Project management plan - full or condensed version

About the PMP Sub-App

The Project Management Plan (PMP) guides project execution and control. It is the compilation of the results of all the other planning processes into one complete document. The plan identifies project objectives, risks, opportunities, strategies, and the team’s ability to meet the project’s goals and objectives during the project lifecycle.

The PMP sub-app is used to gather the necessary information and create a formal PMP that can be printed as a PDF document. There are three PMP types available: PMP (full version), Condensed, and CapPMP (Modern Version).

PMP Tip

Enter Data Into a Text Field

Type large blocks of text in another program, such as MS Word, and copy & paste (Ctrl + C and then Ctrl + V) into a PMP text field.

Navigate to the Charter and PMP App

1. Open the project using Project Finder in the launch bar.
2. Select Charter and PMP from the app launcher. This can also be found under the Project Identification, Initiation and Planning sub-section.

Process a Charter into a PMP

This activity is typically completed by the following role: PM/COR and EXT-PM.

A signed Charter can be processed into a PMP. Using this process, Charter information that is relevant to the PMP is transferred to the appropriate sections of the PMP.

1. Open the Charter sub-app.

   
2. Click on an approved Charter.

3. Click Process to PMP or Process to PMP (Condensed) in the top action bar of the approved Charter.

   
4. The new PMP record will open in Edit mode with data entered from the completed Charter.

Create a New PMP

This action is typically created by the following roles: PM/COR and EXT-PM.

1. Open the PMP sub-app.

   
2. Click NEW to open the new PMP record in Edit mode.

Details Section

3. Use the drop-down list to select the Type: PMP or PMP (Condensed).

Reminder: Please choose PMP and not PMP (Condensed) if you are creating a PMP for a CILP submission.

4. The Version Date auto populates with the current date but can be edited.
5. The Approved Date will automatically populate once the PMP is approved.
6. The Status will begin as Draft. Once completed the Status will change to Published, Superseded, or Cancelled.
7. The Project Name, Project Number, Customer, Building, Address, Sponsor, and Project Manager will auto populate from the Project details.

Note: The Project Name, Project Number, Customer, Building, Address, Sponsor, and Project Manager are not editable from the PMP app. Changes must be made in the Projects app. Refer to the Editing a Project in the Projects App QRG for details.

9. Select the Region.
10. Enter the Managing Organization.

Background

11. Enter a Background History of the project that describes the beginnings of the project, any previous or associated projects (such as design, previous lease, previous version of the project, etc.) Enter the project’s current status at the time of PMP development.
12. In the Objectives section, click the Insert to create a list of overall project goals. On each line, enter a Description.
13. In the GSA Performance Measures Affected by this Project, click Insert to create a list of performance measures. On each line, enter a Description.
14. In the GSA Core Team section, click Insert to create a list of everyday decision makers on your project. On each line:
    1. Select a Name.
    2. Enter Contact information.
    3. Enter Responsibilities.
15. In the Global Team section, click Insert to create a list of individuals who may have input at various stages of the project, stakeholders (both internal and external), and anyone who may be interested in regular or semi-regular communication. On each line:
    1. Select a Name.
    2. Enter Contact information.
    3. Enter Responsibilities.
16. (Full PMP Only) In the Concurrent Projects section, click Insert to create a list of projects that may be occurring either before, during, or after the project starts and describe the impact they may have on any item planned for this PMP.

Scope

17. (Full PMP Only) In the Internal Objectives section, click Insert to create a list of specific details surrounding the physical scope such as square footage, security requirements, and specifications. Enter a Description on each line.
18. (Full PMP Only) In the Customer Objectives section, click Insert to create a list of the customers’ objectives for the project. Enter a Description on each line.
19. (Full PMP Only) In the Presidential Priorities section, click Insert to summarize how the project will support each of the current. On each line:
    1. Select a Priority.
    2. Enter a Description.
20. (Full PMP Only) Enter an outline of the Strategy to meet and balance the scope objectives.
21. (Full PMP Only) Enter an outline of the Quality Plan strategy.
22. (Full PMP Only) Identify any Risks that could potentially affect the ability to complete the project:
    1. Click Add Risks.
    2. Check the box on the left side of each Risk item, from the Risk Register app, to be included in the PMP.
    3. Click Select from the bottom of the window. Each Risk’s Description, Impact Severity, Impact Probability, Strategy, and Risk Coordinator will be shown in the PMP.
23. (Full PMP Only) In the Items Not Included in the Scope section, click Insert to create a list of anything that specifically should NOT be included in the scope and any details that are beyond the approved scope. Enter a Description on each line.
24. (Condensed PMP Only) Enter the Scope of the work to be completed.

Schedule

25. In the Internal Objectives section, click Insert to create a list of guiding factors involving the schedule. Enter a Description on each line.
26. In the Customer Objectives section, click Insert to create a list of the customers’ guiding factors involving the schedule. Enter a Description on each line.
27. Identify the major milestones in the Milestone Schedule:
    1. Click Add Milestones.
    2. Check the box on the left side of each Milestone, from the Milestones app, to be included in the PMP.
    3. Click Select from the bottom of the window. Each milestone’s Estimated Completion Date and Actual Completed Date will be shown in the PMP.
28. (Full PMP Only) Enter the overall outline of the Strategy to manage the project schedule.
29. Identify any Risks that could potentially affect deadlines or the overall schedule:
    1. Click Add Risks.
    2. Check the box on the left side of each Risk item, from the Risk Register app, to be included in the PMP.
    3. Click Select from the bottom of the window.

Budget

30. In the Internal Objectives section, click Insert to create a list of guiding factors involving goals to save as much money as possible. On each line, enter a Description.
31. In the Customer Objectives section, click Insert to create a list of the customers’ guiding factors involving the budget. On each line, enter a Description.
32. (Full PMP Only) In the Funding Sources section, click Insert to add sources and amounts of funding.
    1. On each line, enter a Description.
    2. The funding Total Amount will be calculated when you save the PMP record.
33. (Full PMP Only) Enter an outline of the Strategy to meet the project budget.
34. Identify any Risks that could potentially affect the budget:
    1. Click Add Risks.
    2. Check the box on the left side of each Risk item, from the Risk Register app, to be included in the PMP.
    3. Click Select from the bottom of the window. Each Risk’s Description, Impact Severity, Impact Probability, Strategy, and Risk Coordinator will be shown in the PMP.

Relationships

35. Enter an Internal Assessment of the team’s working relationships.
36. (Full PMP Only) Enter an External Assessment of the team’s working relationship with outside partners and stakeholders.
37. (Full PMP Only) Enter the Strategy for managing project relationships.
38. (Full PMP Only) Identify any Risks that could potentially affect the working relationships:
    1. Click Add Risks.
    2. Check the box on the left side of each Risk item, from the Risk Register app, to be included in the PMP.
    3. Click Select from the bottom of the window. Each Risk’s Description, Impact Severity, Impact Probability, Strategy, and Risk Coordinator will be shown in the PMP.

Communications

39. (Full PMP Only) Enter the project’s Communication Assessment.
40. (Full PMP Only) Enter the Internal Communication Plan for meetings and team communications.
41. (Condensed PMP Only) List the communications strategies for the team, the customer, and other stakeholders.

Resources (Full PMP Only)

42. Enter the Internal Resource Assessment and Objectives.
43. Enter the Customer Resource Assessment and Objectives.
44. Enter the Resource Efficiency Plan.

Scope Feasibility (Full PMP Only)

45. Enter the decision about the Scope Feasibility.

Scope Feasibility and Implementation Strategy (Condensed PMP Only)

46. Complete the Feasibility Assessment.
47. Enter the overall Implementation Strategy.

Change Control Process (Full PMP Only)

48. Enter the Change Control Process to address changes to the project and PMP that may occur throughout its duration.

Project Management Plan Review Process (Full PMP Only)

49. Enter the Project Management Plan Review Process for often the team will reconvene to review the PMP and make changes or updates as necessary.

Closeout Deliverables

50. In the Closeout Deliverables section, click Insert to create a list of items to be completed and either kept on file within PBS or delivered to the customer. On each line, enter a Description.

Signatory Approvals

51. Add the list of Sponsors to approve the PMP in sequential order. The PMP will be routed for approval through Kahua tasks.
    1. Click Insert to add 1 or more items.
    2. Select a Contact.
    3. Enter an Approval Due Date.
    4. Leave the other fields blank. They will auto populate as the PMP moves through the approval process.

References

52. In the References section, upload any applicable documents to be stored in the PMP record to open a window to select a file.
    1. Click Upload.
    2. In the window, click a file to upload it from your local computer and click the Submit button.
    3. In the Add References to File Manager window, if desired, select a location in File Manager to save the file and click OK Manager. Otherwise, click Skip.

Save the PMP

53. Click the Save/Close button in the bottom action bar.

Approval Process

Submit for Sponsor Approval(s)

This action is typically completed by the following roles: GSA-PM/COR or Regional Manager.

1. Click the Submit button at the bottom of the record.
2. The PMP will route sequentially through the individuals listed in the Signatory Approvals section.

Approve the PMP

This action is typically completed by the following roles: Regional Manager or other Sponsors.

1. Review the PMP.
2. Click Approved at the top of the task.
3. The next person in the Signatory Approvals list will receive a Kahua Task, and they will complete steps 2 and 3. This will continue until all Sponsors have approved the PMP.
4. The PMP will have an Approved Status and can no longer be edited by anyone.

Revise and Resubmit

This action is typically completed by the following roles: Regional Manager or other Sponsors.

1. If any of the Signatory Approvers select Revise and Resubmit, they will be required to enter a comment with a Reason and click the Continue button.
2. The PMP creator will receive an email notification that the PMP has not been approved.
3. Open the PMP.
4. Click New Version to copy the information from the previous version into a new version.

Send and View the PMP Document

Send – Opens the Send Wizard.
View – Opens a preview of the GSA’s PMP form.

A PDF of the PMP can be opened by clicking on the Open PDF icon.

Create a New Version of the PMP

To make changes to a published PMP, you must create a new version.

1. Open the record.
2. Click New Version at the bottom of the details pane.
3. The information from the previous version will be included in the new version.
4. The Status of the previous version will change to Superseded.

Cancel a PMP

1. Open the record.
2. Click Cancel at the bottom of the details pane.
3. The Status will change to Cancelled.
   1. Click Reopen at the bottom of the cancelled PMP if you need to reopen it.