Project Plan Template
1. Project Title:
2. Project Objectives:(What the project aims to achieve)
3. Project Scope:
Included:
Excluded:
4. Work Breakdown Structure / Task List:
Task No. Task Description Estimated Duration Assigned To
1
2
...
5. Schedule and Milestones:
Milestone Target Date
6. Roles and Resources:
Role/Resource Person/Team
7. Risk Identification and Mitigation:
Risk Description Impact Level (H/M/L) Mitigation Strategy
8. Communication Plan:
Meeting Frequency:
Communication Tools (e.g., email, Slack):
Reporting Method:
9. Change Control Process (Optional):
How will changes be requested?
Who approves changes?
How will changes be documented?
Project Plan: University Event Management Mobile App
1. Project Title: University Event Management Mobile App
2. Project Objectives:
Develop a mobile app to allow students to browse upcoming campus events.
Enable students to register for events through the app.
Provide timely notifications for event reminders and updates.
3. Project Scope:
Included:
Event listing and search functionality.
Event registration and waitlist management.
Push notifications for event reminders.
Basic user profile management.
Excluded:
Payment processing for paid events.
Integration with social media platforms.
Advanced analytics or reporting dashboard.
4. Work Breakdown Structure / Task List:
Task No. Task Description Estimated Duration Assigned To
1 Requirements gathering and analysis 1 week Business Analyst
2 UI/UX Design 1.5 weeks Design Team
3 Backend API development 2 weeks Development Team
4 Mobile App frontend development 2 weeks Development Team
5 Integration and Testing 1.5 weeks QA Team
6 User Acceptance Testing 1 week End Users
7 Deployment and launch 0.5 weeks DevOps Team
5. Schedule and Milestones:
Milestone Target Date
Requirements finalized Week 1
Design approval Week 2
Backend and frontend complete Week 4
Testing completed Week 6
User acceptance testing done Week 7
App deployed and launched Week 8
6. Roles and Resources:
Role/Resource Person/Team
Project Manager Ali Khan
Business Analyst Sara Ahmed
Design Team UX/UI Team (2 Designers)
Development Team 4 Software Developers
Quality Assurance Team 2 QA Engineers
End User Representatives Student Council members
DevOps Team IT Infrastructure Team
7. Risk Identification and Mitigation:
Impact Level
Risk Description Mitigation Strategy
(H/M/L)
Schedule review meetings; early
Delays in design approval Medium
feedback
Backend API integration issues High Frequent integration tests; prototyping
Involve users early; gather continuous
Insufficient user acceptance Medium
feedback
Cross-train team members; flexible
Resource availability constraints Medium
scheduling
Communication gaps between Regular status meetings; use
Low
teams collaboration tools
8. Communication Plan:
Meeting Frequency: Weekly progress meetings every Monday.
Communication Tools: Slack for daily updates, email for formal notices.
Reporting Method: Weekly status reports shared with stakeholders.
9. Change Control Process (Optional):
Changes will be submitted using a formal Change Request Form.
The Project Manager and Change Control Board will review and approve/reject changes.
All approved changes will be documented in the project Change Log and communicated
to the team immediately.
Step-Wise Classroom Activity: Building a Project Plan
Objective: Students will collaboratively create a simplified project plan for a sample software
project, learning each key section step-by-step.
Duration: 30 minutes
Project: to be assigned in class
Activity Steps
Step 1: Define Project Objectives
Write clear objectives for the project.
Step 2: Scope Definition
Decide what features are included and excluded from the app.
Step 3: Create Work Breakdown Structure (WBS) / Task List
Break down the project into smaller tasks or deliverables (e.g., UI design, backend setup,
testing).
Students list and order tasks logically.
Step 4: Define Schedule and Milestones
Estimate how long major tasks might take.
Identify 3–4 key milestones (e.g., prototype ready, testing completed).
Step 5: Assign Roles and Resources
Decide who is responsible for which tasks.
Discuss resource needs: developers, testers, devices.
Step 6: Identify Risks and Mitigation
List 3–5 potential risks (e.g., team availability, technology challenges).
Brainstorm mitigation strategies for each.
Step 7: Plan Communication
Decide how the team will communicate and report progress (e.g., weekly meetings, chat
apps).
Step 8: Change Control
to draft a simple Change Control process for handling scope changes
Step 9: Review and Present
Each group presents their project plan summary.
Class discusses strengths and areas for improvement.
Role Instructions and Decision Summary Template: Integrated Change
Control Board (ICCB)
This handout provides clear instructions for each role in the Integrated Change Control Board
(ICCB) simulation exercise along with a structured decision summary template for recording
meeting outcomes.
Role Instructions
Project Manager
• Summarize current project status (schedule, budget, scope).
• Explain the change request clearly.
• Facilitate discussion without bias.
• Lead the decision-making process (approve, reject, defer).
Business Sponsor
• Explain the business need and strategic relevance of the change.
• Evaluate the expected business value and stakeholder benefits.
• State if additional funding/resources are available.
Lead Developer
• Assess technical feasibility and implementation complexity.
• Estimate time and effort impact.
• Identify technical risks or integration concerns.
• Suggest alternatives if applicable.
Quality Assurance Lead
• Assess impact on testing and quality standards.
• Estimate additional testing effort and resources needed.
• Highlight any quality risks.
Finance Manager
• Calculate additional costs resulting from the change.
• Check availability of contingency funds or budget flexibility.
• Evaluate financial trade-offs (cost vs. benefit).
End-User Representative
• Share user perspective on usefulness of the change.
• Clarify if the change is a 'must-have' or 'nice-to-have'.
• Predict impact on end-user satisfaction.
Change Control Officer
• Document discussion points and final decision.
• Update the change log and records.
• Ensure proper documentation of decisions and action items.
Decision Summary Template
Use the following template to record the outcomes of your ICCB meeting.
**Change Request Title:** _____________________________
**Date of Meeting:** _____________________________
**Facilitator (Project Manager):** _____________________________
Summary of Discussion:
• Business Need and Benefits:
• Technical Feasibility:
• Cost Impact:
• Quality/Testing Impact:
• User Experience Impact:
• Risks Identified:
Final Decision:
☐ Approve ☐ Reject ☐ Defer
**Justification/Comments:**
Next Steps/Action Items:
•
•
•
