Forms and Templates
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 IT Portfolio Management Office for further information about these templates.
N.B. Virtual environment projects at UQ have specific initiation and planning requirements. Please first visit the IT Project Management Office (IT PMO) Templates page for more guidance and templates for virtual environment projects.
Stage 1: Project Proposal
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
| For a Project Proposal Template, refer to the Virtual Portfolio Lite Business Case - For small projects (linked here) | For small/medium projects or initial concepts -
| 08/04/2024 |
Stage 2: Business Case
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
Refer to the Virtual Portfolio Project Business Case (linked here) | For medium/large projects - To provide a high-level description of the idea for assessment of its feasibility and alignment with UQ's strategic goals. | 08/04/2024 |
| CMG Coversheet Summary (DOCX, 87KB) | The Business Case contains all project information in detail while the CMG Coversheet Summary compliments the Business Case in providing a brief summary of key project business case information. | 04/03/2024 |
Stage 3: Project Management Plan
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
Refer to the Virtual Portfolio Project Management Plan (linked here) | To provide all the information necessary for the project execution phase, such as goals, objectives, scope of work, milestones, risks and resources. | 30/03/2024 |
| 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. | 29/07/2022 |
| Benefits Realisation Plan (DOCX, 147KB) | 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. | 04/03/2024 |
| Benefit Plan Lite (DOCX, 69KB) | A Benefit Plan Lite is required for all small and medium sized projects. The Lite version aim is to provide a brief plan of how the benefits will be realised. The Lite version is aimed to be less effort that the full Benefits Realisation Plan. Refer to the Benefits Realisation Plan above to determine what constitutes a small or medium sized project. | 04/03/2024 |
Stage 4: Execution
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
| Refer to the Virtual Portfolio Variation Request (linked here) | To seek approval for a substantial change to a project, e.g., scope changes, timeline changes, and requests for additional budget. For major variations please seek advice from the IT PMO prior to completing the variation. | 30/03/2024 |
| 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. | 18/04/2024 |
Stage 5: Closure
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
| Refer to the Virtual Portfolio Project Closure Report (linked here) | To formally close a project when all objectives have been met or the project is no longer deemed viable, or budget allocations have been drawn. | 30/03/2024 |
Stage 6: Benefits Realisation
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
| Benefits Realisation Plan (DOCX, 147KB) | 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. | 04/03/2024 |
| Benefit Plan Lite (DOCX, 69KB) | A Benefit Plan Lite is required for all small and medium sized projects. The Lite version aim is to provide a brief plan of how the benefits will be realised. The Lite version is aimed to be less effort that the full Benefits Realisation Plan. Refer to the Benefits Realisation Plan above to determine what constitutes a small or medium sized project. | 04/03/2024 |
| Benefits on a Page (DOCX, 404.8 KB) | A quick reference guide that sums up the key information behind what benefits are, what are the responsibilities for benefits, SMART goals for metric setting, what role the PGO plays in terms of benefit realisation, how change is critical to benefit realisation, and useful other resources to provide background on explaining benefits. | N/A |
Financial and Budget Resources
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
| Program and Project Contingency Funds Guidance (PDF, 240KB) | This guidance outlines the principles and standardised protocols for: identifying and assessing the need for contingency funds for programs and projects, calculating the amount of contingency funds, and releasing, managing, and reporting on the use of contingency funds. | 13/04/2021 |
| 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. | 13/04/2021 |
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 |
|---|---|
| Program/Project Risk Register Template (XLSX, 371KB) | Template for assessing program/project risks |
| Project Risk Matrix (PDF, 228KB) | Rate and prioritise your identified program/project risks |
| Enterprise Risk Matrix (PDF, 169.2KB) | Rate and prioritise your identified risks |
| Enterprise Risk Training Videos | Detailed videos on how to apply the Risk Matrix when completing your risk assessment, and the difference between the risk levels. |
Assurance Templates
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
| Project Self Assessment Tool (DOCX, 102KB) | This tool has been designed to assist PMOs and project managers to undertake a self-assessment of their project for its governance, management and performance. The questions should be contextualised for the project being assessed and any deficiencies identified should be promptly remedied. | 29/07/2022 |
| Project Assurance Review Results Template (DOCX, 105KB) | This tool is designed to communicate the results from assurance activities completed using the Project Self Assessment Tool (see above). | 29/07/2022 |
Steering Committee Guidance
| Template/Resource (UQ login required) | Description | Last Revised |
|---|---|---|
| PGO Steering Committee Guidance Document (PDF, 2.5 MB) | The Steering Committee (SteerCo) guidance document is a useful resource to SteerCo members and project teams. It gives visibility around roles and responsibilities particularly from a SteerCo member perspective, and useful examples are applied. It also provides a minimum standard guide as to what to expect from your Project Manager for oversight. | N/A |
| Terms of Reference (DOCX, 131KB) | The Steering Committee (SteerCo) Terms of Reference enables project and program sponsors to define and document the objectives, roles, responsibilities, accountabilities, composition and the general functioning of the committee. | 21/07/2023 |
Procurement Forms and Templates
Enterprise Procurement have developed new forms and templates to support the implementation of the Procurement Policy.
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 |
|---|---|---|
| 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 |
| 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 |
Change Management Resources
| Template / Resource (UQ login required) | Description | Last Revised |
|---|---|---|
| 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 |
| 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 |
| 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 |