Document Templates

Templates for your use – Free of Charge

Yes, free of charge - there is no catch!

These templates were created by me using experience gained over many years in my realm of knowledge: Information Technology Project Management. These project-related technical artifacts will help give you a head start if you’re feeling ready to produce material under your own steam.

Why am I offering these templates to you free of charge?

Firstly, these templates showcase my abilities (at least in the project management arena). Secondly, they provide a structured start point for great technical documentation and cover a wide breadth of document types – many of you just need a small push in the right direction to get going. Third, and lastly, my freelance technical writing is focused on my ability to create clear, concise and structured content on your behalf – the templates provide the shell, the meat is the content – that’s where my value to you lies.

“I really hope you glean some value from these document templates”

  • Acceptance Test
    Acceptance Test:

    How do you know when your product or service is ready for release or sale? Usually by conducting some form of acceptance test as part of your organization's quality assurance program. Use this form to establish test procedures and acceptance criteria.

  • Briefing Note
    Briefing Note :

    "More is less!" Briefing Notes are constructed in a way that ensures critical facts and information are presented to business leadership succinctly and are married to requirements for management action and decisions.

  • Business Case
    Business Case :

    Even the simplest idea requires some form of Business Case that establishes the challenge (objective), defines options, reviews each option for advantages & disadvantages and makes a recommendation for selection based on business criteria.

  • Business Impact Analysis
    Business Impact Analysis :

    There are times when a business impact is called for in order to establish potential risks and effect on the organization given the options that are being assessed (i.e. as part of the business case) or as a follow up to the solution that has been recommended.

  • Business Strategy and Plan
    Business Strategy and Plan :

    Organizations are encouraged to create and maintain a 3 or 5 Year Business Strategy and Plan. The plan provides guiding principles, direction and overall business philosophy that can be used to direct traffic and prioritize the portfolio of opportunities.

  • Communications Plan
    Communications Plan :

    Communications are used in multiple places throughout the life of a project - before, during and after - and to advise staff, stakeholders, clients and vendors (as necessary) when significant change approaches. You can't communicate enough!

  • Concept of Operations
    Concept of Operations :

    For products and services that need to move from a pre-production or pre-release situation into a managed service or steady state, it is crucial to capture procedures, standards, service levels and maintenance aspects that will cover the life of the product or service.

  • Configuration Management
    Configuration Management :

    Products and services under development usually pass through numerous iterations on their way to a final-form. It is critical to gather and maintain "as built" configuration details as part of the assembly procedures and to support quality assurance.

  • Declaration of Confidentiality
    Declaration of Confidentiality :

    Sometimes a business initiative or project requires specialist outside support from 3rd parties that are not subject to the same constraints and expectations as internal staff. Use this form to protect your most important assets: knowledge and information!

  • Declaration of No Conflict of Interest
    Declaration of No Conflict of Interest :

    Wherever a business initiative or project could place a member of staff or associated 3rd party professional into a potential conflict of interest, use this document to identify the circumstances and ensure everyone impacted agrees that no such conflict exists.

  • Delay Notification
    Delay Notification :

    Whenever a business initiative or project calls for a specific deliverable or milestone, especially if it is contractual in nature, this template should be used to capture and seek agreement from the receiving party on a delay to that deliverable or milestone.

  • Deliverables Acceptance Form
    Deliverables Acceptance Form :

    Wherever a business initiative or project identifies a schedule of deliverables, especially when such deliverables are contractual in nature, it is best to identify each deliverable and seek written confirmation from the receiving party that they accept each one.

  • Deliverables Failure Form
    Deliverables Failure Form :

    A failure to meet a deliverable (especially those that are contractual in nature) needs to be identified, documented and communicated to the receiving party. This form is used to accurately record each failure and the agreed-upon mutually acceptable resolution.

  • Detailed Design
    Detailed Design :

    This document is called many different names, but it has the single purpose of capturing and recording the design aspect of a product or service in sufficient detail to allow the receiving party to fully understand the capabilities and performance of the end result.

  • Escalation Request
    Escalation Request :

    There are many instances during a business initiative or project when it becomes necessary to seek guidance and, if necessary, a decision (or re-dress) from a more senior entity. Use this form to capture and proceduralize the issue that needs escalation.

  • Feasibility Study
    Feasibility Study :

    There are times in a development project, especially when complexity and associated costs are high and risks are significant, when it is good practice to carry out a separate mini-project up front to ensure the product or service is feasible from a business perspective.

  • Functional Specifications
    Functional Specifications :

    A recordation of the specific functions that is required of the product or service by the instigator or owner. Adequate business analysis of the functional specification can be absolutely critical, especially if there are significant deviations in the final offering.

  • High-Level Design
    High-Level Design :

    A relatively simple product or service may only require a high-level design to provide enough clarification of the design fundamentals. For complex development projects, the high-level design provides insight into the overall system. It would then be followed by a detailed design.

  • Incident Management Form
    Incident Management Form:

    There are many occasions when a product or service has moved into a "managed service" state, especially where service levels are involved, when the effective management and resolution of incidents (service issues), needs to captured and recorded.

  • Information Request
    Information Request:

    When you need to gather specific information on a complex area as part of a business initiative or project, it is advisable to formalize the request through the use of the Information Request template to help reduce missing data and subsequent iterations.

  • Initial Threat Assessment
    Initial Threat Assessment:

    For organizations that need to address security concerns, the Initial Threat Assessment will allow you to capture sufficient information that should lead to a decision on whether to complete additional security steps (e.g. TRA, PIA, etc.) or not.

  • Issue Resolution
    Issue Resolution:

    This template can be used to provide supplementary information to that captured on the Issues Log worksheet within this workbook. This is especially useful when the issue requires priority action and/or when there are several entities involved in the resolution.

  • Lessons Learned
    Lessons Learned:

    There are many opportunities to capture lessons learned, but especially so at the end of a business initiative or project. Capturing circumstances, measuring performance & recording mitigation steps are among the sort of knowledge artifacts that can yield business value and add to the corporate information repository.

  • Letter of Authority
    Letter of Authority:

    Sometimes a business initiative or project requires specific agreement to undertake an activity, spend money, or complete a task that might not be covered by a contractual agreement. The Letter of Authorization ensures both provider and receiver have agreed to it.

  • Meeting Agenda
    Meeting Agenda:

    This is a simple, but effective way to ensure meetings follow a set agenda or itinerary - this can help avoid the meeting going off topic and also ensure that valuable management activities and resources are used most effectively. (Can be combined with Minutes/ROD).

  • Meeting Minutes
    Meeting Minutes:

    For many reasons it is essential to record what is said at program and project meetings. Minutes tend to be formal and more closely reflect the actual words that are spoken at a meeting. See also Record of Discussion (less formal).

  • Memorandum of Understanding (MOU)
    Memorandum of Understanding (MOU):

    When an agreement between two parties requires recordation and formal signature, but does not require the formality of a written contract, the Memorandum of Understanding is extremely useful. Often used between two or more parties within an organization.

  • Non-Disclosure Agreement
    Non-Disclosure Agreement:

    Use for individuals both inside and external to an organization. This template will help you protect confidential organizational information, proprietary data and developmental documentation that forms part of copyright or patentable subject matter.

  • Notice of Readiness
    Notice of Readiness:

    There are times in a business initiative or project when it is important to document your readiness to engage in an essential task or step; or to indicate that you are ready to meet a critical project milestone or complete a key deliverable.

  • Preliminary Business Proposal
    Preliminary Business Proposal:

    This is an invaluable first exploration into a proposal that captures initial business-related information that; when married to capability, risk, opportunity and potential reward; provides the rationale for moving forward with one proposal over another.

  • Privacy Impact Assessment (PIA)
    Privacy Impact Assessment (PIA):

    For organizations that need to address privacy concerns as part of a system they anticipate sharing with a wide audience, this template evaluates the risks inherent in the proposed system and the mitigation measures taken to avoid unauthorized disclosure.

  • Problem Management Form
    Problem Management Form:

    The analysis of root causes behind service incidents can often lead to the discovery of underlying problems with the product or service. This form provides a vehicle for capturing pertinent information and proceduralizing the resolution to the problem.

  • Project Change Request (PCR)
    Project Change Request (PCR):

    It is essential to capture changes requested to an established product or service, especially when the provision of such services is contractual in nature. The PCR provides a mechanism for describing requested changes and seeking mutual agreement to them.

  • Project Charter
    Project Charter:

    An indispensible recordation of the main factors that both governs and validates the substance of a product or service from a business perspective. Critical areas for agreement include scope, schedule, cost, deliverables, organization, risk management, etc.

  • Project Close-Out Report
    Project Close-Out Report:

    As a project nears completion there are procedural formalities that must be addressed to ensure deliverables were met, that no issues remain unanswered and documentation has been provided, especially material required to support a "managed service" environment.

  • Project Constraints
    Project Constraints:

    Clearly articulating program or project constraints is essential in order to understand factors that potentially influence the success of your project both from an internal perspective and external. Constraints are often closely allied to risks and their mitigation.

  • Project Deliverables
    Project Deliverables:

    Describing program or project deliverables is critical, especially when these are contractual in nature. Deliverables are tangible and they can be part of a project milestone. Use this form to clearly define what is expected and when it is required by.

  • Project Dependencies
    Project Dependencies:

    Itemize the activities, events, deliverables or resources that are required in order for your project to succeed on time and within budget. Taking the time to itemize project dependencies can help to provide a holistic view of the inter-relationships between projects.

  • Project Implementation Plan (PIP)
    Project Implementation Plan (PIP):

    A project implementation plan is a communications tool which sets expectations for all team members; thereby ensuring everyone knows what they are expected to deliver, when it is required, who will accept the deliverable and how it will be approved.

  • Project Initiation Checklist
    Project Initiation Checklist:

    This is a useful checklist to follow when first establishing the project. Paying attention to details during the initial phase of a project will ensure critical success factors have been clearly articulated and primary business stakeholders have been engaged.

  • Project Kick-Off
    Project Kick-Off:

    Use this template to record the inputs to and outcomes from the important project kick-off meeting. This will most likely be the first time (and often the last time) that all project team members and key stakeholders are together in one place with a shared agenda.

  • Project Management Plan (PMP)
    Project Management Plan (PMP):

    The project management plan defines how the project is to be executed, monitored and controlled by the project team. It details how the Project Management Team will manage the Project. It focuses on agreed-upon objectives, scope, schedule and deliverables.

  • Project Milestones
    Project Milestones:

    Articulating achievable and tangible milestones is a great way to measure project performance and gauge progress against schedule. Milestones are especially important when a fixed price contract has a stage payment scheme based on attainment of milestones.

  • Project Status Report
    Project Status Report:

    This is a specialized reporting document that combines records of discussion and decision; examines project-related issues and risks; and records progress against deliverables and milestones. The meeting is often broken down into major project elements.

  • Project Waiver Request
    Project Waiver Request:

    When a provider is unable to meet a specific milestone or deliverable for reasons that are known and agreed to by both provider and receiver, it is good practice to record the waiver from the receiver to the exception, deferral, alternative or compromise.

  • Quality Control Plan
    Quality Control Plan:

    This is an essential tool for establishing quality expectations and performance measures against which product or service delivery will be tested and approved. This is especially useful when the provider has to meet specific contractual quality obligations.

  • Record of Decision
    Record of Decision:

    Often added to the Record of Discussion or Minutes as a separate section, the Record of Decision is critical in order to make a formal written recordation of what has been determined and decided upon at program and project meetings.

  • Record of Discussion
    Record of Discussion:

    For many reasons it is essential to record what is discussed at program and project meetings. A Record of Discussion (ROD) tends to be informal and cover the subject matter discussed at a meeting. See also Minutes (more formal).

  • Requirements Specification
    Requirements Specification:

    Allied to the functional specification, the requirements specification focuses on the tangible results that are expected from a product or service (i.e. what it will do). Sound analysis, recordation and sign-off from the receiving party are all essential for project success.

  • Risk Management Plan (RMP)
    Risk Management Plan (RMP):

    Risk are often identified within several other documents (Project Charter, Project Management Plan, etc.), but the Risk Management Plan is a specialized recordation of risks and associated mitigation measures that can be established at the business level.

  • Security Certification and Accreditation
    Security Certification and Accreditation:

    Some organizations require a security certification and accreditation process to be followed. Documentation and successful completion of this process is an essential part of business risk management planning and provides leadership accountability.

  • Statement of Sensitivity (SoS)
    Statement of Sensitivity (SoS):

    A description of the confidentiality, integrity and availability requirements associated with the information or assets stored, processed-in or transmitted-by an Information Technology system.

  • Threat/Risk Assessment (TRA)
    Threat/Risk Assessment (TRA):

    An evaluation of threat agent characteristics including resources, motivation, intent, capability, opportunity, likelihood and consequence of acts that could place sensitive information and assets at risk.

  • Transition to Operations
    Transition to Operations:

    A series of activities and deliverables specifically geared towards moving from a project state to a "managed service" or steady state. Usually contains a checklist of documents, processes and instructions for ongoing care and maintenance of the product or service.