The Project Governance Office (PGO) has developed a suite of tools and templates for use on projects of any size or complexity. They are scalable and where necessary, include guidance notes for completion. Please contact the Project Governance Office for further information.

Stage 1: Project Proposal

Template/Resource (UQ login required) Description Last Revised Next Review Date
Project Proposal (DOCX, 123KB) A project proposal outlines a concept that has the potential to add net value to UQ if it is implemented. The concept may, amongst other benefits, be a solution to an existing problem, enhance capabilities or capacity, or help realise an opportunity. 17/09/2019 17/09/2020

Stage 2: Business Case

Template/Resource (UQ login required) Description Last Revised Next Review Date​
Business Case (DOCX, 154KB) A well-structured document outlining the purpose, scope and justification/s for undertaking a project or program (including its strategic significance and alignment, and the quality and magnitude of potential benefits), and the time, cost, resources, effort, approach and controls that will be required and adopted to deliver the planned outputs and outcomes, manage associated changes and realise the planned benefits.   10/09/2019 10/09/2020

Stage 3: Project Management Plan

Template/Resource (UQ login required) Description Last Revised Next Review Date
Project Management Plan (DOCX, 200KB) The Project Management Plan is the outcome of detailed project/program planning. It defines and documents how the initiative will be controlled, implemented, transitioned to business as usual and realise the planned benefits. 06/11/2019 06/11/2020
Project Budget Management Plan (XLSX, 25KB) The Project Budget Management Plan is a tool to assist in calculating expenditure during the planning stage. For assistance completing the template, please contact your Central finance advisory team. 14/06/2019 14/06/2020
Terms of Reference (DOCX, 131KB) The Terms of Reference enables project and program sponsors to define and document the objectives, roles, responsibilities, accountabilities, composition and the general functioning of the steering committee. 19/09/2019 19/09/2020

Stage 4: Execution

Template/Resource (UQ login required) Description Last Revised Next Review Date
Project Variation Request (DOCX, 85KB) This template can be used for scope increase/decrease, cost increase/reduction, seeking the release of contingency or risk funding or any other element that varies the project from its original approved state. 20/08/2019 20/08/2020
Performance Criteria and Tolerance Thresholds (DOCX, 95KB) This matrix defines project tolerance thresholds and performance indicators for use in completing status reporting and determining project health. 11/09/2019 11/09/2020

Stage 5: Closure

Template/Resource (UQ login required) Description Last Revised Next Review Date
Project Closure Report (DOCX, 127KB) The Project Closure Report summarises the project's performance, identifies lessons learned and best practices for future projects. The closure report is the final project artefact that will inform the decision to close the project. 22/11/2019 22/11/2020

Stage 6: Benefits Realisation

Template/Resource (UQ login required) Description Last Revised Next Review Date
Benefits Realisation Plan (DOCX, 118KB) The objective of the Benefits Realisation Plan is to provide an achievable plan to deliver the approved benefits, and clarify roles, responsibilities and accountabilities to ensure that the planned benefits are tracked, monitored and managed through to full realisation and accounted for accordingly. 28/10/2019 28/10/2020

 

Compliance

Template/Resource (UQ login required) Description Last Revised Next Review Date
Exemption Form (DOCX, 88KB) Exemptions may be granted from compliance with the Key Requirements of the Project Governance and Management Framework (PGMF). Requests for exemption must be made to the Director, Governance and Risk by completing this form with appropriate justification and supporting evidence. 13/09/2019 13/09/2020

Risk Forms and Templates

Enterprise Risk have developed resources to assist with the prioritisation and management of project risks.

The Enterprise Risk Management Framework (ERMF), as well as the full suite of risk forms and templates is available on the Enterprise Risk website.

Template / Resource (UQ login required) Description
Project Risk Register Template (XLSX, 45KB) Template for assessing risks for projects
Enterprise Risk Matrix (PDF, 213KB) Rate and prioritise your identified risks

Procurement Forms and Templates

Enterprise Procurement have developed new forms and templates to support the implementation of the Procurement Policy [9.40.01]

A full suite of procedures, templates, forms and information sheets to support the implementation of the UQ Procurement Policy is available on the Procurement website.

For assistance completing these forms and templates, please contact Enterprise Procurement.

Template / Resource Description Last Revised Next Review Date
Procurement Tendering Timeline (XLSX, 37KB) The Procurement Tendering Timeline provides an estimate of the time required for the typical activities undertaken as part of a tendering process. The timeline should be adjusted as the procurement activity progresses. For assistance completing this template, please contact Enterprise Procurement. 20/06/2019 20/06/2020
Tendering Timeline Overview (PPTX, 62KB) The Tendering Timeline Overview provides an estimate of the time required for the typical activities undertaken as part of a tendering process. These estimates can help form the schedule when completing a business case or project management plan. 20/06/2019 20/06/2020

Change Management Resources

Template / Resource (UQ login required) Description Last Revised Next Review Date
Change Complexity Assessment Tool (XLSX, 601KB) This assessment tool assists in identifying the relative complexity and strategic significance of the change required by a project to realise benefits. It draws on both quantitative and qualitative questions to provide a rating of the change as being complex, moderate or simple, based on Business Value and the complexity of the change. 26/07/2019 26/07/2020
High Level Change Impact Assessment Tool (XLSX, 37KB) This assessment tool assists in identifying the high level change impact for various stakeholder groups when undertaking a change initiative. 20/09/2019 20/09/2020
Change Scope Checklist (DOCX, 91KB) This checklist tool assists in ensuring the minimum starting point for applying change management on a change initiative has been addressed. 20/09/2019 20/09/2020