preliminary project plan « Full » version Template

Project Name


National Project Management System
Business Projects-IT-Enabled
initiation phase


This document is your template to producing a preliminary project plan (PPP), a key requirement for the implementation of any project.

Document Purpose

The PPP is the document that defines the plan that will be used to meet the project objectives during the Identification Stage. It will include why the project is being initiated, what is to be done, who will be involved in its development, when it will be done and how it will be done. Once the Identification Stage is completed, and the project is approved at preliminary project approval (PPA), the Project Plan will be used to transition the project for delivery by the Project Delivery Team. If the project is not approved, or if it is put on hold, the PPP becomes the key record of the project's project management processes during the Identification Stage.

Who produces this document?

If the Business Projects-IT-Enabled is for a single Public Services and Procurement Canada (PSPC) branch or for multiple branches, it is the responsibility of the Account Executive for the principle business owner Branch to produce this document. NOTE: The ITSB Client Executive is informed, and the IM/IT Enterprise Architecture Review Board will begin its technology impact review.

If the Business Projects-IT-Enabled is for shared infrastructure services for the benefit of an OGD, it is the responsibility of the Enterprise Partnership Management organization in ITSB to produce the document in consultation with the OGD(s) OPI.

Using this Template

To create an preliminary project plan  from this template, simply:

  1. Replace the title on the cover page with the name of your project and the organization information.
  2. Replace the <italicized text> in the document header with your project name and information.
  3. Save your document with a filename that is in accordance with current branch document naming standards.
  4. Update the filename in the document footer by right-clicking and selecting “edit footer”.
  5. Complete the entire template. Each section contains abbreviated instructions, shown in italics, which can be removed once your document is finalized. Tables are also provided as a suggested layout for some of the information required.
  6. Update the table of contents by right-clicking and selecting Update Field, then update entire table.
  7. Note: Replace all the text between the less than / greater than symbols “<…>” with project specific statements.
  8. Delete this page when the PPP is complete.

Revision History

Table Summary

The table describes the revision history of the preliminary project plan Full version with version number, description, date modified and author.

Version Number Description Date Modified Author

Authority Signatures

The Project Lead (Business Side) and the Project Manager agree to deliver the Identification Stage of this project in accordance with this PPP and amend it periodically as project parameters change.

Prepared by:

(PSPC) / Signature

Please print:




Prepared by:

(PSPC) / Signature

Please print:


Project Analyst:


Recommended by:

(PSPC) / Signature

Please print:




Approved by:

(PSPC) / Signature

Please print:




Table of Contents

List of Appendices

1. Executive Summary

Describe the key issues driving the project. Clearly demonstrate the problem/opportunity and how resolution of this problem opportunity provides best value, while meeting investment plan, business, technical or legal/political/regulatory objectives. "Cut and paste" from the Statement of Requirement (SoR) if necessary but be sure the statements are concise. The summary is intended to provide the reader with a quick overview and good understanding of the essential aspects of the project. Provide background information to describe the context for the project, the identified need and the reasons for initiating the project. This section should be based on the "Background" section of the SoR.

2. Scope Management 

2.1 Scope Statement

Provide a high-level initial scope statement, including what is within and what is not within scope; that is, the scope of the project needed to meet the stated objective. It is important to keep in mind that the scope includes the requirements for both the product scope (the features and functions of a product or service) and project scope (the work required to deliver the product).

2.1.1 Constraints

Constraints or restrictions limit or place conditions on the project, especially those associated with the project scope (e.g. a hard deadline, a predetermined budget, a set milestone, contract provisions, privacy or security considerations, etc.)

2.1.2 Assumptions

Assumptions are factors that for planning purposes are considered to be true, real or certain. These assumptions will be validated during the planning process in the Delivery Stage.

2.1.3 Stakeholders

Identify the individuals or organizations (e.g. customer, sponsor, performing organization or the public) that are actively involved in the project, or whose interests may be positively or negatively affected by execution or completion of the project. (Project Management Body of Knowledge - PMBOK®) This is a preliminary estimate.

3. Requirements Management

The project will conform to the NPMS Business Project-IT- Enabled Requirements Management Process (Scope Management Knowledge Area).

4. Schedule Management

4.1 High-Level Activity Definition and Sequencing

The Work Breakdown Structure (WBS) will be high level at the beginning of the project but will become more detailed as the project progresses into the project delivery stage. Provide the initial high-level activities and proposed sequencing of the project identification stage. Add additional activities and milestones as required.

4.2 Milestone Schedule

Table Summary

This table describes the actual and forecasted milestones, name and title of area reponsibility and milestone date.

Table 1 - Milestone Schedule
Milestone Responsibility
(Name and Title)
Date (F)orecast or (A)ctual
Approved preliminary project plan (PPP)      
Feasibility report approval (FRA)      
Approved project charter      
Approved Business Case (BC)      
Approved Request for Change (RFC)      
Engagement of consultants      
Conceptual Architecture Approval      
Preliminary project approval (PPA)      

5. Cost Management

5.1 Funding

Provide the date, approving authority, and financial coding. As a minimum, repeat the information provided in the SoR document.

5.2 Budget and Cash Flow

Provide an initial budget and outline the cash flow management process. As a minimum, copy the spending breakdown provided in the SoR document and provide an estimate/timeline of how the funds for those cost items / activities will be disbursed.

6. Change Management

6.1 Request for Change Impact Assessment

An impact assessment will be conducted on all requests for change that may affect cost, schedule or scope.

6.2 Change Control

Minor changes to the project that do not affect scope, time or cost will be approved by the Project Leader up to the end of the project identification stage.

Major changes that affect scope, time and cost will be approved in accordance with the governance, escalation and approval process to be outlined in the project charter.

7.Quality Management

7.1 Project Reviews

Specify all processes committees or boards that are appropriate; for example, Monthly Process Delivery Management (MPDM), IM/IT Architecture Review Board (IM/IT ARB), enterprise change advisory board (eCAB), and the appropriate Investment Group i.e. ITSB Branch Operations Committee, Chief Information Officer Management Board (CIO MB).

A Project Steering Committee will be set up in advance of finalizing the project charter.

The terms of reference for any review organizations should be referenced in Appendix B – References.

8. Human Resources Management / Staffing Management

8.1 Organization

Provide Organization Chart and clarification of reporting relationships. This plan will apply to the project identification stage.

8.2 Roles and Responsibilities

Insert the roles and responsibilities of the key team members and decision makers of the Identification Stage.

9. Communications Management

Describe how communications will be managed during the Identification Stage.

Governance Dashboard and Reporting

If the ITSB dashboard is not used, identify who will receive management reports. Information / communications will be captured in accordance with PSPC DP 102 Information Management Policy This link is available only to clients with access to Publiservice, the Government of Canada extranet..

10. Risk Management

Describe how project risks will be managed in accordance with the Departmental Risk Management process, policies and procedures.

11. Information Management

The project will manage all information and documentation produced in accordance with the PSPC DP 102 Information Management Policy This link is available only to clients with access to Publiservice, the Government of Canada extranet., using a project information management plan based on the Information Management Plan Template.

Indicate where Project Documents will be stored if not in E-DRM.

12. Procurement Management

Consultant Acquisition

Include any consultants required to supplement the project team; this would include, for example, those assisting in the definition/analysis process or producing feasibility studies or other supporting documentation.

13. Stage Closure

The project will conduct administrative closure activities for the Identification Stage. <Contract closure activities will be required for those service providers not participating in project delivery activities. The goal is to ensure a smooth transition to the Project Delivery Team that will lead the Implementation effort.>

Appendix 1 - Attached Documents

Note to Author: Documents that are appended to this preliminary project plan are to be listed under "Appendixes". Documents that are not attached but contain information important to the project are to be listed under "References". (Expand table as needed)

The following documents are attached to this Project Plan for immediate reference.

Table Summary

This table describes the document name and appendix attached to the preliminary project plan.

Appendix Document Name Version or
Revision No.

Appendix 2 – References

Note to Author: Provide document name (or descriptive title) and where the document can be found either in the Central Records files or in the E-DRM system. (Expand table as needed).

The following documents are not attached but contain pertinent information, regarding this project. They can be located as noted below:

Table Summary

This table describes the names and file locations of the business case reference documents.

No. Reference Document Name Location
e.g. File No.: E-DRM No. Web Address etc
File Volume No.

Appendix 3 - Glossary

Table Summary

This table describes the business case glossary and definitions.

Term Definition
Acronym Name in Full