Office of Information Technology

Project Management
Plan
Template

Version 3.0 ● APRIL 28, 2017

Using this Template
To create a deliverable from this template:

1. Delete the template title page (previous page) and this page.

2. Replace [bracketed text] on the cover page (next page) with your project and the requesting office
name.

3. Replace [bracketed text] in the tool header area at the top of page i (Contents page) with the
same project and office name as on the cover page.

4. Do not remove or modify content in the footer area.

5. Each section contains abbreviated instructions, shown in blue italics, and a content area. The
content area is marked with a placeholder symbol () or with a table.

6. Each section contains the following categorization:

Rule Chapter 74-1 Required – The section/field must be completed in compliance with
Rule Chapter 74-1, Florida Administrative Code (F.A.C.).

Rule Chapter 74-1 Recommended – The section/field is not required; however, under Rule
Chapter 74-1, Florida Administrative Code (F.A.C.), it adds value and therefore should be
considered as part of the project documentation.

FDOT Required – The section/field must be completed in support of Innotas, the

Department’s Portfolio Management Tool used for reporting and tracking projects.

FDOT Recommended – The section/field is not required; however, the information provided
adds value and provides consistent project documentation throughout Department
projects.

7. Each section will display a version of this image containing 1 to 4 numbers. If the Risk and
Complexity (R&C) Category for a project is included in the displayed image, then that section is
required or recommended by Rule Chapter, 74-1, Florida Administrative Code (F.A.C.). Do not
remove or resize the image.
1 2
3 4
8. The various sections and fields found in the template and tool must not be removed or
rearranged. Where relevant, use N/A to indicate that the section/field is not applicable to this
project.

Note: The italicized blue instructions within the template may be removed.

9. Update the table of contents by right-clicking and selecting “Update Field,” then “Update entire
table.”

10. If this template does not fit the needs of the project, specifically document in the Project
Mangement Plan (PMP) that deviation from this template is necessary. Any altered, added or
removed sections to the template must be approved by the signatories listed on the PMP
template. Note: Any modifications to the approved template must still meet the minimum
requirements of Rule Chapter 74-1, Florida Administrative Code (F.A.C.).

PDM Project Management Plan Template v3.0|4/18/2017

 11. The signatories listed on the signature page of this document must be obtained to meet the
minimum FDOT requirements for approval. As appropriate for the project, additional stakeholder
signatures may be requested to establish ownership and accountability.

Template Revision History

Version Date Name Description

3.0 4/28/2017 Melissa Elrod Original Creation

PDM Project Management Plan Template v3.0|4/18/2017

 P ro je ct De live ry Me t ho do lo g y (P DM)
PROJECT MANAGEMENT PLAN

[Functional Office(s) Name]

[PROJECT NAME]
VERSION: [VERSION NUMBER] REVISION DATE: [DATE]
Approval of the Project Management Plan indicates an understanding of the purpose and content
described in this deliverable. By signing this deliverable, you are stating that you have reviewed
this Project Management Plan and agree that the content of the document is accurate and clearly
describes the project management methodology for the project.

Project Sponsor

[Name] [Email] [Telephone]

Signature Date

<Business> Functional Application Coordinator (FAC)

[Name] [Email] [Telephone]

Signature Date

OIT Manager

[Name] [Email] [Telephone]

Signature Date

Project Manager

[Name] [Email] [Telephone]

Signature Date

Contract Manager (external projects only)

[Name] [Email] [Telephone]

Signature Date

OIT Section Manager (internal projects only)

[Name] [Email] [Telephone]

Signature Date

PDM Project Management Plan Template v3.0|4/18/2017

 Contents

Section 1 Executive Summary...........................................................................4

Section 2 Project Scope.....................................................................................4

2.1 Project Scope Summary....................................................................4

2.2 In Scope............................................................................................. 4
2.3 Out of Scope......................................................................................4
2.4 Project Objectives..............................................................................4
2.5 Critical Success Factors.....................................................................5
2.6 Assumptions......................................................................................5
2.7 Constraints......................................................................................... 5
2.8 Trace Project Scope & Objectives.....................................................5
2.9 Interdependencies.............................................................................6

Section 3 Project Approach...............................................................................6

3.1 Project Approach...............................................................................6

Section 4 Project Organizational & Governance Structure................................6

4.1 Decision-Making Responsibilities.......................................................6

4.2 Escalation Responsibilities.................................................................7
4.3 Identify Stakeholders.........................................................................7
4.4 Identify Project Team.........................................................................7
4.5 Project Organization & Governance Chart.........................................8
4.6 Project Governance Process.............................................................8
4.6.1 Governance Process.........................................................................8
4.6.2 Governance Roles & Responsibilities................................................8
4.6.3 Approval Authorities...........................................................................8
4.6.4 Approval Authorities Process.............................................................8
4.6.5 Process for Final Product Acceptance...............................................9
4.7 Reporting & Escalation Processes.....................................................9

Section 5 Resource Plan...................................................................................9

5.1 Anticipated Resources.......................................................................9

5.2 Human Resources.............................................................................9
5.3 Method(s) for Acquiring New Personnel...........................................10
5.4 Resource Training............................................................................10
5.5 Equipment/Materials Resources......................................................10
5.6 Method(s) for Acquiring Equipment/Materials..................................11
5.7 Maintenance/Support of Resources.................................................11

Section 6 Work Breakdown Structure..............................................................11

6.1 Work Breakdown Structure..............................................................11

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 Section 7 Project Schedule Management Plan................................................11

7.1 Project Schedule Approach..............................................................11

7.2 Project Schedule & Milestones.......................................................12
7.3 Schedule Baseline...........................................................................12
7.4 Schedule Management....................................................................12

Section 8 Cost Management Plan....................................................................12

8.1 Budget.............................................................................................. 12
8.2 Project Funding Authority/Source(s)................................................13
8.3 Budget Breakdown...........................................................................13
8.4 Cost Management............................................................................13

Section 9 Communications Management Plan................................................13

9.1 Project Information Requirements....................................................14

9.2 Assess Stakeholders.......................................................................14
9.3 Communication Plan........................................................................14
9.4 Centralized Document Repository...................................................15
9.5 Communications Tracking................................................................15
9.6 Documentation Standards................................................................15

Section 10 Change Management Plan..............................................................15

10.1 Change Control Process..................................................................15

10.2 Change Management Roles & Responsibilities...............................16
10.3 Track Project Changes.....................................................................16

Section 11 Quality Management Plan.................................................................16

11.1 Quality Management........................................................................16

11.2 Quality Planning Activities................................................................17
11.3 Quality Assurance Activities.............................................................17
11.4 Quality Control Activities..................................................................17
11.5 Test Plan..........................................................................................18

Section 12 Deliverable Acceptance Plan.............................................................18

12.1 Project Deliverables.........................................................................18

12.2 Deliverable Acceptance Plan...........................................................18

Section 13 Risk Management.............................................................................19

13.1 Risk & Complexity Assessment.......................................................19

13.2 Risk Management Plan....................................................................20
13.3 Risk Identification, Tracking, & Review............................................20
13.4 Risk Analysis....................................................................................20
13.5 Risk Mitigation..................................................................................20
13.6 Roles & Responsibilities...................................................................21

Section 14 Issue Management Plan..................................................................21

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 14.1 Issue Management Plan..................................................................21
14.2 Issue Identification, Tracking, & Review...........................................21
14.3 Issue Evaluation & Management.....................................................21
14.4 Issue Resolution..............................................................................22
14.5 Roles & Responsibilities...................................................................22

Section 15 Procurement Management Plan......................................................22

15.1 Procurement Management...............................................................22

15.2 Procurement Products/Services.......................................................22
15.3 Procurement Rules/Statutes............................................................23
15.4 Contract Management......................................................................23

Section 16 Organizational Change Management Plan........................................23

16.1 Impact.............................................................................................. 23
16.2 Readiness........................................................................................24
16.3 Communication................................................................................24
16.4 Training............................................................................................24

Section 17 System Security Plan.......................................................................25

17.1 Rule Chapter 74-2, F.A.C.................................................................25

Section 18 Document Revision History..............................................................25

Section 19 Appendices......................................................................................25

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Section 1 Executive Summary 1 2

FDOT Recommended for R&C Category 3 4

Summarize the purpose of the project, any specific deliverables and/or tasks, basic project
timeline, and any other relevant information.


Section 2 Project Scope

2.1 Project Scope Summary 1 2

FDOT Recommended for R&C Category 3 4

The project scope defines all the work that must be done to complete the project successfully.


2.2 In Scope 1 2
3 4
Rule Chapter 74-1 Required for R&C Category

Summarize what is “in scope.”

FDOT Recommendation: Define the scope of the project. Include all service(s) and result(s)
included in the project’s scope.


2.3 Out of Scope 1 2

3 4
Rule Chapter 74-1 Required for R&C Category

Summarize what is “out of scope.”

FDOT Recommendation: Identify what is excluded from the project. Explicitly stating what is out
of scope helps to manage stakeholders’ expectations.


2.4 Project Objectives 2

3 4
Rule Chapter 74-1 Required for R&C Category

Delineate the project objectives.

FDOT Recommendation: These objectives should be focused solely on the project and used to
discern the success of the project activities.


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 2.5 Critical Success Factors 1 2
3 4
FDOT Recommended for R&C Category

Critical success factors are elements that must exist for the project to be successful. Examples
may include, but are not limited to:
 Proper mix of expert resources;
 Strong collaboration with key stakeholders;
 Effective communications;
 Strong alignment of project objectives with agency strategic plan;
 Executive support.

2.6 Assumptions 2

Rule Chapter 74-1 Required for R&C Category 3 4

Identify assumptions.
FDOT Recommendation: In this section, list or describe the assumptions used in planning the
project. Assumptions are factors considered to be true, real, or certain, without proof or
demonstration.


2.7 Constraints 2

Rule Chapter 74-1 Required for R&C Category 3 4

Identify constraints.
FDOT Recommendation: In this section, list or describe the specific internal or external
constraints (restrictions or limitations) that affect the execution of this project. Constraints are
factors affecting the execution of a project. For example, contractual and funding provisions are
generally considered to be constraints.


2.8 Trace Project Scope & Objectives 2

Rule Chapter 74-1 Required for R&C Category 3 4

Discuss how the project scope and objectives trace back through the Project Charter to initial
project documents such as the Schedule IV-B.

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 FDOT Recommendation: Provide the predecessor document(s) and section(s) that contain the
project scope and objectives (such as the Project Charter and Schedule IV-B).


2.9 Interdependencies 1 2

FDOT Recommended for R&C Category 3 4

Identify projects, initiatives, and/or production systems (if any) that will be impacted by the project.


Section 3 Project Approach

This section describes the tactics for managing the project and developing the solution.

3.1 Project Approach 2

3 4
Rule Chapter 74-1 Required for R&C Category

Document the approach for project execution (identify the Software Development Life Cycle
model that will be used – such as Agile, waterfall, etc.)
FDOT Recommendation: Describe the approaches you will use for development, data migration
(if applicable), and testing. Discuss the Software Development Life Cycle (SDLC), or other
methodologies or frameworks (waterfall, agile, hybrid, etc.) that will be used to complete the
project. Include a description of any major project steps (phases, gates, sprints, etc.).


Section 4 Project Organizational & Governance Structure

The Project Organizational Chart and Governance Structure document the project from an
organizational perspective.

4.1 Decision-Making Responsibilities

1 2
Rule Chapter 74-1 Required for R&C Category

Identify responsibilities for decision-making.



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 4.2 Escalation Responsibilities
1 2
Rule Chapter 74-1 Required for R&C Category

Identify responsibilities for escalation.



4.3 Identify Stakeholders

1 2
Rule Chapter 74-1 Required for R&C Category

Identify the project stakeholders.

FDOT Recommendation: Identify a list of key stakeholders (organizations and/or individuals) who
are affected by and/or interact with the project, or any of the systems, services, or activities that
are affected by the project.
There is an FDOT Recommended tool to assist with the requirements noted for the
Communication Plan and identification of stakeholders. It is called the Stakeholder Analysis
Communication Plan. Rule Chapter 74-1 does not require the use of a Stakeholder Analysis
Communication Plan template, however it may be used in lieu of filling out this section of the
Project Management Plan. State if the Stakeholder Analysis Communication Plan template was
used to complete this section. Otherwise, provide all required documentation necessary to
comply with Rule Chapter 74-1.


4.4 Identify Project Team 1 2

FDOT Recommended for R&C Category 3 4

If known, identify sections or individuals planned for the project team along with their roles and
responsibilities.
Resource Role Resource Name Responsibility

Project Manager

Business Analyst

Project Sponsor

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 4.5 Project Organization & Governance Chart
3 4
Rule Chapter 74-1 Required for R&C Category

Document a representation of the project from an organizational perspective. Include an

organization chart with stakeholder and governance structures identified.
FDOT recommendation: Provide an outline or diagram.


4.6 Project Governance Process

Effective Governance provides strategic direction to a project, helps remove barriers for the
project team, and authorizes human, financial, or material resources to be allocated based on
expected performance and benefits. For issues that are beyond the control of the project
manager or team, the Agency Management identified within the governance process serves as
an escalation path.

4.6.1 Governance Process

Rule Chapter 74-1 Required for R&C Category 3 4

Include a detailed description of the project and the Agency’s governance process.


4.6.2 Governance Roles & Responsibilities

Rule Chapter 74-1 Required for R&C Category 3 4

Include a detailed description of the project and Agency’s governance roles and responsibilities.


4.6.3 Approval Authorities

3 4
Rule Chapter 74-1 Required for R&C Category

Include a detailed description of approval authorities for project documents or artifacts.



4.6.4 Approval Authorities Process

3 4
FDOT Recommended for R&C Category

Include a detailed description of approval authorities identified for project documents or artifacts.

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 FDOT Recommendation: Identify authority level(s) required to make or approve various levels of
change to the schedule, budget or spending plan, objectives, or requirements. Describe the
process for approving the change.


4.6.5 Process for Final Product Acceptance

Rule Chapter 74-1 Required for R&C Category 3 4

Include a detailed description of any processes for final product acceptance.



4.7 Reporting & Escalation Processes

3 4
Rule Chapter 74-1 Required for R&C Category

Include reporting and escalation parameters for variances in baseline schedule, cost, and scope.
FDOT Recommendation: Describe the roles, responsibilities, processes, and triggers for project
escalation.


Section 5 Resource Plan

The Resource Plan documents the resources required to complete the project.

5.1 Anticipated Resources

1 2
Rule Chapter 74-1 Recommended for R&C Category

List the number and type of resources anticipated and what, if any, resources must be procured.

5.2 Human Resources

3 4
Rule Chapter 74-1 Required for R&C Category

The Human Resource Plan establishes the project team, describes the roles and responsibilities
of the project team members,and documents the human resources required to complete the
project.The Human Resource Plan provides guidance on how the project’s human resources
should be defined, staffed, managed, and eventually released.

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 Document the resources required to complete the project and how these resources will be
acquired. Identify project roles, skills, number, and resource type required.
FDOT Recommendation: Provide an estimation of all labor required to complete the tasks,
identifying specific project roles, skills, quantities, and responsibilities. Identify resources available
internally. The chart below may be used to display this information, and additional rows may be
added as necessary.
Role Skill Quantity Type (FTE vs Outsourced)

5.3 Method(s) for Acquiring New Personnel

Rule Chapter 74-1 Required for R&C Category 3 4

Specify the method(s) for acquiring new personnel or incorporating and backfilling the current
responsibilities of existing personnel.
FDOT Recommendation: Include an estimate of the amount of time each resource will be
required.


5.4 Resource Training

FDOT Recommended for R&C Category 3 4

If known, describe training required by project resources.



5.5 Equipment/Materials Resources

3 4
Rule Chapter 74-1 Required for R&C Category

Identify types, quantities, and purpose for equipment or materials.

FDOT Recommendation: The chart below may be used to display this information, and additional
rows may be added as necessary.
If available, provide a link to the Technical Architecture Document or the project SharePoint site.
Type Quantity Purpose

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 5.6 Method(s) for Acquiring Equipment/Materials
3 4
Rule Chapter 74-1 Required for R&C Category

Specify the method(s) for acquiring equipment or materials.



5.7 Maintenance/Support of Resources 1 2

FDOT Recommended for R&C Category 3 4

Describe plans for maintenance, support, upgrades, decommissioning, software licensing and
renewal, and any future purchases that may be necessary.


Section 6 Work Breakdown Structure

The WBS divides the work into smaller, more manageable tasks with each descending level
itemizing more detailed work. The WBS is often used to develop the Project Schedule and to set
up any dependencies for work that must be completed.

6.1 Work Breakdown Structure

Rule Chapter 74-1 Required for R&C Category 3 4

- Document the hierarchical and incremental decomposition of the project into phases,
deliverables, and work packages.
- Identify all the tasks required to deliver the total scope of work to produce each deliverable.
- Tasks must be decomposed into substasks until they can be estimated, observed, and
evaluated.


Section 7 Project Schedule Management Plan

7.1 Project Schedule Approach

1 2
Rule Chapter 74-1 Recommended for R&C Category

Rule Chapter 74-1 Required for R&C Category 3 4

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 Document the approach to create an integrated master schedule that encompasses the total
scope of the project and identifies the project’s critical path.


7.2 Project Schedule & Milestones 1 2

FDOT Recommended for R&C Category 3 4

In this section, include a summary of the schedule containing project start and finish dates, as
well as dates for significant project phases or milestones in this document. Reference the location
where the Project Schedule may be obtained.


7.3 Schedule Baseline

3 4
Rule Chapter 74-1 Required for R&C Category

Describe the process for establishing and changing the schedule baseline.

7.4 Schedule Management

Rule Chapter 74-1 Required for R&C Category 3 4

Describe the responsibilities, timeframes, and methods to manage, update and report progress
(including Earned Value Analysis) throughout the project.

Section 8 Cost Management Plan

1 2
8.1 Budget
3 4
Rule Chapter 74-1 Required for R&C Category

Project budgeting determines the estimated costs associated with different project activities.
Budgeting is done in parallel with the project schedule development. The budget is highly
dependent on both the estimated length of tasks and the resources assigned to the project.
Develop and maintain a Project Budget, which must include specific fiscal year cost totals over
the life of the project and the overall total cost of the project.

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 8.2 Project Funding Authority/Source(s)
Rule Chapter 74-1 Required for R&C Category 3 4

Include a description of the funding source(s) for the project.

FDOT Recommendation: The chart below may be used to display this information, and additional
rows may be added as necessary. Examples include General Revenue, Trust Fund, Grant, Work
Program, LBR, etc.

Amount Source of Authorization

8.3 Budget Breakdown

Rule Chapter 74-1 Required for R&C Category 3 4

Include a breakdown of the Project costs by major expense categories.

FDOT Recommendation: Some examples of major expense categories include Contract
Services, Expense, Other Capital Outlay, etc.


8.4 Cost Management 1 2

FDOT Recommended for R&C Category 3 4

Describe the responsibility for and process of reviewing, updating, and reporting the project cost
information. Cost management activities are subject to the governance and escalation processes
described in the Organizational and Governance Plan, and change control processes are
described in the Change Management Plan.


Section 9 Communications Management Plan

The purpose of this plan is to facilitate effective communications with all identified stakeholders.

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 9.1 Project Information Requirements 1 2

Rule Chapter 74-1 Required for R&C Category 3 4

Identify the project information requirements of stakeholders and detail what, when, and how
information will be collected and reported.


9.2 Assess Stakeholders 1 2

FDOT Recommended for R&C Category 3 4

Assess each stakeholder on such factors as their impact or influence on the project and their risk
tolerance. The communications and interactions with the stakeholder should take these factors
into account.
FDOT Recommendation: There is an FDOT Recommended tool to assist with the requirements
noted for the Communication Plan and identification of stakeholders. It is called the Stakeholder
Analysis Communication Plan. Rule Chapter 74-1 does not require the use of a Stakeholder
Analysis Communication Plan template, however it may be used in lieu of filling out this section of
the Project Management Plan. State if the Stakeholder Analysis Communication Plan template
was used to complete this section. Otherwise, provide all required documentation necessary to
comply with Rule Chapter 74-1.


9.3 Communication Plan

Rule Chapter 74-1 Required for R&C Category 3 4

Identify the responsibility, frequency, format, and distribution method for meeting summaries,
project status reports, project governance meetings, and stakeholder communications, including
reporting variances in schedule, cost, or scope and emerging risks or issues.
FDOT Recommendation: There is an FDOT Recommended tool to assist with the requirements
noted for the Communication Plan and identification of stakeholders. It is called the Stakeholder
Analysis Communication Plan. Rule Chapter 74-1 does not require the use of a Stakeholder
Analysis Communication Plan template, however it may be used in lieu of filling out this section of
the Project Management Plan. State if the Stakeholder Analysis Communication Plan template
was used to complete this section. Otherwise, provide all required documentation necessary to
comply with Rule Chapter 74-1.


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 9.4 Centralized Document Repository
3 4
Rule Chapter 74-1 Required for R&C Category

Document the location of the project repository.

FDOT Recommendation: This is generally the FDOT project SharePoint site.


9.5 Communications Tracking

Rule Chapter 74-1 Required for R&C Category 3 4

Include documentation for Decision Tracking and Action Item Tracking (see Rule 74-1.006,
F.A.C. – Monitoring and Controlling).
FDOT Recommendation: State where (link or specific document name) the Decisions and Action
Items will be located.


9.6 Documentation Standards 1 2

FDOT Recommended for R&C Category 3 4

Describe the approach, location, standards, etc. for storing all project documentation. Describe
the processes and criteria for project documentation. Include such things as software standards
(MS Word, Excel, etc.) for deliverables, assigned authors, reviewers and approval process,
naming conventions, and version control.


Section 10 Change Management Plan

Changes should be expected during the project. These changes can result from the realization of
risks, externally imposed requirements, estimation errors, leadership decisions, or adoption of
new approaches in order to gain efficiency. Regardless of the source, it’s important that changes
be managed to minimize adverse impacts to the project. Any change impacting scope, schedule,
or cost initiates the change management process. Change management activities are subject to
the governance and escalation processes described in the Organizational and Governance Plan.

10.1 Change Control Process 1 2

3 4
Rule Chapter 74-1 Required for R&C Category

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 Document the change control process and documentation involved in identifying, analyzing
impacts, escalating, approving, and managing change requests related to the project’s schedule,
cost, or scope baselines, or a change to project deliverables (see Rule 74-1.006, F.A.C –
Monitoring and Controlling).


10.2 Change Management Roles & Responsibilities 1 2

FDOT Recommended for R&C Category 3 4

Define the various change control roles and responsibilities. Include specific levels of authority for
approval of change at each escalation level.


10.3 Track Project Changes 1 2

FDOT Recommended for R&C Category 3 4

Describe the change control tracking process, including the maintenance of the project Change
Log. The log is used to record project change requests, track their status as they progress
through the review process, and record their approval or disapproval. A Change Log template is
available in the FDOT Project Workbook.


Section 11 Quality Management Plan

The purpose of the Quality Management Plan is to describe how quality will be managed
throughout the lifecycle of the project. It also includes the processes and procedures for ensuring
quality planning, assurance, and control are all conducted. The organization may already have a
standardized approach to quality; however, whether it is standard or not, the approach should be
documented and communicated to all project stakeholders.

11.1 Quality Management

1 2
Rule Chapter 74-1 Required for R&C Category

Document any method(s) for ensuring customer acceptance of the product or service.


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 11.2 Quality Planning Activities
3 4
Rule Chapter 74-1 Required for R&C Category

Document the processes and procedures for ensuring quality planning is conducted.
FDOT Recommendation: The focus of quality planning is on the approach that will be used to
manage quality throughout the project’s lifecycle. Describe the activities that will be used to
manage quality, how quality planning and management will be documented, and responsibilities
for quality planning and management.


11.3 Quality Assurance Activities

3 4
Rule Chapter 74-1 Required for R&C Category

Document the processes and procedures for ensuring quality assurance is conducted.
FDOT Recommendation: The focus of quality assurance is on the processes used in the project.
The goal of quality assurance is to improve processes so that defects do not arise when the
product is being developed. Describe the activities that will be used to monitor quality, how quality
activities will be documented, responsibilities for all quality activities, and training of team
members.


11.4 Quality Control Activities

Rule Chapter 74-1 Required for R&C Category 3 4

Document the processes and procedures for ensuring quality control is conducted.
FDOT Recommendation: Quality control applies to the project’s product as opposed to its
processes, and it aims to identify (and correct) defects in the finished product after it is developed
but before it is released. Include the measurements that will be used to gauge compliance with
the acceptable standards and/or performance for the product and how these measurements will
be conducted. Quality control emphasizes changes and reporting to management. Some
measures to consider include, but are not limited to, number of change requests for missed
requirements or needs, total number of requirements by agency function or project track, number
of fulfilled versus unfulfilled requirements over time (planned versus actual tied to due dates),
satisfaction (from surveys) over time by functional area, defect tracking (planned versus actual
review/test cycles, total defects and closed defects, open/new defects in the reporting cycle, sum
of defect types over time).


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 11.5 Test Plan 1 2

FDOT Recommended for R&C Category 3 4

Provide the roles, responsibilities, process(es), and documentation for testing and documenting
test results. Include a discussion of development and updating of test scripts/test cases. Identify
and address all forms of project testing required, including, but not limited to:
 Unit Testing – Testing of components throughout development (including peer testing);
 System Testing;
 Integration Testing – Testing of the connectivity of the application and testing the
appropriate work environment;
 User Acceptance Testing.
Describe steps required to assure appropriate utilization of the Requirements Traceability Matrix
(RTM) through design, development, and test processes.


Section 12 Deliverable Acceptance Plan

The purpose of the Deliverable Acceptance Plan is to facilitate the timely review of project
deliverables and ensure deliverable approvals are tracked and recorded.

12.1 Project Deliverables

1 2
Rule Chapter 74-1 Required for R&C Category

List the deliverables and the person(s) responsible for approving deliverables.
FDOT Recommendation: The chart below may be used to display this information, and additional
rows may be added as necessary.
Deliverable Approver

12.2 Deliverable Acceptance Plan

3 4
Rule Chapter 74-1 Required for R&C Category

 Document each deliverable

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  Document the acceptance criteria for each deliverable
 Document the deliverable acceptance process (including roles and responsibilities)

FDOT Recommendation: Deliverables are tangible artifacts that constitute significant work effort
and signal completion of a task or group of tasks. Deliverables are often used as payment points
in a contract.

Provide an initial list of project deliverables with estimated completion dates (to the detail that
they are known, e.g., by date, month, fiscal year) and owners (if known). Include all deliverables
in the project schedule.

There is an FDOT Recommended tool to assist with the requirements noted for the Deliverable
Acceptance Plan. It is called the Deliverable Expectations Document. Rule Chapter 74-1 does not
require the use of a Deliverable Expectations Document, however it may be used in lieu of filling
out this section of the Project Management Plan. . State if the Deliverable Expectations
Document template was used to complete this section. Otherwise, provide all required
documentation necessary to comply with Rule Chapter 74-1.

Section 13 Risk Management

Project risk management focuses on identifying and prioritizing risks based on impact and
probability. A risk is not necessarily a problem – it is a recognition that a problem or opportunity
may impact the project.

13.1 Risk & Complexity Assessment 1 2

FDOT Recommended for R&C Category 3 4

Provide the Pre-Charter and Initiation Gate R&C Category in this section. Update the category
score as you move through the project. If applicable, provide the reason(s) for a change in the
R&C Category between assessments.
Risk & Complexity
Category Reason for Change (if Applicable)
Assessments
Pre-Charter Risk & Complexity
Category
Initiation Gate Risk &
Complexity Category

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 Planning Gate Risk &
Complexity Category
Event Driven Risk &
Complexity Category


13.2 Risk Management Plan

Rule Chapter 74-1 Required for R&C Category 1

Describe the method for monitoring and controlling risk.



13.3 Risk Identification, Tracking, & Review 2

3 4
Rule Chapter 74-1 Required for R&C Category

Document the process for the descriptive identification (listing) of risks that may impact the
project. Identify and document the process to be used for tracking, periodic review, and update of
Risks (see Rule 74-1.006, F.A.C. – Monitoring and Controlling).
FDOT Recommendation: While risk identification starts during the initiation and planning
processes, it should occur continuously throughout the project. Develop a Risk Log to track
identified risks, which is constantly updated as new risks are identified and/or as the team
performs risk response activities. A Risk Log template is available in the FDOT Project Workbook.


13.4 Risk Analysis 2

3 4
Rule Chapter 74-1 Required for R&C Category

Document the process for evaluation (probability and impact) and prioritization of risks that may
impact the project. Also document the nature of any time sensitivity to risks that may impact the
project..


13.5 Risk Mitigation 2

3 4
Rule Chapter 74-1 Required for R&C Category

Document the process for response to risks (specified mitigation strategies for each risk).
FDOT Recommendation: Determine actions to decrease the probability or the impact of an
adverse risk event and maximize beneficial risks. Document the response if the risk event occurs

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 (contingency). Not all risks identified during the project will require risk mitigation planning efforts.
Risk mitigation planning must be appropriate to the priority of the risk.


13.6 Roles & Responsibilities 2

Rule Chapter 74-1 Required for R&C Category 3 4

Identify the roles and responsibilities of individuals assigned to risks.



Section 14 Issue Management Plan

An issue is an immediate problem that requires prompt resolution. Acknowledging and
addressing issues serves to minimize their adverse impact to the project. Issue management is
performed continually over the life of the project. Issue management activities are subject to the
governance and escalation processes described in the Organizational and Governance Structure
(Section 4 above).

14.1 Issue Management Plan

Rule Chapter 74-1 Required for R&C Category 1

Describe the method for monitoring and addressing issues.



14.2 Issue Identification, Tracking, & Review 2

3 4
Rule Chapter 74-1 Required for R&C Category

Document the process for (and the documentation of) identification of issues impacting the
project. Identify and document the process to be used for tracking, periodic review, and update of
Issues (see Rule 74-1.006, F.A.C. – Monitoring and Controlling).


14.3 Issue Evaluation & Management 2

3 4
Rule Chapter 74-1 Required for R&C Category

Document the process for (and the documentation of) evaluation and management of issues
impacting the project.

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 FDOT Recommendation: Identify how issues are raised, as well as the approach for assigning,
researching, and evaluating issues for resolution.


14.4 Issue Resolution 2

Rule Chapter 74-1 Required for R&C Category 3 4

Document the process for (and the documentation of) resolution to issues impacting the project.
FDOT Recommendation: Include timeframes and due dates.


14.5 Roles & Responsibilities 2

Rule Chapter 74-1 Required for R&C Category 3 4

Identify the roles and responsibilities of project staff.



Section 15 Procurement Management Plan

The purpose of this section is to provide an overview of any procurement(s) expected for the
project along with the procurement methods to be used.

15.1 Procurement Management

1 2
Rule Chapter 74-1 Required for R&C Category

List any procurements required for this project.



15.2 Procurement Products/Services

Rule Chapter 74-1 Required for R&C Category 3 4

If procurement is required by the project, document any products or services needed and identify
the specific products and services to be purchased, along with the appropriate purchasing
methods.


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 15.3 Procurement Rules/Statutes
3 4
Rule Chapter 74-1 Required for R&C Category

Document the appropriate purchasing rules and statutes affecting procurement activities.
FDOT Recommendation: Describe any applicable rules or statutes that are required to fund the
project or procure the necessary goods or services. This might include a discussion of grant
funding and the timelines and processes of obtaining, managing, and reporting on these funds or
special requirements for Legislative funding.


15.4 Contract Management 1 2

FDOT Recommended for R&C Category 3 4

Describe the contract management practices of the project. Include contract owners and other
responsible parties, the requirements for monitoring and administering the contract, and the
process for contract payment. Address the process for contract amendments resulting from the
change control process. For outsourced projects, refer to the final contract language.


Section 16 Organizational Change Management Plan

The Organizational Change Management (OCM) Plan describes the practices for identifying and
managing the people-side of change and outlines the project’s approach and responsibilities for
Organizational Change Management.

16.1 Impact 2

Rule Chapter 74-1 Required for R&C Category 3 4

Rule Chapter 74-1 Recommended for R&C Category 1

Document the impact of delivering the project’s products to the user organization and the
individual users.
FDOT Recommendation: Briefly describe the current state of operations and the future state.
Analyze the key change between the current and future state for the project and describe how
these will impact the organization including, but not limited to, individuals’ roles, skills, policies,
and decision-making.


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 16.2 Readiness
3 4
Rule Chapter 74-1 Required for R&C Category

Document the readiness of the user organization and individual users to accept those changes.
Describe and plan the action necessary to facilitate those changes.
FDOT Recommendation: Assess the organization’s readiness for change. In support of Florida
Rule, make sure the users are ready to receive the product(s). Organizational assessment
provides insight into the readiness of the stakeholders and users to prepare for and undergo
change, and identifies actions plans to remedy any lack of readiness. Conduct and document an
organizational assessment to include such factors as:
 How adaptable to change is the targeted organization?
 Is the culture historically resistant or resilient to change?
 Are there other changes happening that impact the same stakeholder groups?
 Is it decision-making, consensus building, or leadership-driven?
 What are the residual effects of past changes (either positive or negative)?

16.3 Communication 1 2
3 4
FDOT Recommended for R&C Category

Ensuring that those impacted by the project know what is taking place, the reason behind the
change, and other pertinent information promotes awareness, ownership, and acceptance.
Include the objectives, scope, and approach for communicating with all stakeholders about the
new organizational structures, processes, policies, and system functionality. This information will
be linked with the Project Communciation Plan.


16.4 Training 1 2
3 4
FDOT Recommended for R&C Category

Include the objectives, scope, and approach for training all stakeholders who require education
about the new organizational structures, processes, policies, and system functionality. If no
training, state no training.


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Section 17 System Security Plan
See Rule 71A-1, F.A.C., for a description of the requirements for the System Security Plan. If
applicable to your project, the System Security Plan may be provided as a separate document. In
such a case, please reference and/or attach the System Security Plan.

17.1 Rule Chapter 74-2, F.A.C. 1 2

Rule Chapter 74-1 Required for R&C Category 3 4

Compliance with Rule Chapter 74-2, F.A.C. is required.

FDOT Recommendation: Contact the Information Security Office to get the current System
Security Plan template.


Section 18 Document Revision History

Identify document changes.
Version Date Name Description

Section 19 Appendices
Include any relevant appendices.

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