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Project Planning & Procurement

The Project Plan is a document explaining the high level details of the proposed project. Key stakeholders of the project are heavily involved in the process of developing the Project Plan. The building of the Project Plan helps the Project Manager solicit information from the team and the vendor concerning the issue at hand and the possible solutions. Feature requirement lists are created, demonstrations are scheduled to find a solution that fits the needs of the team, cost estimates are bundled together, scope and assumptions are defined, risks are noted, and a preliminary timeline is built. This phase may also include a “proof of concept” where test environment(s) are acquired and set up to determine which particular product or package will work best within the confines of our environment. Once a product has been selected to solve the business issue, the Project Plan document can be completed with the scope, cost, and timeline of the project. All relevant stakeholders should have had input into the document and by this point in time, we should be within ±10% concerning Time, Scope and Cost of the implementation of this project. The Project Plan should also include a Communication Plan, resource responsibility matrix Risk Management Plan, HR Plan, and a Change Management Plan.

Once the Project Plan has been signed by the team, the Project Manager, and the IT Director directly affected by the implementation of the project, the Executive Project Summary document can be sent to the appropriate approver(s). The signing of the Executive Project Summary signifies that the project has been approved for procurement and implementation and the Project Charter can then be sent out.

As with any planning document, the Project Plan is a living document and will be updated periodically as the project progresses. The deliverable from the Project Plan is the Project Work Breakdown Structure.

Project Charter

The Project Charter is the document that announces the start of a project and the resources who will be working on the project. The Project Charter is sent to all relevant stakeholders asking for their cooperation in the project.


The procurement process begins with the securing of funds during the Business Justification process. Once a project has been approved, the contract from the vendor can be routed through the Contract Routing process.