Project Proposal

Project name
Project proposal (full)

Project Name – Completion Report
Tips for completing templates

– Every section of the template should be addressed. If the section is not relevant to the
project, use ‘not applicable to this project’. This enables the project manager to tailor
the documentation to the needs of the project, while ensuring the knowledge areas of
project management have been addressed.
– For an overview of the concept phase of project management within the OnQ
methodology, please refer to the OnQ website ‘concept phase’.
– While deleting the guidance box streamlines the appearance of the document it is also
useful to save a version with all guidance intact. This allows you to review the guidance
again if any changes are required to the document, following review by other parties.
– Information can be presented in table form where it is more efficient and effective to do
so.
– This document should be managed in accordance with the Department of Transport and
Main Roads Recordkeeping Policy.
– Any appendices at the back of the document are tools to assist in documenting the
relevant information. The appendices have generally been developed for major projects
and may need to be tailored to the size and complexity of the project. It is important
therefore to take the time to determine which ones are relevant to the project. In order
for the approving officers to know that the appendices have been considered, use ‘not
applicable’ where appropriate, rather than just omitting or deleting an appendix.
– It could be useful to refer to a completed project proposal as an example of how to

complete this document.
– Templates should be completed in a language that is:

– clear and easy to understand
– pleasant to read
– well-punctuated and grammatically correct.
To delete this guidance text box, double mouse click in the left margin and then press delete.
Department of Transport and Main Roads Generic OnQ template Page 4 of 35

Project Name – Project Proposal
Document control sheet
Action statement
Date Name Position Action required Due date
(Review/Endorse/Approve)
Version history
Version no. Date Changed by Nature of amendment
dd/mm/yyyyy Initial draft.
Prepared by: Name

Title: Job title
Branch/District: Branch/District
Division/Region: Division/Region
Location: Floor, street, city
Version no: 0.1
Version date: dd mmmm yyyy
Status: Initial Draft / Consultation Draft / Approved Document / Minor Revision / Major Revision
DMS ref. no: DMS reference number
File/Doc no: File number/document number
Contact for enquiries and proposed changes

If you have any questions regarding this document or if you have a suggestion for
improvements, please contact:
Project Manager: Insert Project Manager's name here
Phone: Insert phone number here

Project proposal approval checklist
Project governance is documented. Project customer, sponsor and manager have been
identified and accept their responsibility.
There are clear justifications for the project:
 The real underlying problem to be addressed has been identified.
 What the project is expected to achieve has been determined. (For example
potential costs and benefits based upon the current knowledge and
understanding).
 The products or services to be delivered have been clearly determined.
Stakeholder analysis is appropriate taking into account the projects type and size.
For major projects an internal and external communication strategy is attached.
Scope is clearly defined. For example what will and will not be delivered.
Internal and external impacts have been identified and mitigation strategies considered.
A risk register is attached, including assessment and control measures, for major
projects a risk management plan has been completed and attached.
The performance of the project has been assessed against pre-determined success
criteria.
The effects of any defects liability is noted.
There is a recommended plan to the next stage, that states resource and cost forecasts.

Handover report approval

The following officers have approved this document.
In signing this approval:
 I agree that the document meets the standard required for the project proposal
deliverable (requirements above).
 I understand the financial and other impacts associated with progressing to the
options analysis stage.
 I authorise progression to the options analysis stage.
Project customer (accountable for ensuring the stated benefit(s) of the project to the
business have been measured and achieved)
Name
Position
Signature Date
Project sponsor (accountable for representing the organisation(s) delivering the project)
Name
Position
Signature Date
The following key stakeholders critical to the project’s success have endorsed this document.
Name
Position
Signature Date
Add further names as required

Contents
Executive summary.....................................................................................................8
1 Introduction.....................................................................................................9
1.1 Purpose of this document.................................................................................9
1.2 References.......................................................................................................9
1.3 Definitions.........................................................................................................9
2 Governance...................................................................................................10
2.1 Project customer.............................................................................................10
2.2 Project sponsor...............................................................................................10
2.3 Project manager.............................................................................................10
2.4 Governance structure.....................................................................................10
3 Stakeholders.................................................................................................11
4 Project purpose............................................................................................11
4.1 Background.....................................................................................................11
4.2 Outcomes and benefits..................................................................................12
4.2 Links with the department’s objectives...........................................................12
5 Scope of project...........................................................................................12
5.1 In scope..........................................................................................................12
5.2 Out of scope...................................................................................................12
5.3 Related projects..............................................................................................13
5.4 Constraints.....................................................................................................13
5.5 Urgency..........................................................................................................13
5.6 Assumptions...................................................................................................13
6 Project procurement....................................................................................14
7 Impacts..........................................................................................................14
7.1 Internal............................................................................................................14
7.2 External..........................................................................................................15
8 Risks and issues..........................................................................................15

8.1 Risks...............................................................................................................15
8.2 Issues.............................................................................................................15
9 Key findings and recommendations..........................................................16
10 Plan for conducting the concept phase.....................................................16

10.1 Schedule.........................................................................................................16
10.2 Resource requirements..................................................................................16
10.3 Cost estimate and budget..............................................................................17
10.4 Procurement...................................................................................................17
10.5 Communication and reporting........................................................................17
10.6 Risks...............................................................................................................17
10.7 Success criteria..............................................................................................18
Project proposal appendices...................................................................................19
Appendix A – Defining scope checklist..................................................................20
Appendix B – Procurement plan..............................................................................21
Appendix C – Risk management plan.....................................................................23
Appendix D – Risk register......................................................................................24
Appendix E – Estimated costs and resources.......................................................26
Appendix F – Communication management plans (internal and external).................27

Executive summary
Summarise the key points of the proposal as follows:
– describe the problem or opportunity
– identify the scope boundaries
– define the outcomes and benefits required from the project
– outline key risks and issues
– what is the recommended course of action
– provide an overview of time, resources and costs to complete next stage.
Type here

1 Introduction
1.1 Purpose of this document

Identify the purpose of this document in this section (do not explain the project here). The
purpose of a project proposal is to:
– confirm the need for the project and establish project outcome requirements
– establish the link to the organisation’s strategic goals and objectives
– develop a plan and budget for completing the concept phase
– obtain funding and senior management support for the concept phase.
Type here
1.2 References
List any documents to which this document refers, include all previous documentation
prepared as part of this project.
Type here
1.3 Definitions
In the table below, define any term the audience may not understand, including specific terms,
abbreviations and acronyms.
Terms, abbreviations and Meaning

acronyms

2 Governance
2.1 Project customer

– Accountable for ensuring the stated benefit(s) of the project to the business have been
measured and achieved.
– Enter the name of the project customer.
Insert name
2.2 Project sponsor

– Accountable for representing the organisation that is delivering the project.
– Enter the name of the project sponsor.
Insert name
2.3 Project manager

– Appointed by the project sponsor to manage the project (and responsible for preparing
this document).
– Enter the name of the project manager.
Insert name
2.4 Governance structure

Briefly outline the governance structure.
Insert name

3 Stakeholders
– Stakeholders are individuals or groups within the organisation that are actively involved
in the project, or whose interests may be positively or negatively affected by the
project.
– List all internal and external stakeholders with an interest in this document.
– Stakeholders may be listed in tabular form (as below).
– Describe the engagement undertaken with stakeholders in developing this document.
– Outline the key findings of the engagement process.
Stakeholder Stakeholder Interest or

Responsibility Engagement Outcome
area representative context
4 Project purpose
4.1 Background
Provide a brief history of the project including details of:
– who initiated the project and how it was initiated
– past community engagement, issues and outcomes
– any benchmarking that has occurred
– any other previous initiatives or projects which addressed related issues
– key decisions from previous project phases
– steps taken in developing this document. This could include investigations carried
out or research methodology used
– describe the current situation – problem, needs or opportunities
– what problem or part of the problem this project will address
– impacts of the current situation on internal and external stakeholders, including
impact of not proceeding.
Type here

4.2 Outcomes and benefits

Define the outcomes and benefits required from this project – what needs to be achieved, not
how it is to be achieved.
Type here
4.2 Links with the department’s objectives

– Describe how the project links to departmental objectives.
– If the project has not originated from departmental objectives, state how it supports the
strategic direction.
Type here
5 Scope of project
5.1 In scope
– Define the project boundaries – include specific products or outputs.
– Confirm or update (as necessary), the scope outlined in any previous documentation.
– Remember at the proposal stage, it may only be possible to describe the work required
to progress to the next step in the concept phase.
– For further guidance on establishing scope refer to the ‘defining scope checklist’ in
appendix A.
Type here
5.2 Out of scope

– List any identified items that will not be delivered as part of this project.
– Identify the importance of individual out of scope items that may pose significant risks
to the project if they are not completed.
Type here

5.3 Related projects

– List any related projects or proposals and their relationship to this project.
– Identify the impact of these related projects on this project.
Type here
5.4 Constraints
– Define any factors that restrict how the project can be conducted or managed.
– Common constraints include timing, cost, political, limited resources and implementation
issues.
Type here
5.5 Urgency
Identify the urgency of the project stating reasons. For example safety pressures, political
commitments, and funding availability.
Type here
5.6 Assumptions
– List all assumptions made in producing this document.
– An assumption is a statement that is taken as being true for the purposes of planning a
project, but which could change in the future, for example:
– resources (human and finance) will be made available for the project
– senior management will support this project
– the political climate will remain stable.
– All assumptions should therefore be reviewed as part of the regular review process.
Type here

6 Project procurement
Where possible, give early consideration to:
– procurement options available for the whole of the project (sole invitee, multiple
invitees)
– selection of suitable contract type (value based or qualification based)
– refer procurement plan appendix B – part A
– alternatively, identify when it is inappropriate to suggest procurement options if
there is limited experience with this type of project.
Type here
7 Impacts
– Impacts are the ways in which the project will affect others, including other areas of the
organisation and external stakeholders.
– These can be identified in either narrative or table format (see below) and would include
impacts that:
– are positive or negative and external or internal to department
– occur during the life of the project (costs, disruptions, temporary
arrangements etc)
– result from delivery of the project.
Type here
7.1 Internal
Impacts the project will have on the department for example:
– culture change and change management aspects
– impacts on staff and likely staff attitudes.
Type here
Area within the department Nature of impact

7.2 External
Impacts the project will have on external groups or organisations for example:
– new policy culminating in changes to legislation which affects outside agencies
– service provider(s) will need to charge more for the service.
Area external to the Nature of impact

department
Type here
8 Risks and issues
8.1 Risks
Identify the risks to the project during the whole project lifecycle. Risks could include but are
not limited to:
– financial risk – budget overruns, budget reduced
– policies risk
– stakeholder risks
– contractor or consultant risks
– complete a risk register for all projects (risk register appendix D – part 1)
– complete a risk management plan for major projects (appendix C)
– refer to the corporate risk management framework.
Type here
8.2 Issues
– List any known issues that affect this project.
– Issues can include things that have happened, or will happen (whereas risks are events
or occurrences that may happen).
Type here

9 Key findings and recommendations

– Summarise the key findings from the investigations to date.
– Make a recommendation on whether the project should continue with the options
analysis or business case.
Type here
10 Plan for conducting the concept phase

– This section details how the concept phase will be delivered; it is the management plan
for this phase of the project.
– For complex projects with long concept phase duration, additional guidance is available
in the project plan template.
Type here
10.1 Schedule
Attach a schedule that clearly shows:
– what activities are required to be conducted
– when activities will be conducted
– who is responsible for the activities.
Type here
10.2 Resource requirements

– Identify the resources required to deliver the concept phase.
– Particular focus should be given to the project team members and specialist skills
required.
Type here

10.3 Cost estimate and budget

Attach a detailed cost estimate and budget for delivery of the concept phase. (Refer to
appendix E).
Type here
10.4 Procurement
– Identify how the various concept phase activities only will be procured – refer
procurement plan appendix B – Part 2.
– Procurement refers to the process that is to be undertaken to acquire goods, services

and products that exist outside of the project team.
– Procurement activities must be undertaken in accordance with the departmental

procurement policy.
Type here
10.5 Communication and reporting

– Detail the reporting requirements to be used during the concept phase between the
project manager, sponsor and customer.
– Outline how communication with key stakeholders will be managed during this phase.
– For major projects use the communication management plan (appendix F)
– Guidance on managing stakeholders.
Type here
10.6 Risks
– What are the risks to the project during the concept phase only (Do not include the
whole project lifecycle).
– Refer to risk register appendix D – part 2.
Type here

10.7 Success criteria

– Define the success criteria for the conduct of the concept phase
– At completion of the concept phase, assessment of these criteria will determine how
well the concept phase was managed and delivered.
Type here
When all information has been put into this document and the guidance text boxes have been
deleted, it will be necessary to reformat the document. To update the table of contents:
– right click mouse in the table of content, ‘click update fields’
– click on ‘update entire table’, then click ‘ok’. (This will update the table of
contents to show the new page numbers).

Project proposal appendices

Appendix A – Defining scope checklist
The following items are for consideration in developing the ‘In scope’ and ‘Out of scope’ sections of documents completed during the concept phase.
Item Description
Is the purpose of determining scope Determining scope involves developing a common understanding of what is to be included or excluded from a
clear? project. It is a different exercise to determining time and cost. Time and cost are outputs of scope.
Have you started with an agreement Outcome is the change that will occur when the project is completed, or what will be different in the organisation
on the outcome? when the project is completed.
Is the level of detail appropriate for Project proposal generally relates to high-level scope consisting of two main parts, these being project
the document being prepared? deliverables and project boundaries.
Have you defined deliverables?

External deliverables – output the project delivers to the users. For example new database, new payment
system and new policy.
Internal deliverables – output the project generates internally. For example the following items are for
consideration in developing the ‘in scope’ and ‘out of scope’ sections of documents completed during the concept
phase. For example weekly status reports, business requirements specification and prototypes.
Have you defined functionality? This can be completed in a one hour to ½ day workshop, using a functional decomposition process.
Have you workshopped the scope This will ensure a shared understanding between those undertaking the project and those accepting the
with the users? outcomes, and clarify any uncertain situations.

Appendix B – Procurement plan
Project procurement requirements matrix
Part 1 – this relates to section 6 of the project proposal template and should include procurement options for the whole of the project lifecycle
Goods or Procurement Activities in Duration of When to

Budgeted When Possible Who is
service to be Quality strategy – procurement procurement commence
cost required providers responsible
procured contract type process process procurement

Part 2 – This relates to section 10.4 of the project proposal template and should only include procurement requirements for the concept phase
activities
Goods or Quality Budgeted When Procurement Activities in Possible Duration of When to Who is
Service to Cost required strategy – procurement providers procurement commence responsible
be contract process process procurement
procured type

Appendix C – Risk management plan
Broad strategy for risk management

Explain how the risks to the achievement of the project objectives will be managed, for
example the process to identify, rate, manage, reduce and monitor risks, and who is
responsible.
Type here
Summary of significant risk factors

– A risk workshop was conducted on ……..
– Further risks will be identified as issues arise.
– Value management workshops will also be conducted as necessary for each of the
major remaining sections.
– Option: to list major risks here, or go directly to the risk register.
Type here
Overall assessment of project risk

Assess the likelihood and consequence of each risk, and then rate each risk, for inclusion in
the risk register. Then, summarise the significant risks on this project, for example they could
particularly relate to key stakeholder and community involvement.
Type here
Detailed risk assessment

See attached risk register

Appendix D – Risk register
Part 1 – Whole of project lifecycle risk identification
The following table relates to section 8.1 of the project proposal template
Risk Reference
Objective or Activity Description of Risk(s)

(*Refer to Note) (Source of the risk(s), likely to effect the objective or activity)
Example: Changes to the project scope may delay the completion of the project
System stewardship
*Note: Risks that are identified must be linked to the departmental objectives.

Part 2 - Risks specific to project proposal phase only
The following Risk Register table relates to Section 10.6 of the Project Proposal template
Risk Reference
Risk assessment Risk treatment or reporting

Description of
Objective or risk(s)
Risk Existing Risk
activity (Source of the Likelihood of Consequence of
owner controls rating Risk control measures
risk(s), likely to risk occurring risk occurring
(*refer to note) (extreme,
effect the objective (almost certain, (severe, major, (evaluation or treatment or
high,
or activity) likely, possible, moderate, minor, mitigation or actions)
medium,
unlikely, rare) negligible)
low)
Example: Changes to project Special Possible Severe High

System scope as detailed in Projects
stewardship this document may Office
delay the
completion of this
stage of the project
*Note: Risks that are identified must be linked to the departmental objectives.

Appendix E – Estimated costs and resources

The following table highlights potential category costs to complete the concept phase of the
project. These are examples only. Delete or add others as required.
Length of
Funding
Category Details time (as Amount
source
applicable)
Salaries
Non-capitalised expenditure
including hardware and
software
Travel and related staff
development and training
Other, including general
consumables, printing and
stationery,
telecommunication,
consultancy and contractors
Capitalised expenditure,
including hardware and
software
Grand total (all costs)
Total project funds

requested

Appendix F – Communication management plans (internal and

external)
Internal communication plan

– Identify the information, participation and other change management needs of internal
stakeholders.
– List the internal communication and how they will meet these needs.
Type here
Monthly reports
Consider reports to: Strategic Advisory Group, Minister, Premier, Governor, hot issues, and
give headings.
Type here
Exception reports
For example – consider raising an exception report when task achievements is say 10% out
of what was planned and costs are say, 10% above budget.
Type here
Meetings
Detail monthly and weekly meetings. See format for minutes attached.
Type here
Internal communication management

See attached internal communication management matrix.
Type here

Project office procedures

Specify how correspondence, files and e-mails will be managed.
Type here
Control mechanisms
Specify for example, project plan, scheduling software, issues register, learnings register.
Type here

Minutes template for project meetings

Appendix F – Part 2
Minutes
XYZ project meeting

Date Date of meeting in full Time Insert from and to time
Place Insert place of meeting
Chair Insert name of chairperson
Minute taker Insert name of minute taker
Attendees Presence
Attendee name 1 Present or apologies
Attendee name 2 Present
Approval of minutes from the last meeting

Minutes of the last meeting held on (date) were agreed as a true and accurate record of the
meeting.
Items arising from last minutes

Insert details of any items that arose from the last minutes. This is body text style.
Agenda item 1 Insert agenda item here, if required. This is table text style.
Detail a summary of the discussions, issues, decisions made, actions and future topics.
Agenda item 2 Insert agenda item here, if required. This is table text style.
To create new agenda item copy the single row table and the paragraph below and paste it
into a new line.
Other issues raised

Detail a summary of other issues raised outside the agenda items.
Date of next meeting

The next meeting will take place on date, time and place of meeting.

Internal communication management matrix
Project Title: C = Consult

A = Assist S = Sign off or approval
P = Prime responsibility for preparation D = Added to database for reference
R = Receives minutes or reports T = Attends meetings and received minutes
Task Resource Group Project Team Management Support Advisors Other Stakeholders
PM Project Director Business
Individuals Officer Manager
Meetings
Fortnightly (Project)
Monthly (Project)
Quarterly (Program)
Executive Briefings
Reports
Monthly
2 Months
Quarterly
Exception
Milestone
Project Completion
Newsletter 2 Months
C/R C/R C/R C/R C/R D

External Communication Plan
If a separate stand alone document is needed then an introduction would be required followed
by:
– Relevant sections copied from the project plan such as:
– project stakeholders
– project background
– project current situation
– project purpose or objectives
– project scope.
– Sections as required from the communication strategy prepared as part of the

business case. Alternatively, just refer to this document.
– activities to be undertaken
– communication tools to be used such as:
– frequently asked questions and responses
– project website
– free call 1800 telephone enquiry line
– fact sheets or information kit
– display material
– project contact cards.
– Communication management
– project team
– schedule
– cost or budget
– risk identification and risk response protocols
– communication approval process
– role of consultants
– communication and consultation reporting.
– Communication evaluation.

Stakeholder contact details
Project: ………………………………………………… Date: …………………………………………………………….
Prepared by: ……………………………………………
Stakeholder Stakeholder Contact details

Responsibility
area representative Phone Fax Mobile Email

Communication requirements of stakeholders
Project: …………………………………………
How is best Who will be

What info. When Is this in the
Why would they to get this responsible
does this should they How responsibility
Stakeholder require this information for ensuring
stakeholder get this frequently assignment
information? to the this will
require? information matrix?
stakeholder? happen?

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Project name

Project proposal (full)

Tips for completing templates

Main Roads Recordkeeping Policy.

– It could be useful to refer to a completed project proposal as an example of how to

– Templates should be completed in a language that is:

Department of Transport and Main Roads Generic OnQ template Page 4 of 35

Document control sheet

Version no. Date Changed by Nature of amendment

dd/mm/yyyyy Initial draft.

Prepared by: Name

Contact for enquiries and proposed changes

Department of Transport and Main Roads Generic OnQ template Page 5 of 35

Project proposal approval checklist

Department of Transport and Main Roads Generic OnQ template Page 6 of 35

Handover report approval

Add further names as required

Department of Transport and Main Roads Generic OnQ template Page 7 of 35

8 Risks and issues..........................................................................................15

9 Key findings and recommendations..........................................................16

10 Plan for conducting the concept phase.....................................................16

Department of Transport and Main Roads Generic OnQ template Page 8 of 35

Project proposal appendices...................................................................................19

Appendix A – Defining scope checklist..................................................................20

Appendix B – Procurement plan..............................................................................21

Appendix C – Risk management plan.....................................................................23

Appendix D – Risk register......................................................................................24

Appendix E – Estimated costs and resources.......................................................26

Appendix F – Communication management plans (internal and external).................27

Department of Transport and Main Roads Generic OnQ template Page 9 of 35

Department of Transport and Main Roads Generic OnQ template Page 10 of 35

1.1 Purpose of this document

Terms, abbreviations and Meaning

Department of Transport and Main Roads Generic OnQ template Page 11 of 35

2.1 Project customer

– Enter the name of the project customer.

2.2 Project sponsor

– Enter the name of the project sponsor.

2.3 Project manager

– Enter the name of the project manager.

2.4 Governance structure

Department of Transport and Main Roads Generic OnQ template Page 12 of 35

– Stakeholders may be listed in tabular form (as below).

– Describe the engagement undertaken with stakeholders in developing this document.

– Outline the key findings of the engagement process.

Stakeholder Stakeholder Interest or

Department of Transport and Main Roads Generic OnQ template Page 13 of 35

4.2 Outcomes and benefits

4.2 Links with the department’s objectives

5.2 Out of scope

Department of Transport and Main Roads Generic OnQ template Page 14 of 35

5.3 Related projects

– Identify the impact of these related projects on this project.

Department of Transport and Main Roads Generic OnQ template Page 15 of 35

Area within the department Nature of impact

Department of Transport and Main Roads Generic OnQ template Page 16 of 35

Area external to the Nature of impact

8 Risks and issues

Department of Transport and Main Roads Generic OnQ template Page 17 of 35

9 Key findings and recommendations

10 Plan for conducting the concept phase

10.2 Resource requirements

Department of Transport and Main Roads Generic OnQ template Page 18 of 35

10.3 Cost estimate and budget