Project Office Checklist For [Project Name]

Document Control
Document Information

Document Id Document Owner Issue Date Last Saved Date File Name

Information [Document Management System #] [Owner Name] [Date] [Date] [Name]

Document History
Version [1.0] Issue Date [Date] Changes [Section, Page(s) and Text Revised]

Document Approvals
Role Project Sponsor Project Review Group Project Manager Quality Manager (if applicable) Procurement Manager (if applicable) Communications Manager (if applicable) Project Office Manager (if applicable) Name

Signature

Date

Template Guide
What is a Project Office Checklist? The Project Office is the physical premises within which Project Administration staff (e.g. the Project Manager and support staff) reside. The Project Office also contains the communications infrastructure and information technologies required to support the project. A Project Office Checklist is a document which lists the items required to establish a Project Office and review its on-going operation. A Project Office Checklist contains a series of questions used to establish: Whether the premises are fit for purpose If there is sufficient equipment available If all required project roles have been documented accordingly If appropriate standards have been documented and adhered to If formal project processes have been defined and are being conformed with Whether document templates have been created and are being used.

Although it is usual for a project team to be based in one central location (i.e. one physical project office), a project team may be dispersed throughout different countries around the world. In this instance, a virtual project office is formed. With the modern age of technology, virtual project offices are becoming more frequent as communications issues are more easily solved through email, internet access, remote network dial-up software, mobile phones, laptop technologies and hand-held devices. When to use a Project Office Checklist A Project Office Checklist is used immediately after the Project Office has been established to ensure that it includes the infrastructure required to support the project. It is also useful to review the Project Office operation on a regular basis (using the checklist) to ensure that it continues to support the project as originally planned.

How to use this template This document provides a guide on the topics usually included in a Project Office Checklist. Sections may be added, removed or redefined at your leisure to meet your particular business circumstance. Example tables, diagrams and charts have been added (where suitable) to provide further guidance on how to complete each relevant section.

Project Office Checklist

PROJECT DETAILS

Project Name: Name of the project establishing the Project Office Project Manager: Name of the Project Manager responsible for the project Project Office Manager: Name of the Project Office Manager responsible for the Project Office

PREMISES
Were the requirements for physical premises documented?

Have the physical premises for the project been established? Are the premises located in a practical location? Do the premises meet the requirements originally documented? Is there a formal contract for the lease / purchase / use of the premises? Do the premises provide sufficient capacity for the project? Will the premises continue to be available if the project is delayed? Do the premises require additional fit-out (e.g. partitions, cabling, air conditioning)? Are the on-site facilities sufficient (e.g. number of meeting rooms, bathrooms)?

EQUIPMENT

Office Equipment Do the project team have the required office equipment available to manage the project (e.g. computer hardware, project planning and financial software, projectors, fax machines, printers, scanners, copiers)? Are maintenance contracts in place to ensure that equipment remains operational throughout the project? Is spare equipment available in case of a shortage? Is the office equipment functioning as required?

Communications Equipment Are there sufficient voice and data communications technologies (such as computer networks, email, internet access, remote network dial-up software, mobile phones, laptops and hand-held devices)? Is video conferencing equipment required? Is the communications equipment functioning as required?

ROLES Have the following roles been appointed? o o o o o o o Project Director Project Office Manager Procurement Manager Communications Manager Quality Manager Risk Manager Team Leader(s)

Have formal Job Descriptions been defined and agreed for all required roles? Does each Job Description adequately describe the role, responsibilities and performance criteria? Have suitably skilled staff been appointed to each of the roles identified?

STANDARDS & PROCESSES Have the following standards been defined? Standards Quality standards Planning standards Acceptance standards Reporting standards Documentation Standards Other relevant standards (e.g. ISO) Have the following processes been defined? Processes Time management process Cost management process Quality management process Change management process Risk management process Issue management process Procurement management process Acceptance management process Communications management process

TEMPLATES

Have the following templates been created? Initiation Business Case Feasibility Study Terms of Reference Job Description(s)

Planning Project Plan Resource Plan Financial Plan Quality Plan Risk Plan Acceptance Plan Communications Plan Procurement Plan Supplier Contract Tender Register

Execution Timesheet Form, Timesheet Register Expense Form, Expense Register Quality Form, Quality Register Change Form, Change Register Risk Form, Risk Register Issue Form, Issue Register Purchase Order Form, Procurement Register Project Status Report, Communications Register Acceptance Form, Acceptance Register Closure Project Closure Report Post Implementation Review

SERVICES

Are the Project Office staff adequately performing the following services: Maintaining project plans by recording actuals against baseline and periodically calculating forecasts? Completing project status reports and distributing them to appropriate project stakeholders? Retaining all project documentation and undertaking regular project communication? Maintaining the project timesheet, expense, quality, change, risk, issue, procurement, communications and acceptance registers? Conducting regular reviews to monitor and control time, cost and quality? Providing advice, guidance, mentoring, training and support for project team members?