is used to record and identify the key aspects that must occur and in what sequence.

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Stakeholder Analysis Matrix

Stakeholders of a Professional Services Projects are critical to its success. It is therefore best practice to undertake Stakeholder analysis to ensure the need of all critical stakeholders is met in the scope delivery.

This simple Stakeholder Matrix is used to record stakeholders interest and influence in the successful delivery of the project.  Please see our Blog for a few ideas on how to execute the analysis,

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Requirements Management Plan

Prior to starting a Professional Services Project it is good practice to clearly define what are the requirements to complete the scope.  This should include internal, Client and supporting requirements.

This simple plan Template provides a series of prompts for key requirements to be determined.

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Project Close-out

At the end of a project, it is important regardless of its size to record how the project was executed, any issues encountered and what could have been done better.  This simple template can form the first step in creating a business benchmark for your company.  Simple, yet very powerful.

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Contractor Performance Assessment

If you use contractors or consultants to support your Professional Services Projects, then it is important to record internally how they performed on each project.  These records not only aid in the ongoing quality assessment of the contractor, but also aids gap analysis in their capabilities which can aid future projects.

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Cost Estimating Worksheet

For all Professional Services Projects it is very important to develop an initial budget estimate of the total price of the project. Even with simple reimbursable scopes of work, it aids the business to have in place a budget estimate against which to track. This also supports the business ability to reliably forecast project costs and aids reliable Client estimates.

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Decision Log

For the successful delivery of  Professional Services Projects it is necessary to make key decisions regarding aspects of the work.  Often such decisions are not formally recorded or tracked and can end with the scope delivery being different to Client expectations.  It is therefore essential to record decisions made and by whom and how this changes the scope delivery.

This simple template acts as a log of decisions made, by whom and what the impact may be.

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Human Resources Plan

For each Professional Services Projects it is important to ensure that adequate and suitable human resources are assigned to the scope.  Planning in advance allows the identification of any scope requirements that cannot be met by current or available resources.  This supports either changing of scope timing to align with availability or the need to recruit or outsource scope elements

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Issues Log

On most Professional Services Projects issues will be encountered during execution that were not clear at the project initiation. It is important to identify and record these issues along with who is responsible and how it can impact the scope delivery.  It also supports discussions with Clients to ensure they are involved is subsequent decision making.

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Process Improvement Plan

All Professional Services Projects requires the application of certain processes to deliver the scope of work.  Upon completion of the project, it is important to reflect on the processes used, their effectiveness and if they can be improved upon for future projects.

This simple plan is used at the end of a project to record and identify the key processes used, their effectiveness and areas for improvement.

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Project Scope Template

Before commencing any Professional Services Projects it is best practice to record the scope of work, what will be delivered and what are the acceptance criteria of the project.  This ensures the Team are all clear on the project & also aids the management of stakeholders and the Client.
This simple Template provides a means of recording all key project scope requirements, assumptions, deliverables and criteria
 

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Quality Audit Template

Quality management of Professional Services Projects should be continuous and ongoing and as part of this, a quality audit should be conducted from time to time across projects to ensure quality is being maintained or imporved.
This simple Template provides a general Template to undertake a basic project audit.

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Deliverable Requirements Template

To ensure successful delivery of Professional Services Projects all Team members and Client should have a clear understanding of what deliverables will be produced as part of the project.  Many projects are defined by what will be produced, it is therefore essential to define what is required up front and approved prior to project commencement.

This simple Register provides a record of what deliverables will be produced, by whom and what is considered to be the acceptance criteria.

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Stakeholder Management Strategy

Stakeholders of a Professional Services Projects are critical to its success. It is therefore best practice to review the requirements & influence of each stakeholder & to determine a strategy to on how to manage each relationship.

This simple Stakeholder Strategy is used to record stakeholders interest and influence in the successful delivery of the project.  Please see our Blog for a few ideas on how to execute the analysis

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Internal Risk Assessment Worksheet

Prior to starting a Professional Services Projects an internal risk assessment should be undertaken to ensure the scope can be delivered to the Client requirements. The risk register can also identify shortfalls & additional information or resources are required to deliver the project.  
This complete worksheet has been developed to allow a quick yet complete internal risk assessment on the project.
 

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Client Collaborative Risk Assessment Worksheet

For more complex Professional Services Projects, considerable benefit can be gained by conducting a collaborative risk assessment with the Client. This aids the identification of key risks, how they can be addressed & any resulting budget allowances.  Applying a Client risk assessment is a major step in developing predictive pricing & a greater degree of Client collaboration.

This complete worksheet has been developed to enable Client risk workshops to be conducted with a accurate worksheet to guide the process.

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