Preliminary Project Plan for <Project Name>

This document is a template for producing a Preliminary Project Plan (PPP) for any project. It includes sections on scope management, requirements management, schedule management, cost management, change management, quality management, and more. The template provides instructions on how to customize it for your project.

PRELIMINARY PROJECT PLAN <Full Version Template>
<Project Name>
<Branch>
National Project Management System
Business Projects-IT-Enabled
Initiation Phase

<Project Name> Preliminary Project Plan Full
Instructions
This document is your template to producing a Preliminary Project Plan (PPP), a key requirement
for the implementation of any project.
Document Purpose
The PPP is the document that defines the plan that will be used to meet the project objectives during
the Identification Stage. It will include why the project is being initiated, what is to be done, who
will be involved in its development, when it will be done and how it will be done. Once the
Identification Stage is completed, and the project is approved at Preliminary Project Approval
(PPA), the Project Plan will be used to transition the project for delivery by the Project Delivery
Team. If the project is not approved, or if it is put on hold, the PPP becomes the key record of the
project’s project management processes during the Identification Stage.
Who produces this document?
If the Business Projects-IT-Enabled is for a single PWGSC branch or for multiple branches, it is the
responsibility of the Account Executive for the principle business owner Branch to produce this
document. NOTE: The ITSB Client Executive is informed, and the IM/IT Enterprise Architecture
Review Board will begin its technology impact review.
If the Business Projects-IT-Enabled is for shared infrastructure services for the benefit of an OGD,
it is the responsibility of the Enterprise Partnership Management organization in ITSB to produce
the document in consultation with the OGD(s) OPI.
Using this Template
<To create an Preliminary Project Plan from this template, simply:
1. Replace the title on the cover page with the name of your project and the organization
information.
2. Replace the <italicized text> in the document header with your project name and information.
3. Save your document with a filename that is in accordance with current branch document
naming standards.
4. Update the filename in the document footer by right-clicking and selecting “edit footer”.
5. Complete the entire template. Each section contains abbreviated instructions, shown in italics,
which can be removed once your document is finalized. Tables are also provided as a
suggested layout for some of the information required.
6. Update the table of contents by right-clicking and selecting Update Field, then update entire
table.
7. Note: Replace all the text between the less than / greater than symbols “<…>” with project
specific statements.
8. Delete this page when the PPP is complete.>
NPMS Business Projects-IT-Enabled i

<Project Name> Preliminary Project Plan Full
Revision History
Version
Numbe
r
Description Date
Modified Author
1.0
NPMS Business Projects-IT-Enabled ii

<Project Name> Preliminary Project Plan Full
Authority Signatures
The Project Lead (Business Side) and the Project Manager agree to deliver the Identification Stage
of this project in accordance with this PPP and amend it periodically as project parameters change.
Prepared by:
(PWGSC) Signature
Please print:
Name Position Date
Recommended by:
(PWGSC) Signature
Please print:
Name Title Date
Approved by:
(See NPMS procedures for approval Body)
(PWGSC) Signature
Please print:
Name Title Date
NPMS Business Projects-IT-Enabled iii
Prepared by:
(PWGSC) Signature
Please print:
Name Project
Analyst
Date

<Project Name> Preliminary Project Plan Full
Table of Contents
1 Executive Summary...........................................................1
2 Introduction..................................................................1
3 Scope Management...........................................................2
3.1 Scope Statement.............................................................................................................2
3.1.1 Constraints.................................................................................................................4
3.1.2 Assumptions..............................................................................................................6
3.1.3 Stakeholders..............................................................................................................7
4 Requirements Management..................................................9
5 Schedule Management........................................................9
5.1 High-Level Activity Definition and Sequencing............................................................9
5.2 Milestone Schedule.........................................................................................................9
6 Cost Management.............................................................9
6.1 Funding.............................................................................................................................9
6.2 Budget and Cash Flow...................................................................................................9
7 Change Management........................................................10
7.1 Request for Change Impact Assessment..................................................................10
7.2 Change Control.............................................................................................................10
8 Quality Management........................................................10
8.1 Project Reviews.............................................................................................................10
9 Human Resources Management / Staffing Management..............10
9.1 Organization...................................................................................................................10
9.2 Roles and Responsibilities...........................................................................................10
10 Communications Management............................................10
11 Risk Management............................................................11
12 Information Management...................................................11
13 Procurement Management.................................................11
14 Stage Closure................................................................................11
NPMS Business Projects-IT-Enabled iv

<Project Name> Preliminary Project Plan Full
List of Appendices
Appendix 1 – Attached Documents..................................................................................................................5
Appendix 2 – References..................................................................................................................................6
Appendix 3 – Glossary.....................................................................................................................................7
NPMS Business Projects-IT-Enabled v

<Project Name> Preliminary Project Management Plan Full
1 Executive Summary
<Describe the key issues driving the project. Clearly demonstrate the problem/opportunity and how
resolution of this problem opportunity provides best value, while meeting investment plan, business,
technical or legal/political/regulatory objectives. “Cut and paste" from the Statement of
Requirement (SoR) if necessary but be sure the statements are concise. The summary is intended to
provide the reader with a quick overview and good understanding of the essential aspects of the
project. Provide background information to describe the context for the project, the identified need
and the reasons for initiating the project. This section should be based on the "Background" section
of the SoR..>
2 Introduction
Toll was established in Newcastle, Sydney Australia by Albert Toll in 1888. Toll was later
rebranded and now owned by Japan Post since 2015. Toll is now recognised as a world
leader in logistics, warehousing, parcel pick-up and delivery. Toll also employs over forty-
four thousand employees covering fifty countries, with a total revenue of $8.7 billion (Toll
2019).
To support financial growth, Toll has invested heavily in Information Technology (IT),
training, development and finance. Part of Toll’s commitment is to streamline its customer
support, this will be achieved by firstly promoting an easy pick-up and delivery process,
and secondly, to provide all customers, contractors and businesses with an easy Accounts
Payable (AP) process. (AP) department, the AP department is responsible for processing
logistic invoices to meet customer and business requirements, however due to the large
number of invoices processed each day within each department, many customers
experience ongoing frustration and difficulties with receiving payments from Toll.
The project that we propose, is to provide support to the AP process within Toll, our project
is to provide customers with a rapid payment notification when their invoice is processed
and payed. This simple notification process will provide each customer with an electronic
notification sent to their email or smart phone to notify them of the amount payed, and into
which business account the amount was paid. We believe that this simple notification
NPMS Business Projects-IT-Enabled 1

<Project Name> Preliminary Project Management Plan Full
process will allow Toll to better manage their payment process, together with fostering
customer relationships. By providing customer payment notification, Toll also aims to
reduce the large number of disgruntle customers following up their payments from Toll.
(280)
3 Scope Management
3.1 Scope Statement
<Provide a high-level initial scope statement, including what is within and what is not within
scope; that is, the scope of the project needed to meet the stated objective. It is important to keep in
mind that the scope includes the requirements for both the product scope (the features and functions
of a product or service) and project scope (the work required to deliver the product).>
The scope of the project is to implement a four-stage notification process within Toll’s
Accounts Payable (AP) framework to alert all customer, contractors and businesses of the
progress and payment of their invoice. The new notification process will provide all Toll’s
customers with the following notifications:
 Stage one notification: Supervisor seeking senior manager approval;
 Stage two notification: Manager approves invoice;
 Stage three notification: Purchase Order (PO) is raised;
 Stage four notification: Payment is processed.
The new notification process will allow all customers seeking invoice payments from Toll to
receive notifications as their invoice progresses through the above notification process.
The new notification process will be supported by the Jira Software which was developed
by Atlassian, the Jira Software allows businesses such as the AP department within Toll to
“plan, assign, track, report and manage work” (Atlassian 2019), this notification process
will allow Toll’s AP department to notify all its customers of their invoice as it progresses
through the AP process within Toll.
NPMS Business Projects-IT-Enabled 2

<Project Name> Preliminary Project Management Plan Full
Toll’s new notification process will be rolled out in four main phases. The four phases are
as follows:
 Phase one: Notification development stage:
 Phase two: Implementation stage;
 Phase three: Trial notification stage;
 Phase four: Notification review stage.
Phase one (3 months in length, June 2019 to September 2019) is the development stage,
within this stage, the project group will review the current AP process within Toll and
identify the stages where the Jira Software would be best implemented to support the new
notification process. Within this stage, the project group will also identify a trail site within
Toll and determine the number of staff member that will trained to deliver the new
notification process.
The site identified for the trial of the new notification process, is the Toll Express Parcel
site, part of the Global Express Division, located at 53-61 Horsburgh Drive, Altona North,
VIC 3025. The AP department within this site is made up of one senior manager and four
department staff. All staff within this site will be trained to deliver the new notification
process.
Phase two (6 months in length, September 2019 March 2020) is the implementation
stage, within this stage the Jira Software is implemented within Toll’s AP process. The aim
of the implementation phase is for both systems tes(Jira Software and AP process) to work
simultaneously, whereby a notification is successfully sent to a sample customer to advice
of the progress and payment of their invoice.
Phase three (3 months trial, March 2020 to June 2020) is the trail stage of the project,
within this phase, the Jira Software is tested against the project requirements. The
requirements of this stage are for a successful notification to be sent and received by a
sample customer, the sample customer must receive four main notifications; three main
NPMS Business Projects-IT-Enabled 3

<Project Name> Preliminary Project Management Plan Full
notifications must notify the sample customer of the progression of their invoice, and also
receive the fourth and final notification which will notify the sample customer of payment of
their invoice.
Phase four (3 months review, July 2020 to October 2020) is the notification review phase
of the project, we believe that this phase is the most important stage of the project, within
this stage, the project team will review notification performance reports to determine
successful integration between the Jira Software and Toll’s AP process. Within this phase,
each notification phase will be reviewed to determine system integration problems and
further remedial actions. (564)
3.1.1 Constraints
<Constraints or restrictions limit or place conditions on the project, especially those associated
with the project scope (e.g. a hard deadline, a predetermined budget, a set milestone, contract
provisions, privacy or security considerations, etc.)>
The main constrain within the new AP notification process include the following:
Project approval delays:
Delays in project approval will delay the development phase of the project. Causing delays
in the development of the project, will impact the overall delivery of the project and
financial cost of the program.
Toll’s AP department staff resources:
Within the new notification process, AP staff will be required to be trained, and therefore
impact Toll’s daily requirement to support staff and employees requiring AP assistance. AP
casuals may need to be considered by Toll to continue to support the Express Parcel Site
at Altona North.
Toll’s AP staff resistance to support new process:
Resistance by Toll’s AP employees to learn the new notification process and assist with
Jira’s Software integration within the AP framework, may cause the roll out phases to be
NPMS Business Projects-IT-Enabled 4

<Project Name> Preliminary Project Management Plan Full
extended. Extension of the new AP process may cause project delivery delays and further
financial impact to the overall cost of the program.
Toll’s AP staff skill level and experience may not be appropriate:
Toll’s AP staff may not have the skill level to understand new notification program
Information Technology (IT) requirements, therefore requiring further time to learn new
process. Extension of the new AP process may cause project delivery delays and further
financial impact to the overall cost of the program.
Toll’s IT System:
Toll’s IT system may not support the system requirements to integrate the Jira Software,
therefore limiting the ability for the AP system and Jira Software to access and share
information, causing delays in the implementation of the new notification process.
Ongoing project delays;
Ongoing project delay will incur further extension in the implementation phase of the new
notification process. Project extension of the new AP process may cause project delivery
delays and further financial impact to the overall cost of the program.
Project delivery time;
The time allocated to deliver the new notification process is fifteen months, however
ongoing extension due to unexpected project constrain may cause project delivery delays
and further financial impact to the overall cost of the program. (344)
NPMS Business Projects-IT-Enabled 5

<Project Name> Preliminary Project Management Plan Full
3.1.2 Assumptions
<Assumptions are factors that for planning purposes are considered to be true, real or certain.
These assumptions will be validated during the planning process in the Delivery Stage.>
The following assumptions have been identified within the new AP notification project:
Toll’s management support for new AP notification process;
Upper management support for new AP notification process, will provide the positive work
environment required for the success of the project.
Appropriate level of funding to support success of the program;
Toll has assigned appropriate levels of funding to support the success of the new
notification process.
Commitment to the success of the notification process;
All Toll’s staff associated with the new notification process, have confirmed commitment
towards the success of the notification project.
Only one proposal in place:
Toll has confirmed that there is only one AP project in place, this is the only project being
considered at this stage. (121)
NPMS Business Projects-IT-Enabled 6

<Project Name> Preliminary Project Management Plan Full
3.1.3 Stakeholders
<Identify the individuals or organizations (e.g. customer, sponsor, performing organization or the
public) that are actively involved in the project, or whose interests may be positively or negatively
affected by execution or completion of the project. (Project Management Body of Knowledge -
PMBOK) This is a preliminary estimate.>
Name Organisation/Title Contact details Responsibilities
David O
Toll, General
Manager, Global
Express Division,
Altona
[phone]
 Fund new notification project
 Support new notification process
 Approve new notification process
Paul E
Toll, Manager,
Payroll/Accounts
Payable
department, Altona
[phone]
 Support new notification process
 Support Jira Software integration
 Support implementation phases (Four
phases)
 Direct AP staff to implement changes
within AP process
 Gather and provide feedback on new
notification process
Sue M
Toll,
Payroll/Accounts
Payable
Department
Supervisor, Altona
[phone]
 Support Manager with integration
responsibilities
 Support new notification process
 Support Jira Software integration
 Support implementation phases (Four
phases)
 Direct AP staff to implement changes
within AP process
 Support the gathering of feedback on
new notification process
Margaret S
Amber T
Raylene P
Toll,
Payroll/Accounts
Payable
Department
Staff Members,
Altona
[phone]  Support Manager/Supervisor with
integration responsibilities
 Support new notification process
 Support Jira Software integration
 Support implementation phases (Four
phases)
 Attend training in new notification
process
 Responsible for processing new
notification data
 Support the gathering of feedback on
NPMS Business Projects-IT-Enabled 7

<Project Name> Preliminary Project Management Plan Full
new notification process
Hoanh Tue
Nguyen (Bo) Project Manager 0411 222 333
 Review Toll’s current AP process
 Identify fours stages of Jira Software
integration within Toll’s AP process
 Communicate with Jira Software
developers and program integrators
to support streamline integration
process
Ramya G
Sasikanth A Project Managers 0422 333 444
 Review Toll’s current AP process
 Jira Software developers
 Jira Software integration
 Review performance reports to
identify project opportunities
 Develop new process solutions to
address AP process problems
 Integrate problem solving solution into
new AP notification process
0433 444 555
Rajashekar Project Manager
(Team Leader) 0244 555 666
 Manage the integration process
between Toll, project managers and
AP process department
 Coordinate implementation of the new
AP process
 Coordinate project integration phases
within Toll’s AP process
 Coordinate staff training within AP
process
 Review, develop and implement
solution to identified problems
 Coordinate ongoing AP department
support
Alex R Project Manager 0244 555 666  Trainer to support integration of the
new Toll AP process
 Support Toll’s staff to transition into
new AP process
 Address any day to day queries from
Toll’s AP department
 Communicate with upper
management at Toll to support
successful AP new notification
process
 Assist the project team to gather
NPMS Business Projects-IT-Enabled 8

<Project Name> Preliminary Project Management Plan Full
feedback of new process feedback
NPMS Business Projects-IT-Enabled 9

<Project Name> Preliminary Project Management Plan Full
4 Requirements Management
The requirement management of for developing the AP process of Tolls includes five different steps.
1. Investigation: This is the first step of requirement management. The investigation of the project or the fact-finding process of the project is
generally carried out in this step. All the team member identifies their goals as well as examine all the requirements that are needed for
meeting the goals. The evaluation of the resources is done along with identifying the difficulties in the project.
2. Feasibility: In the feasibility study, the requirements of the projects are carried out that helps to shape the design of the project and
development of the project. The project manager and the stakeholders are included in this project that determines the requirement for
ensuring the project viability.
3. Design: After the feasibility study, the project is move to the design phase where all the goals of the project starts fruition. All the changes
that can affect the cost of the scope is included in the design.
4. Construction and Testing: In this phase the prototype model of the system is constructed and then tested. This helps to ensure that the
project is done accordingly to the cost and time scheduled for the project.
5. Release: Once the project construction is being completed and the software testing is done, the project software needs top get finally
approved and then released. The software is used and the requirement management is still needed for making changes on the project to add
extra feature, or to improve and upgrade the software application.
The requirements that are needed to develop the AP process of Tolls are:
1. Requirement for supply of goods or services
2. Purchase orders must not be raised for freight movements
3. Expenses that are related to R&M of fleet are to be managed as a fixed cost
4. Requirement for Documentation of quality management, risk management and change management
5. There is a requirement of quality testing for developing the AP Tolls
NPMS Business Projects-IT-Enabled 1

<Project Name> Preliminary Project Management Plan Full
5 Schedule Management
5.1 High-Level Activity Definition and Sequencing
0
Implementation of Jira
Software within AP
process
1
Development Stage
1.1
Review current AP
process
1.2
Identify the stages that
supports new
notification process
1.3
Identify the Trail Stage
1.4
Determine the total
staff member for
providing training
1.5
Approval of Feasibility
Report
2
Implementation Stage
2.1
Implementation of Jira
Software within AP
process
2.2
Determine sample
customer
2.3
Send notification to
sample customer
2.4
Completion of
Implementation phase
3
Testing Stage
3.1
Analyzing the project
Requirements
3.2
Testing Software as per
requirement
3.3
Sending notification of
their invoice
3.4
Sending notification of
payment
3.5
Completion of testing
phase
4
Notification Phase
4.1
Review the notification
performance
4.2
Determine the
problems
4.3
Mitigate the problems
4.4
Closing the Project
0
1
23456
7
891 01 1
1 2
1 31 41 51 61 7
1 8
1 92 02 12 2
362 days 0%
03-06-19 20-10-20
84 days 0%
03-06-19 26-09-19
20 days 0%
03-06-19 28-06-19
25 days 0%
01-07-19 02-08-19
19 days 0%
05-08-19 29-08-19
20 days 0%
30-08-19 26-09-19
0 days 0%
26-09-19 26-09-19
125 days 0%
27-09-19 19-03-20
40 days 0%
27-09-19 21-11-19
35 days 0%
22-11-19 09-01-20
50 days 0%
10-01-20 19-03-20
0 days 0%
19-03-20 19-03-20
73 days 0%
20-03-20 30-06-20
20 days 0%
20-03-20 16-04-20
15 days 0%
17-04-20 07-05-20
25 days 0%
08-05-20 11-06-20
13 days 0%
12-06-20 30-06-20
0 days 0%
30-06-20 30-06-20
80 days 0%
01-07-20 20-10-20
30 days 0%
01-07-20 11-08-20
20 days 0%
12-08-20 08-09-20
30 days 0%
09-09-20 20-10-20
0 days 0%
20-10-20 20-10-20
NPMS Business Projects-IT-Enabled 2

<Project Name> Preliminary Project Management Plan Full
5.2 Milestone Schedule
Milestone Responsibility
(Name and Title) Date (F)orecast or
(A)ctual
Approval of Feasibility Report
The project
management and
the developer of the
software is actually
responsible
approval of the
feasibility report.
Thu 26-09-19 A
Completion of Implementation phase
Project developer
and system
designer.
Fri 22-11-19 A
Completion of testing phase Tester and the
quality analyst
Tue 30-06-20 F
Closing the Project
Project manager,
Owner of Tolls, and
accounts
department
Tue 20-10-20 F
Table 1 - Milestone Schedule
6 Cost Management
6.1 Funding
<Provide the date, approving authority, and financial coding. As a minimum, repeat the
information provided in the SoR document.>
6.2 Budget and Cash Flow
<Provide an initial budget and outline the cash flow management process. As a minimum, copy the
spending breakdown provided in the SoR document and provide an estimate/timeline of how the
funds for those cost items / activities will be disbursed.>
7 Change Management
7.1 Request for Change Impact Assessment
An impact assessment will be conducted on all requests for change that may affect cost, schedule or
scope.
7.2 Change Control
Minor changes to the project that do not affect scope, time or cost will be approved by the Project
Leader up to the end of the Project Identification Stage.
NPMS Business Projects-IT-Enabled 1

<Project Name> Preliminary Project Management Plan Full
Major changes that affect scope, time and cost will be approved in accordance with the governance,
escalation and approval process to be outlined in the Project Charter.
8 Quality Management
8.1 Project Reviews
< Specify all processes committees or boards that are appropriate; for example, Monthly Process
Delivery Management (MPDM), IM/IT Architecture Review Board (IM/IT ARB), Enterprise
Change Advisory Board (eCAB), and the appropriate Investment Group i.e. ITSB Branch
Operations Committee, Chief Information Officer Management Board (CIO MB).
A Project Steering Committee will be set up in advance of finalizing the Project Charter.
The terms of reference for any review organizations should be referenced in Appendix B –
References.>
9 Human Resources Management / Staffing Management
9.1 Organization
<Provide Organization Chart and clarification of reporting relationships. This plan will apply to
the Project Identification Stage.>
9.2 Roles and Responsibilities
<Insert the roles and responsibilities of the key team members and decision makers of the
Identification Stage.>
10 Communications Management
<Describe how communications will be managed during the Identification Stage.>
Governance Dashboard and Reporting
<If the ITSB dashboard is not used, identify who will receive management reports. Information /
communications will be captured in accordance with PWGSC Information Management Policy.>
11 Risk Management
<Describe how project risks will be managed in accordance with the Departmental Risk
Management process, policies and procedures.>
12 Information Management
The project will manage all information and documentation produced in accordance with the
PWGSC Information Management Policy, using a project information management plan based on
the Information Management Plan template.
NPMS Business Projects-IT-Enabled 2

<Project Name> Preliminary Project Management Plan Full
<Indicate where Project Documents will be stored if not in E-DRM.>
13 Procurement Management
Consultant Acquisition
<Include any consultants required to supplement the project team; this would include, for example,
those assisting in the definition/analysis process or producing feasibility studies or other supporting
documentation.>
14 Stage Closure
The project will conduct administrative closure activities for the Identification Stage. <Contract
closure activities will be required for those service providers not participating in project delivery
activities. The goal is to ensure a smooth transition to the Project Delivery Team that will lead the
Implementation effort.>
NPMS Business Projects-IT-Enabled 3

<Project Name> Preliminary Project Management Plan Full
Appendix 1 – Attached Documents
<Note to Author: Documents that are appended to this Preliminary Project Plan are to be listed
under "Appendixes". Documents that are not attached but contain information important to the
project are to be listed under "References". >
The following documents are attached to this Project Plan for immediate reference.
<Note to Author: (Expand table as needed)>
Appendix Document Name Version or
Revision No. Date
A
B
C
Etc
NPMS Business Projects-IT-Enabled 4

<Project Name> Preliminary Project Management Plan Full
Appendix 2 – References
<Note to Author: Provide document name (or descriptive title) and where the document can be
found either in the Central Records files or in the E-DRM system. (Expand table as needed)>
The following documents are not attached but contain pertinent information, regarding this project.
They can be located as noted below:
No. Reference Document Name Location
e.g. File No.: E-DRM No. Web Address etc
File Volume
No.
1
2
3
Etc
NPMS Business Projects-IT-Enabled 5

<Project Name> Preliminary Project Management Plan Full
Appendix 3 – Glossary
Term Definition
Acronym Name in Full
References:
Toll Holding Limited 2019, Toll History, Toll, viewed 03 May 2019,
https://www.tollgroup.com/about/history
Atlassian 2019, Jira getting started, Atlassian, viewed 04 May 2019,
https://www.atlassian.com/software/jira/guides/getting-started/overview.
NPMS Business Projects-IT-Enabled 6