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 Project Governance Office for further information.
N.B. IT projects at UQ have specific initiation and planning requirements. Please visit the IT Project Management at UQ webpage for templates and guidance.
Stage 1: Project Proposal
| Template/Resource (UQ login required) | Description | Last Revised | Next Review Date |
|---|---|---|---|
| Project Proposal (DOCX, 133KB) | 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. | 29/07/2022 | 29/07/2023 |
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. | 25/07/2022 | 25/07/2023 |
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. | 29/07/2022 | 29/07/2023 |
| 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 | 29/07/2023 |
| 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. | 21/07/2023 | 21/08/2024 |
| 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 | 20/04/2024 |
| 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. | 29/07/2022 | 29/07/2023 |
| Benefit Profile (DOCX, 103KB) | A Benefit Profile is required to be completed for each approved and reportable benefit. All benefits profiled will be included in the Benefits Register within UQ’s PPM, ProTRAC. | 29/07/2022 | 29/07/2023 |
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. | 29/07/2022 | 29/07/2023 |
| 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. | 29/07/2022 | 29/07/2023 |
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. | 29/07/2022 | 29/07/2023 |
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. | 29/07/2022 | 29/07/2023 |
| Benefit Profile (DOCX, 103KB) | A Benefit Profile is required to be completed for each approved and reportable benefit. All benefits profiled will be included in the Benefits Register within UQ’s PPM, ProTRAC. | 29/07/2022 | 29/07/2023 |
| 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 | 20/04/2023 |
Financial and Budget Resources
| Template/Resource (UQ login required) | Description | Last Revised | Next Review Date |
|---|---|---|---|
| Program and Project Contingency Funds Guidance (PDF, 240KB) | 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. | 13/04/2021 | 13/04/2022 |
| 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 | 13/04/2022 |
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
| Template/Resource (UQ login required) | Description | Last Revised | Next Review Date |
|---|---|---|---|
| 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 | 29/07/2023 |
| 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 | 29/07/2023 |
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. | 29/07/2022 | 29/07/2023 |
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
Templates and resources for Change Management are currently under review.
If you have questions relating to Change Management or require specific program support, please contact the Governance and Risk Change Manager Gilbert Kruidenier.
| 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 |