Project will all have these governance roles by default.

Role Name Division / Group / Team / College / School and Title
Project Sponsor    
Programme Owner    
Programme Manager    
Portfolio Owner    
Portfolio Manager    


If the project has a project board for governance then list its composition here:

Project Board

Role Name Division / Group / Team / College / School and Title
Senior User (may be the Executive)    
Senior Supplier    
Other board members    


Planned Project Timelines

For small projects and project teams, the milestones will set out the project plan.

For medium and large projects,  a project plan - MS Project, Gantt, or other - can be added to the Plan Log and revised as project progresses.


Resources Skills and Cost


For small projects and project teams, state the estimated effort - build and test, project management.

For medium and large projects,  an estimate can be added to the Estimation Log and revised as project progresses.

Also estimate costs of hardware, software, licenses, travel, other.

Project Team

The project team : who manages the team, lead and other technical people, business analysts, lead and other represenatatives, people in other areas of the University who will be involved in analysis, testing, acceptance and service handover.


Role Name Division / Group / Team / College / School and Title
Project Manager    
Technical Lead and other technicians    
Business Analyst    
Business Lead(s)    
Procurement Advisor    
Service Contact    
User(s) - who will help in analysis, testing and sign-offs    



For medium and large projects, state any tolerances for cost/timeline/scope beyond which point the Project Manager must request approval of the change from the Sponsor and / or the Board.



The milestones are a key tool in ensuring that the project process itself is followed as set out by ITI, and that the product deliverables are to the required Quality.

Edit this template to list the key Milestones and who signs off on these milestones. Add milestones for Security, Accessibility, etc. as advised on previous page.


Milestone Sign-Off means Date of Milestone Who signs-off (Accountability)

Start of Project

Project can begin, is in line with Programme and Portfolio priority, has resource

Add initial planning dates for milestones

Sponsor, Programme Manager

End of Planning

Project Brief, Plan, Estimated Budget, Risks - all approved. Project has resource approved by section head for the estimated effort. Project has funding for effort for other costs.


Sponsor, PM, Programme Manager, Section Head(s)

Communication Plan If not completed by end of planning then indicate when planning done   PM
End of Analysis quality and completeness of analysis   business analyst/business lead / senior user/ PM
End of Design quality and completeness of design   technical lead / senior supplier/ business lead / senior user/ PM
End of UI Design quality of UI - to show we have designed an interface that is usable, accessible, promotes equality and diversity   technical lead / senior supplier/ business lead / senior user
End of Build quality and completeness of build   technical lead / senior supplier/ PM
Acceptance overall quality of deliverable, UAT has been passed, Intergation testing successful, all components technically checked  - fit for delivery to live service  

technical lead / senior supplier /business lead / senior user /business analyst /PM


Security QA deliverable satisifies security   Section Head
Branding QA for new, upgraded services, sign-off that branding guidelines for ISG, University, school/college has been followed by the project team  


but UoE C&M, college C&M and (pending) ISG Branding Team also should sign-off

Design UI QA to show we have built an interface that is usable, accessible, promotes equality and diversity   Sponsor and Service Owner
EqIA For new services or services undergoing substantial change, there must be an equality impact assement completed, validated by equality office and deposited on eqia website   PM or Service Owner Equality Officer


Change to Service can proceed


Sponsor, PM

service owner/ service operations manager (helpline)

Handover to Support support can take over running of the Service   service owner/ service operations manager (helpline)


Project can close


Sponsor, PM



What are the key underlying assumptions for the project that  underpin the planning? For example, that the requirements we have outlined are complete, that all our stakeholders have been identified, that the software we are using is ready and configured, that we have a ready to use TEST environment.


Are there constraints on this project? For example, specialist skills are needed,  having to deliver in certain windows through the academic year, we need ot share a TEST environment with other developers?


The project manager will ensure that the project team will review the risk log at every team meeting, and project owners update their risks at least once a month or more as appropriate to the project.


The project manager will ensure all changes to cost/timeline/scope must be recorded in the issue log, and reflected in miletones log, budget and estimations, and the project Scope Change log.

Previous Lessons Learned

Does the ITI Lessons Learned (see ITI Projects Sharepoint) indicate any issues or risks from previous projects? Is any other previous experience pertinent?


Are there other projects or work that this project is dependent on to start or possibly interact with at a later stage - or vice-versa that depend on this project.

Are we depending on certain events to take place?

Are we dependent on suppliers, or product releases?





For projects with an array of external stakeholders, a Communication Plan can be created and made available on the ITI Sharepoint space if preferred.

Also confirm that : Project Sponsor and Project Manager meeting schedule has been agreed with Sponsor. Project Team meetings schedule has been arranged (these may be combined with Sponsor meetings).  

Check the Forward Look on ITI Sharepoint to see the level of engagement our partners expect for your project.

Check the Forward Look to see if your project wil be using the Major Governance Toolkit.  



Project Info

Research computing infrastructure expansion
ITI - Research Services (RSS)
Management Office
Project Manager
Andy Todd
Project Sponsor
David Fergusson
Current Stage
Start Date
Planning Date
Delivery Date
Close Date
Programme Priority
Overall Priority