Project Management Proposal Template

Start your project off right with Qwilr's project management proposal template. Helping you to win work, you can embed forms, presentations, spreadsheets, images and videos into the proposal.

Project Management Proposal Template
Get organised with timelines and calendars

Get organised with timelines and calendars

Embed project timelines, calendars, spreadsheets and forms right into your proposal so you can launch faster and stay on track.

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Use images and videos to tell the story

Include full screen images, embed videos inline or add maps and flow to charts to convey how you'd like the project to work.

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Scope out the project with interactive quoting

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Project Management Proposal 


Prepared for Acme Inc

by Jesse Turner, Account Manager at BBDC


Introduction

We were recently engaged by [Client Name] to provide a project management proposal to provide services for full life cycle management of the [Project Name] project.

What separates us from other companies is our experience in leading projects of all scales for companies of all sizes and at all levels of project management maturity.

In the below project management proposal, you will find a breakdown of the services we plan to provide during the project life cycle. You will find that we follow a comprehensive process as defined in detail in this project management proposal in order to ensure that the project is completed on time and within budget. It is a process that worked with all of our customers ranging from small businesses to Fortune 100 companies.

Initiation

This is the first phase of the project that we will lead as per this project management proposal is the initiation phase during which project activities start to kick-off. During this time, we will meet the team and start to identify high level project information. We believe in establishing strong relationships among the team during this time to foster a sense of togetherness that helps kick off on the project on a strong note. During the project initiation phase, we will lead the team through the following activities:


a) Perform initial project assessment to understand project goals, constraints, assumptions, and scope;

b) Confirm completion of project charter:

  • If necessary, assist in facilitating the completion of the project charter.

c) Project Kick-off Meeting:

  • Introduction of all team members;
  • Review project goals and objectives;
  • Review business case and project scope;
  • Identify any high level risks, assumptions, and/or constraints;
  • Present project milestones;
  • Identify project stakeholders.

d) Create log of project stakeholders based on information obtained during Kick-off;

e) Perform stakeholder analysis to under influence and impact of stakeholders involved in the project;

f) Enter all identified risks into risk register.

Planning


The planning phase is the second phase within this project management proposal. During this phase, we will work on a series of planning documents and activities that the team will follow throughout the project life cycle. These documents will guide the team’s approach for all other phases of the project and will be living documents that will evolve as the project progresses. Our thorough but not overly complex planning process has earned high praise from our customers who have indicated that our well thought out approach has saved a lot of delays and cost overruns. During the planning phase, we will work on the following:


a) Project Management Plan (which will be composed of some or all of the following sub-plans):

  • Communication Plan - This plan will define who needs to receive project communications, what the preferred communication method is for those stakeholders, and how often they should be communicated with;
  • Change Management Plan - This plan will describe the process for changes being submitted, reviewed, scoped out, budgeted for, approved, and executed;
  • Risk Management Plan - In this document, we will maintain the risk register, create a risk matrix, and plan risk responses to handle risks that come up during the project life cycle;
  • Human Resources Management Plan - This plan describes how team members will be managed (in accordance with your company policies), defines project roles, skills required, and expected areas of responsibility;
  • Quality Management Plan - After consultation with you regarding your expectations and company policies, we will use this document to describe the levels of quality that all deliverables and processes are expected to adhere to;
  • Budget Management Plan - This plan will be used to describe how the project budget will be managed, what contingencies such as standard project contingency amounts will be in place (based on the input you provide to us), and how approved change requests will be financed;
  • Procurement Plan - This plan will be used to describe the procurement process during the project including the planned way for proceeding in acquiring all needed project resources.

b) Work Breakdown Structure - The WBS will be worked on with the team to break down the project scope into deliverable and work package level items to add further definition and clarity to the project work that is about to be undertaken;

c) Project Plan/Schedule - An initial project plan including milestones, tasks, activity durations, start and finish dates, and resource assignments will be created and shared with the team.



 

Execution



The third phase covered within this project management proposal is the execution phase. During the project execution phase, we will manage all project work, project resources, and the project schedule. We have extensive experience in managing the execution of projects and rely on our experience to direct project work to be done in the most efficient way possible thereby keeping the project on schedule and within budget. We will perform the following during project execution:


a) On-board and integrate any new team members (such as team members hired specifically for this project);

b) Conduct regular project status meetings with the team to discuss project progress as well as any issues or risks that have emerged;

c) Distribute weekly status reports (to those identified in the communication plan) to advise all team members what was accomplished during the week, how we are tracking towards our goals, and what is expected to be accomplished next week;

d) Perform daily updates of the project plan to ensure it accurately reflects project progress on a daily basis;

e) Direct project work and ensure that all project resources are clear on tasks assigned to them;

f) Process, review, and implement approved change requests;

g) Implement risk management responses including corrective actions as per the processes described in the risk management plan;

h) Ensure that all quality management plan standards are followed to ensure that project work meets all standards described in the work and that our customers expect.

Monitor and Control


The fourth phase of this project management proposal is the monitor and control phase. The monitor and control activities of the project are activities that we will perform throughout the project life cycle. These often get overlooked by other project management services companies, but we focus on these activities to ensure that all defined plans and policies are being adhered to. The activities below are performed to ensure that the project is progressing towards the stated goal and that all work is being performed in accordance with the processes and standards set forth in the project management plan and its corresponding sub-plans:



a) Measure project progress by utilizing project management software and evaluate the current project schedule against the project baseline, which will be established during project planning;

b) Updating the risk register with new risks and updating the risk management plan and its corresponding components with risk responses;

c) Ensure that all project deliverables meet the quality standards that are described in the quality management plan and that all project processes are also executed to that end;

d) Manage and document change requests in accordance with the process defined in the project management plan;

e) Update the project budget and scope based on any approved changes.

Process Summary

The following video shows how our process helps deliver the results your company deserves.


Closure

As the final step in our work as part of this project management proposal, we will lead the project closure process. Many companies at this point are quick to close the project, but we go through this process carefully to ensure all project lessons learned, documentation, and artifacts are carefully constructed and maintained to serve as a guide for future projects of a similar nature. During project closure, we will formally wrap up project activities by doing the following:

a) Execute transition plan to transfer all knowledge to designated individuals to ensure a successful continuation of all project initiatives;

b) Writing a lessons learned document to highlight what went well during the project and what could be improved upon in future projects;

c) Archiving all project documents in a designated file repository;

d) Receive final sign-off on project work;

e) Releasing the project team.




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Cost Summary

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