Project Management Toolbox

FAILURE MODE & EFFECTS ANALYSIS (FMEA)

Project Name

PROCESS <Name> SUB PROCESS 01.01.15
RESPONSIBLE DATE

POTENTIAL POTENTIAL POTENTIAL A B E RPN COUNTER- EFFECT A B E RP
ERRORS CONSEQUENCES CAUSES MEASURES N

<Text> <Text> <Text> 8 4 10 320 <Text> <Text> 0 0 0 000

<Text> <Text> <Text> 0 0 0 000 <Text> <Text> 00 0 00 000

O = Occurrence (1-10)
S = Severity (1-10)
D = Detection (1-10)
RPN = Risk Priority Number (multiplication of the three previous valuation numbers: number between 1-1000)

STATUS QUOSWOT ANALYSIS WEAKNESSES

POTENTIALProject Name  The text demonstrates how your own text will look
 when you replace the placeholder with your own text.
STRENGTHS
THREATS
 The text demonstrates how your own text will look
 when you replace the placeholder with your own text.  This is a placeholder text. This text can be replaced with your
 If you don’t want to use the style and size of the fonts as own text.

used in this placeholder it’s possible to replace it by selecting  This text can be replaced with your own text.
different options.  This text can be replaced with your own text.
 This is a placeholder text.
OPPORTUNITIES
HIGH
 The text demonstrates how your own text will look when you
replace the placeholder with your own text.

 If you don’t want to use the style and size of the fonts as
used in this placeholder it’s possible to replace it by selecting
different options.

LOW

SWOT ANALYSIS 45

Project Name 2
3
 Placeholder 1: 1
This is a placeholder text.

 Placeholder 2:
This text can be replaced with your own text.

 Placeholder 3:
This text can be replaced with your own text.

 Placeholder 4:
This is a placeholder text.

 Placeholder 5:
This is a placeholder text.

PROJECT CONTROL

PROJECT CONTROL

Project Control as cycle

Conception of Measures and 5 1 Fine Planning
their Implementation

Cause Analysis / Determine 42 Actual-Dates / Inventory
Deviations
3
Target / Actual Comparison

PROJECT MANAGEMENT

Project management as cycle

CONTROL TARGET-
ACTUAL
COMPARISON CONTROL
REVIEW
ACTUAL
VALUES

DEVELOPMENT DECISION
IMPLEMENTATION

TARGET DEFAULT
VALUES

CHANGE REQUEST

Project Name

SUBPROJECT <Text> REQUEST-NO. 05 RESPONSIBLE <Name 1
DATE 01.01.2015 PRIORITY low INITIATOR <Name 2>
DEADLINE high
DESCRIPTION medium

CONSEQUENCES The text demonstrates how your own text will look when you replace the placeholder with your own text.
If you don’t want to use the style and size of the fonts as used in this placeholder it’s possible to replace it
MEASURES by selecting different options.

The text demonstrates how your own text will look when you replace the placeholder with your own text.
If you don’t want to use the style and size of the fonts as used in this placeholder it’s possible to replace it
by selecting different options.

The text demonstrates how your own text will look when you replace the placeholder with your own text.
If you don’t want to use the style and size of the fonts as used in this placeholder it’s possible to replace it
y selecting different options.

01.01.15 Signature Client Signature Project Manager

Date

CHANGE REQUEST

Project Name

SUBPROJECT <Text> REQUEST-NO. 05 RESPONSIBLE <Name 1
DATE 01.01.2015 PRIORITY low INITIATOR <Name 2>
DEADLINE high
CONSEQUENCES medium
DESCRIPTION
MEASURES

01.01.15 Signature Client Signature Project Manager

Date

MEETING SCHEDULE

Project Name

DATE DESCRIPTION / CONTENT NOTES

Note: The text demonstrates how your own text will look when you replace the placeholder with your own text.

MEETING SCHEDULE

Project Name

DATE DESCRIPTION / CONTENT NOTES

Note: The text demonstrates how your own text will look when you replace the placeholder with your own text.

MEETING AGENDA

Project Name

TOPIC Name of Meeting TIME 00:00 – 00:00 LOCATION Room 104
DATE 01.01.2015
TIME FRAME /
PARTICIPANTS <Name 1>, <Name 2>, <Name 3>, <Name4 > DURATION
<Name 5>, <Name 6>
COPY TO 30 Min.
TOPIC / CONTENT OBJECTIVE RESPONSIBLE / 45 Min.
PRIORITY PRESENTER 15 Min.
<Text> <Text> …
ABC <Text> <Text> <Name 1>
<Text> <Text> <Name 2>
x … … <Name 3>
x …

x
x

x

APPOINTMENT ARRANGEMENTS

Project Name

PROJECT NAME / NO. Name of Meeting
TOPIC
COPY TO <Text> DATE 01.01.15 AUTHOR <Name >

<Name 1>, <Name 2>, <Name 3>, <Name 4>

NAME PHONE DEADLINES
(EMAIL)
Max Doe 01.03 05.04 04.05 06.06 18.06 01.07 15.08 29.09 02.09
<Name> 055-55 55 123
<Name> <Phone> + + + +++ + + +
<Name> <Phone> + + 0 0 + +
<Name> <Phone> + + + -0- + + +
<Name> <Phone> + 0 + 0 0 +
<Name> <Phone> + + + 000 + + +
<Phone> + + + - + +
+ + + - -+ 0 0 +

+++

0-0

+++

+ = Attendance possible 0 = Attendance mandatory - = No Attendance

MINUTES OF MEETING − VERSION 1

Project Name

PROJECT NAME / NO. Name of Meeting
DATE
01.01.2015 LOCATION / TIME Room 4, 10:00 o‘clock AUTHOR <Name >
PARTICIPANTS
COPY TO <Name 1>, <Name 2>, <Name 3>, <Name 4*> * No Attendance
<Name 5>, <Name 6>
COMPLETED BY /
NO. TOPIC / CONTENT RESPONSIBLE RESULT / DECISION TILL

1 <Text> <Name 1> <Text>
2 <Text> <Name 2> <Text>
3 <Text> <Name 3> <Text>
…… … …

MINUTES OF MEETING − VERSION 2

Project Name

PROJECT NAME / NO. Name of Meeting
DATE
01.01.2015 LOCATION / TIME Room 4, 10:00 o‘clock AUTHOR <Name >
PARTICIPANTS
COPY TO <Name 1>, <Name 2>, <Name 3>, <Name 4*> * No Attendance
<Name 5>, <Name 6>

NO. ART RESULT COMPLETED BY / TILL

1 Assignment <Text>
2 Decision <Text>
3 …. <Text>
…… …
10 Date <Text>
11 Recommendation <Text>
12 Detection <Text>

MINUTES OF MEETING − VERSION 3

Project Name

PROJECT NAME / NO. Name of Meeting
DATE
01.01.2015 LOCATION / TIME Room 4, 10:00 o‘clock AUTHOR <Name >
PARTICIPANTS
COPY TO <Name 1>, <Name 2>, <Name 3>, <Name 4*> * No Attendance
<Name 5>, <Name 6>
NO. WHO? TILL WHEN?
WHAT? WITH WHOM?
1 <Name 1> <Date>
2 <Name 3> <Text> <Name 2> …
3 <Name 4> <Text> … …
…… … … …
… …

NOTE <Name 1> PHONE 110
Max Doe (Position) DATE
Project Name <Name 2> NOTE TAKEN Lisa Doe (Position)

FROM <Name 3>
DIVISION <Name 4>
TO

ACTION / DESCRIPTION The text demonstrates how your own text will look when you replace
the placeholder with your own text. If you don’t want to use the style
The text demonstrates how your own text will look when you replace and size of the fonts as used in this placeholder it’s possible to replace
the placeholder with your own text. If you don’t want to use the style it by selecting different options.
and size of the fonts as used in this placeholder it’s possible to replace  The text demonstrates how your own text will look
it by selecting different options.  when you replace the placeholder with your own text.
The text demonstrates how your own text will look
 when you replace the placeholder with your own text.
 If you don’t want to use the style and size of the fonts
 as used in this placeholder it’s possible to replace it by selecting

different options.

PROJECT STATUS − REVIEW

Project Name

PROJECT NAME / NO. <Text> PROJECT STATUS:
DATE
COPY TO 01.01.2015 AUTHOR <Name > Green

HIGHLIGHTS / RESULTS <Name 1>, <Name 2>, <Name 3> COSTS STATUS DEVIATION / REASON

<Text> SCHEDULE STATUS <Text> <Text>

<Text>

PROPOSED MEASURES / NEXT STEPS

<Text>

01.01.15 Signature Client Signature Project Manager

Date

PROJECT STATUS REPORT − OVERALL STATUS (TRAFFIC LIGHTS)

Project Name

PROJECT NAME / NO. 01.01.2015 AUTHOR <Name>
DATE REQUIREMENTS
COSTS / BUDGET OVERALL STATUS
TIME / DEADLINES This is a placeholder text.
This is a placeholder text. This is a placeholder text.
This is a placeholder text.

 The text demonstrates how  The text demonstrates how  The text demonstrates how  The text demonstrates how
your own text will look your own text will look your own text will look your own text will look

 when you replace the  when you replace the  when you replace the  when you replace the
placeholder with your own placeholder with your own placeholder with your own placeholder with your own
text. text. text. text.

 If you don’t want to use the  If you don’t want to use the  If you don’t want to use the
style and size of the fonts style and size of the fonts style and size of the fonts

 it’s possible to replace it by  it’s possible to replace it by  it’s possible to replace it by
selecting different options. selecting different options. selecting different options.

PROJECT STATUS REPORT − OVERALL STATUS (TRAFFIC LIGHTS)

Project Name

PROJECT NAME / NO. 01.01.2015 AUTHOR <Name>
DATE

TIME / DEADLINES COSTS / BUDGET REQUIREMENTS OVERALL STATUS NEXT STEPS DECISIONS

The text The text The text The text The text The text
demonstrates demonstrates demonstrates demonstrates demonstrates demonstrates
how your own how your own how your own how your own how your own how your own
text will look text will look text will look text will look text will look text will look
when you replace when you replace when you replace when you replace when you replace when you replace
the placeholder the placeholder the placeholder the placeholder the placeholder the placeholder
with your own with your own with your own with your own with your own with your own
text. text. text. text. text. text.

PROJECT STATUS REPORT − PROJECT REPORT (CHECKLIST)

Project Name

PROJECT NAME / NO. 01.01.2015 AUTHOR <Name>
DATE

YES NO OVERALL STATUS

Will the Project be completed on time?

Will the Project be completed within budget?

Were all project issues successfully addressed and implemented?

Were the desired project results achieved with an acceptable quality level?

Were change requests implemented successfully?

Were the Project risks mitigated successfully?

Were all concerns of the clients considered and implemented?

…

PROJECT STATUS REPORT − PROJECT REPORT (TABLE)

Project Name

PROJECT NAME / NO. 01.01.2015 TIME FRAME 01.01 - 01.02.2015 AUTHOR <Name 2>
DATE

SUMMARY / MANAGEMENT SUMMARY

<Text>

PROJECT STATUS DEVIATION FROM PROJECT PLAN REASON
TASK / MILESTONES
<Text> <Text>
<Text>

PROJECT STATUS REPORT − PROJECT REPORT (TABLE)

Project Name

PROBLEMS EXPECTED PROBLEMS SOLUTION APPROACH
EXISTING PROBLEMS
<Text> <Text>
<Text>
IMPLEMENTED CHANGE REQUESTS IMPLEMENTED CORRECTIONS
CHANGES TO PROJECT PROCESS
SUGGESTED CHANGE REQUESTS <Text> <Text>

<Text>

PLANNED ACTIONS

<Text>

ORGANIZATIONAL POINTS

<Text>

JOB LIST / TASK LIST

Project Name

DATE WHAT? WHO? TILL WHEN? COMPLETED

This is a placeholder text. This text can be Yes
replaced with your own text.

This text can be replaced with your own text. No

This is a placeholder text. In process

Note: The text demonstrates how your own text will look when you replace the placeholder with your own text.

JOB LIST / TASK LIST

Project Name

DATE WHAT? WHO? TILL WHEN? COMPLETED

This text can be replaced with your own text. Yes
This is a placeholder text. No
This text can be replaced with your own text. In process
This is a placeholder text.
This text can be replaced with your own text.
This is a placeholder text.

Note: The text demonstrates how your own text will look when you replace the placeholder with your own text.

DECISION CHART − DECISION DIARY

Project Name

DATE DECISION REASON RESPONSIBLE / DECIDER

This text can be replaced with your own text.
This is a placeholder text.
This text can be replaced with your own text.
This is a placeholder text.

DECISION CHART − DECISION DIARY

Project Name

DATE DECISION REASON RESPONSIBLE / DECIDER

This text can be replaced with your own text.

This is a placeholder text.

This text can be replaced with your own text.

This is a placeholder text.

LIST OPEN ISSUES − VERSION A

Project Name

PROJECT NAME / NO. <Project name> AUTHOR <Name >
DATE (STAND) 01.01.2015
RESPONSIBLE
NO. ACTIVITY / TASK DATE DATE NOTE
(PLANNED) (ACTUAL) <Name>
1 <Text> <Name> …
2 <Text> 01.01.15 15.01.15 … …
3 <Text> <Date> <Date> … …
…… …
… …
… …

LIST OPEN ISSUES − VERSION B

Project Name

PROJECT NAME / NO. <Project name> AUTHOR <Name >
DATE (STAND) 01.01.2015
RESPONSIBLE
NO. ACTIVITY / TASK RESULT DATE STATUS
<Name>
1 <Text> <Text> <Name> 01.01.15 open
2 <Text> <Text> <Name> 01.01.15 completed
3 <Text> <Text> … 01.01.15 open
…… … … …

LESSONS LEARNED REPORT ─ REVIEW

Project Name

PROJECT NAME / NO. <Project name> AUTHOR <Name >
DATE (STAND) 01.01.2015
SUCCESS FACTORS
SUBJECTS / CATEGORIES (What was good?) PROBLEMS / FAILURES
… (What needs improvement?)
Project start …
Definition of objectives and Project assignment … ….
Skill of Project team … …
Project organization ….
Project planning …
Communication
Conferences & Meetings
Documentation
Decisions
Project controlling
Project marketing
…

LESSONS LEARNED REPORT ─ REVIEW

Project Name

DIFFICULTIES / PROBLEMS DURING REASONS / ROOT CAUSES COGNITIONS (LESSONS LEARNED)
PROJECT PROCESS
… …
<Text> … …
<Text> … …
<Text> … …
<Text>
…

WHAT WENT WELL …
DURING THE PROJECT? …
WHAT WENT NOT WELL
DURING THE PROJECT?

LESSONS LEARNED REPORT ─ REVIEW

Project Name

Project assignment CHANGING OF THE CONDITIONS DURING PROJECT
Project planning / Schedule
Budget No longer relevant, necessary adjustments
Team rules Everything according to schedule
Risk analysis and estimation
Project success Budget is no longer sufficient and must be adapted
… Rule XY was not respected
New risks have been added
ASSESSMENT OF COOPERATION …
…
Project Manager  Project team
Project team together PRAISE / RECOGNITION CRITICISMS
Project team  Other Areas
Project team  Steering Committee … …
Project team  Client … …
… …
… …
… …

COST PERFORMANCE INDEX

Project Name

COST PERFORMANCE INDEX UND SCHEDULE PERFORMANCE INDEX COST PERFORMANCE INDEX

PROJECT TITLE CPI SPI BUDGET % COST PLAN Underrun 10
COMPLETE VARIANCE VARIANCE 0 to 5% Overrun 15
A Placeholder 0.98 1.34 1.000 000
B Placeholder 1.00 0.62 1.000 000 TO DATE xxxx xxxx
C Placeholder 0.91 0.85 1.000 000 xx.xx%
D Placeholder 0.90 0.75 1.000 000
E Placeholder 0.95 0.90 1.000 000 xx.xx% xxxx xxxx 5 to 10% Overrun 65
F Placeholder 0.97 0.86 1.000 000
G Placeholder 0.93 1.01 1.000 000 xx.xx% xxxx xxxx
H Placeholder 0.89 0.83 1.000 000
I Placeholder 0.99 0.97 1.000 000 xx.xx% xxxx xxxx

xx.xx% xxxx xxxx SCHEDULE PERFORMANCE INDEX

xx.xx% xxxx xxxx Underrun
0 to 5% Overrun
xx.xx% xxxx xxxx 28

xx.xx% xxxx xxxx

xx.xx% xxxx xxxx 71

COST PERFORMANCE INDEX COST PERFORMANCE INDEX

Project Name 0,9

COST PERFORMANCE INDEX UND SCHEDULE PERFORMANCE INDEX SCHEDULE PERFORMANCE INDEX

1.2 0,78
1

0.8
0.6
0.4
0.2

0

CPI SPI

COST PERFORMANCE INDEX

Project Name

COST PERFORMANCE INDEX UND SCHEDULE PERFORMANCE INDEX COST PERFORMANCE INDEX

Reporting Cut-Off-Date Estimated Cost 0,9
at completion
SCHEDULE PERFORMANCE INDEX
Total budgeted Cost Projected
Overrun 0,78

DOLLARS Actuals Budget at
Plan completion
Earned Value
Estimated
difference

TIME

COST PERFORMANCE INDEX

Project Name

COSTS COSTS

INFLUENCE
PREPARATION

PROJECT PROJECT PLANNING OF IMPLEMENTATION PROJECT SUPPORT
DEFINITION PREPARATION IMPLEMENTATION COMPLETION

PROJECT CONCLUSION

PROJECT CONCLUSION REPORT − PERFORMANCE ANALYSIS

Project Name

PROJECT NAME / NO. <Date> PROJECT START <Date> PROJECT END <Date>
DATE <Name 1> CLIENT <Name 2> PROJECT MANAGER <Name 3>
AUTHOR
<Name 4>, <Name 5>, <Name 6>, …
PROJECT MEMBERS

PLANNED PROJECT OBJECTIVE (TARGET) ACTUAL PROJECT RESULT (ACTUAL) DEVIATION / CAUSE

Actual project assignment, objectives and goals Ascertained results of the Project Reasons and causes of deviations
and responsible person
……
…

… ……

PROJECT CONCLUSION REPORT − PERFORMANCE ANALYSIS

Project Name

PROJECT NAME / NO. <Date> PROJECT START <Date> PROJECT END <Date>
DATE <Name 1> CLIENT <Name 2> PROJECT MANAGER <Name 3>
AUTHOR
<Name 4>, <Name 5>, <Name 6>, …
PROJECT MEMBERS

PLANNED PROJECT OBJECTIVE (TARGET) ACTUAL PROJECT RESULT (ACTUAL) DEVIATION / CAUSE

Actual project assignment, objectives and goals Ascertained results of the Project Reasons and causes of deviations
and responsible person
… …
…

… ……

PROJECT CONCLUSION REPORT − DEADLINES / MILESTONES

Project Name

NO. DATE / MILESTONE DATE (PLAN) DATE (PLAN) DEVIATIONS / CAUSE

1.1 <Text> <Date> <Date> Reasons and causes of deviations and
responsible person
1.2 <Text> <Date> <Date>
1.3 <Text> <Date> <Date> …
1.4 <Text> <Date> <Date>
…… … … …

…

…

PROJECT CONCLUSION REPORT − PROJECT ORGANIZATION

Project Name

DEVELOPMENT PROCEDURE ALTERATION

Structural organization during project. Structural organization during project. History of alterations including filed and
approved applications.
MANAGEMENT  <Date1>
 <Date2>  <Date>, <Application 1>, Status
PROJECT STAFF  <Date3>  <Date>, <Application 2>, Status
MANAGER  <Date4>  <Date>, <Application 3>, Status
 <Date5>  <Date>, <Application 4>, Status
Department A Department B Department C  <Date6>  <Date>, <Application 5>, Status
 <Date7>  <Date>, <Application 6>, Status
1 2 3  <Date>, <Application 7>, Status

Evaluation of development and structural Evaluation of development and structural Evaluation of development and structural
organization: Additional notes and organization: Additional notes and organization: Additional notes and
comments comments comments
Evaluation of development and structural Evaluation of development and structural Evaluation of development and structural
organization: Additional notes and organization: Additional notes and organization: Additional notes and
comments comments comments

PROJECT CONCLUSION REPORT − BUDGET / COSTS

Project Name

TYPE OF COST PLANNED ACTUAL DEVIATIONS / CAUSES
COSTS COSTS
Staff Costs (internal) Reasons and causes of deviations and responsible person
00.000 00.000
Services (external) …
00.000 00.000 …
Material …
Travel Expenses 00.000 00.000 …
Advertising Expenses 0.000 0.000
Rent 0.000 0.000
Hardware 0.000 0.000
Software / Licenses 0.000 0.000
Equipment 0.000 0.000
Other Costs 0.000 0.000
Total Costs 0.000 0.000

00.000 00.000

PROJECT CONCLUSION REPORT − TRANSFER LIST

Project Name

TOPIC RECIPIENT STATUS

<Text> <Name> Transfer completed
<Department> <Date>
<Text> Still open
<Name>
<Text> <Department> Transfer completed

<Text> <Name> Transfer completed
<Text> <Department> …
…
… <Name>
<Department>

…

PROJECT CONCLUSION REPORT − OPEN ISSUES

Project Name

STILL PENDING ACTIVITIES / FOLLOW-UP'S DATE RESPONSIBLE
NO. TASK / DESCRIPTION
<Date> <Name>
1.1 <Text> <Date> <Name>
1.2 <Text> <Date> <Name>
1.3 <Text>

01.01.15 Signature Client Signature Project Manager

Date

PROJECT FEEDBACK − SURVEY FORM

Project Name

PROJECT NAME / NO. <Text> Project team 2 Project team 3 Project team 4
Expert
YOUR FUNCTION DURING PROJECT Project team 1 Very good
Steering Average Very satisfied
How do you rate the quality of the job description Very satisfied
and to goal achievement by the team? Committee Average
How satisfied are you with the advice of Poor Very high
project management and planning team? Average Very satisfied
How significant do you estimate your own contribution Unsatisfied Very satisfied
to problem solving and success of the project? Average
How significant do you estimate your own contribution Unsatisfied
to problem solving and success of the project? Average
How satisfied are you with the Very low
implementation of the project's objectives? Average
How satisfied are you with the cost Unsatisfied
and time frame of the project?
Unsatisfied
What specific suggestions and recommendations  Proposal 1
do you have for future projects?  Proposal 2
 Proposal 3