Information Services Project Management Office

PMO Documents

Here you will find links to some of the standard, UTMB Information Services approved document templates used for Project Management.

To use any of the documents, click on the link of the document you wish to use and it will automatically download.  You can then save the document in your own folder for use. 

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Initiation Phase Documents:

Project Concept Form

This form is used as a method for clients to communicate the initial project concept in writing prior to a project charter or planning development process. descriptions of business need, proposed solutions, benefits and how the project aligns with the UTMB institutional strategic plans/ pillars are all necessary for this form. 

Project Charter

This document is used as the formal agreement that details a project in its entirety. It identifies the main project objectives, benefits, risks, budget overview and key stakeholders. It will be signed by the key project sponsors as an official agreement to the scope and provide the project manager authority to move forward with the project.

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Planning Phase Documents:

Communication Plan

This form is used to establish communication methods for each project stakeholder. Establishing stakeholders’ role, email, phones number and preferred method of communication are all necessary for a communication plan

Standard Operational Procedures for this form can be found here

 

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Execution Phase Documents:

Meeting Minutes

This form is used to capture the official records of each meeting associated with the project. Date and time of meetings, agenda, key discussion points, decisions and agreements should all be recorded in this document. This document can be used in all phases of the project.  

Standard Operational Procedures for this form can be found here

Meeting Agenda

This form is used to organize and announce the topics necessary for any upcoming meeting. Specific agenda items in the order the PM suggests they are discussed should all be recorded in this document. This document can be used in all phases of the project.  

Standard Operational Procedures for this form can be found here

Change Request

This form is used to document change requests and their associated approval or rejection throughout the project phases. Change request must be accompanied with detailed descriptions, justification, impact alternative and a thorough analysis. This document can be used in all phases of the project.  

Standard Operational Procedures for this form can be found here

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Monitoring/Controlling Phase Documents:

Parking Lot Issues

This form is used to document and track ongoing issues as they are identified throughout the project. Description of issues, person who reported issue, person assigned to resolve issues and date issue should be resolved are all part of the information needed for this form.  This form can be used in all phases of the project. 

Standard Operational Procedures for this document can be found here

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Closing Phase Documents:

Project Closeout Agreement

This document is to establish a project close out agreement with key stakeholders. Short description of scope and lists of any ongoing impacts from the project should be detailed in this document. Signatures on this document by he key stake holders indicate that the are satisfied with the outcomes and the project should be closed.

Standard Operational Procedures for this document can be found here