FTM Business Template - Project Passport

Project Passport
Business Template
What is a Project Passport? When should you use it?

The Project Passport template provides a structured Use the Project Passport at the start of a project to
method for defining, planning and controlling all provide an initial overview or ‘charter’ that will guide
types of projects. all those involved. Once agreed, review the passport
workplan as a means of ensuring that the project is
Why is it relevant? on track (check progress against target close dates or
Most modern organizations are managed through ‘milestones’), and again on project closure to
projects occurring across all functional areas. The evaluate overall success and to capture lessons
effective and efficient operation of projects learned.
therefore has a direct impact on overall performance
and profitability. How should you implement it?
Start by identifying the key people involved in
Who needs to be involved? projects across the business or team, and get their
Projects impact on most people in the business, but buy-in to the Project Passport template. Then run a
the critical roles cover the Executive Sponsor (a training session where participants complete
member of the senior team that provides the Passport for current projects they are involved in.
necessary support, direction and budget) and the Next agree what future projects will use the
project manager or leader (who is responsible for template (and which will not) and who will review
detailed planning and management of the team). progress when. Some organizations establish a
Involve other people or ‘project stakeholders’ as and Project Review Board whereby a senior team will
when required. review the overall project portfolio on a monthly
basis – this will ultimately drive the overall process.
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Project Passport
This is a case example based on a fictitious company called TVT – all the data is displayed for demonstration
purposes only. For a detailed explanation of what each cell is used for please refer to the Virtual Consultant on the
following pages.
Form 1: Project Reference

Overview Performance monitor
Title TVT - System installation Budget £45,000
Installation and support of the ABC Project on track but resourcing issue needs
Description Update
business management system to be resolved in the next month
Project Leader Andy Bruce Status Red
Project Sponsor David Jones Impact level Level 5
Team IS&T Risk level Level 4
Type Process Improvement Issues 5
Last Save 13 Sep 2007 13:15 Documents 2
Form 2: Executive Summary

Project Summary
The current business management system does not provide customer support information in a
Business Context
timely fashion .
Problem or Customer complaints and forward orders are not being picked up until due dates have been missed.
opportunity This has resulted in a significant increase in customer complaints over the last 12 months
All functions will be involved, but the remote site in each regions will remain on the current intranet
Scope (In vs Out)
system in phase 1
Project must not over-run so budget management will be key. Project will also need to fit within the
Constraints &
overall technology roadmap and not distract from the implementation of the NPD tracking system
dependencies
due by the end of the year
Form 3: Objectives & Value

Objectives Benefits - description Priority Realised Status
To improve the timely provision of business
Prime objective High Full Green
performance data - specifically customer care
Objective 2 To simplify the over customer care process High Partial Amber
To create a more integrated approach to systems in
Objective 3 Medium None Red
line with the Technology strategy
Benefits - value Identified Realised Status
Reduction in operating costs (20%) and ability to
Value - Year 1 integrate dynamically with customer systems resulting £650,000 £800,000 Green
in 20% upsell on current product lines
Continued operating cost reductions and a further
Value - Years 2 & 3 £350,000 £345,000 Green
10% upsell in years 2 and 3
Form 4: Stakeholder Audit
Top Five Stakeholders Communication process Power Support Status
IT Department Weekly review meetings Friday mornings High 0 Amber
Customer Support Weekly reviews High 5 Green
HR Manager Formal end-of-pilot review Medium 2 Green
Help Desk Formal end-of-pilot review Medium -3 Red
ABC Supplier Phase and weekly face-to-face reviews High 5 Green
Form 5: Workplan
Workplan Outcome or Deliverable Budget Start Date Close Date Status
1 Initiate Establish strategic need £0 21 Apr 2009 27 Apr 2009 Black
A full functional specification in line with
2 Scope £0 27 Apr 2009 27 May 2009 Red
customer requirements
A full cost-benefit analysis with project
3 Business case £5,000 27 May 2009 27 Jun 2009 Amber
NPV calculation
Solution Supplier configuration / development of
4 £5,000 27 Jun 2009 2 Sep 2009 Amber
development operational solution
User and stakeholder sign-off with
5 Test / pilot £15,000 2 Sep 2009 13 Sep 2009 Green
improvement recommendation
System, process, and skills changes in
6 Implement £20,000 13 Sep 2009 13 Nov 2009 Green
place
Formal evaluation against time, cost and
7 Review £0 13 Nov 2009 23 Nov 2009 Green
performance expectations
8 Close Insights capture and formal closure £0 23 Nov 2009 1 Dec 2009 Green
Summary £45,000 21 Apr 2009 1 Dec 2009 Red
Graphic: Gantt Chart
Form 6: Project Close-down
Close-down Status Comments
Objectives Objectives have only been partially achieved to-date and more work is required to align
Red
activities with the recent change in scope driven by the customers
Timings
Green Project activities are on track
Budget
Green Within budget
Resources If the schedule is changed to accommodate the revised scope then we will need to
Amber
check that the critical testing resources will still be available
Stakeholders
Green All key stakeholders fully aligned to the project
Lessons learned Ensure earlier involvement of key stakeholders in order to get buy-in to
Green
implementation activities
Virtual ConsultantTM
The Virtual ConsultantTM provides a step-by-step guide to completing this business template. It is worded as a
series of questions designed to make you stop and think about this topic in a challenging and creative way – as if a
business coach or consultant was sitting next to you.

Title and Description
What is the project name and purpose or mission?
Project Leader
Which member of the senior management team is the Sponsor - responsible for defining the project objectives and
ensuring resource availability? Who is the initiator of the new project idea?
Project Sponsor
Which member of the senior management team is the Sponsor - responsible for defining the project objectives and
ensuring resource availability?
Team
Which department or team takes prime responsibility for the successful completion of this project?
Type
What type or classification of project is this? Classifying projects in a particular way helps to manage them in the
appropriate way and can be used for reporting – this might relate to the programme they contribute to or possibly
whether they should adopt a FastTrack as opposed to a complex approach
Budget
What initial budget has been allocated to this project? This information should be compared with the detailed
requirement in the Workplan
Project Leaders Update
What is the latest update for the Project Leader? It is worthwhile keeping all changes to this cell
Current Status
What is the overall status of this project? The status should reflect the status fields from elsewhere in the
passport
Impact
What is the overall impact on performance?
1 = Marginal impact on operational performance in one area of the business
2 = Medium impact on internal effectiveness and efficiency
3 = High impact in internal operational effectiveness and efficiency
4 = Significant impact in one strategic imperative or product-market area
5 = Significant impact in all functions or strategic emphasis areas
Risk
What is the overall risk assessment?
1 = Low complexity and low investment project that has been completed successfully many times before
2 = Low complexity and low investment project that has not been conducted before
3 = Medium complexity (more than one function) and medium investment
4 = High complexity and high investment, but has been completed several times before
5 = High complexity and high investment in an area that has not been conducted before (novelty)
Issues
How many issues or risks exist for this project? Think about the bottlenecks that are or could occur, and make sure
you manage these items as the project progresses
Documents
How many additional documents provide useful background information? The Project Passport should somehow
be linked to other project documents such as: a market or customer brief, research papers, presentation packs and
possibly detailed project plans if required
Business context
What is the current situation and background information? Think about how this project fits with the current
strategy and KPIs?
Problem or opportunity
What is the specific problem to be addressed and what is its impact on operational and strategic performance?
Scope (In vs Out)
What boundaries have been set for this project - what is out and why?
Constraints & dependencies
What are the critical dependencies in terms people, resources, budgets or deliverables from other projects?
Form 3: Objectives & Value
Benefits – description
What are the primary and secondary objectives for this project? Reflect on the problem or opportunity statement
above and consider the potential impact on performance
Priority
What is the weighting for each objective?
Whilst all objectives may be desirable, if the project gets into difficulties and needs to make a compromise, the
focus should always be on the primary objective
What is the anticipated financial benefit?
Think about the value in the 12 months immediately following completion of the project, and the longer-term
(ongoing) impact
Status
What is the overall status for each objective?
 Red = major concerns and immediate corrective action is required (capture these as Issues in Form 1)
 Amber = some concerns and needs to be monitored closely
 Green = on-track
Top Five Stakeholders

What is the name of the stakeholder group? There are often many stakeholders, but overall project success or
failure will ultimately be determined by a small number – focus on your top five
Communication & involvement process
What is the best way to keep each stakeholder group involved and informed? Many projects fail simply through
poor communication or because the people were not involved when required
Power
What level of impact could each stakeholder have on the overall success of the project? Use a simple scale of H =
High, M = Medium, and L = Low
Reflect on the contribution that each will make, and how critical it is to the project
Support
How supportive is each stakeholder of this project? Use a scale of -5 to 5 where -5 reflects stakeholders that are
resistant to the project, and 5 where they are strongly supportive.
Status
Finally, what is the current status for each relationship? Reflect on stakeholders that have the most power, and
where they are strongly resistant (status Red)
 Red = Significant concerns and immediate corrective action is required (capture these as Issues in Form 1)
 Amber = some concerns and the relationship needs to monitored very closely
 Green = Strong and positive relationship
Form 5: Project Workplan
Workplan
What are the major steps or activities within the project? Think about how you would group activities together to
make them easier to manage
Budget
What detailed budget will be required for each phase of the project? Think about the number of person days
consumed and the resources required for facilities, equipment and materials
Start date and close date
What is the anticipated start and close date for each activity?
Status
Finally, what is the current status for each activity?
 Red = major concerns and immediate corrective action is required. (capture these as Issues in Form 1)
 Amber = some concerns and needs to monitored closely
 Green = on-track
 Black = phase is complete
Form 6: Project Close-Down
Close-down checklist
How did the project perform overall in terms of delivery against time, cost and benefits?
 Objectives: Did the project deliver against the agreed objectives and forecast financial benefits?
 Timing: Were all activities completed on time?
 Budget: Did the overall expenditure stay within the agreed budget?
 Resources: Were resources used effectively and efficiently?
 Stakeholders: Were the team and all stakeholders committed to the success of the project?
 Lessons Learned: What specific insights or learning points have been captured?
Status
What is the status against each checklist question?
 White = not yet assessed

 Red = not achieved at all
 Amber = partially completed
 Green = competed satisfactorily
Comments
What are the final comments against each item in the checklist? Ideally this section would be completed during a
meeting between the Project Leader and Project Sponsor
Project Passport
Use the following blank template to address an issue or opportunity within your business or team

Overview Performance monitor
Title Budget
Description Update
Project Leader Status
Project Sponsor Impact Level
Team Risk Level
Type Issues
Last Save Documents

Project Summary
Business Context
Problem or
opportunity
Scope (In vs Out)
Constraints &
dependencies
Form 3: Objectives
Objectives Benefits - description Priority Realised Status
Prime objective
Objective 2
Objective 3
Benefits - value Identified Realised Status
Value - Year 1
Value - Years 2 & 3
Top Five Stakeholders Communication process Power Support Status
Form 5: Workplan
Workplan Outcome or Deliverable Budget Start Date Close Date Status
Totals
Form 6: Project Close-down

Close-down Status Comments
Objectives
Timings
Budget
Resources
Stakeholders
Lessons learned

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Project Passport

What is a Project Passport? When should you use it?

Form 1: Project Reference

Form 2: Executive Summary

Form 3: Objectives & Value

Graphic: Gantt Chart

Form 1: Project Reference

Form 2: Executive Summary

Form 3: Objectives & Value

Top Five Stakeholders

Form 5: Project Workplan

 White = not yet assessed

Form 1: Project Reference

Project Leader Status

Project Sponsor Impact Level

Team Risk Level

Last Save Documents

Form 2: Executive Summary

Benefits - value Identified Realised Status

Value - Years 2 & 3

Form 6: Project Close-down

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