Project Matrix Checklist

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1. Goals & Objectives.
   • Communicate with the manager and sponsor of your project to agree on the project purpose.
   • Determine business drivers through reviewing the business environment your project will operate in.
   • Be sure that the project purpose follows business drivers.
   • Review the business case of your project to define what problem to solve by the project.
   • Analyze the project solution for feasibility and cost-effectiveness.
   • Define project goals and objectives.
   • Be sure that project goals and objectives are SMART (specific, measurable, achievable, relevant and time-scaled).
   • Confirm that every goal or objective is aligned with customer expectations defined in the business case.
2. Activities.
   • Define the total amount of work to be performed to complete project goals and objectives.
   • Create a work decomposition chart (e.g. WBS) to divide the work effort into smaller pieces (tasks and activities).
   • Develop a phasing plan that explains key phases and stages of your project implementation life-cycle.
   • Define relationships between key phases and related tasks and activities.
   • Set activity priorities to define the right execution sequence.
   • Define (simultaneous) activities and tasks planned for running in parallel.
   • Develop individual task lists and assign them to team members.
3. Time.
   • Create a project time estimate that specifies time required to perform all planned activities and tasks.
   • Develop individual activity estimates that define working hours required to perform every individual task or activity.
   • Use those estimates to develop individual schedules and working calendars.
   • Set milestones for individual schedules and working calendars.
   • Be sure that every individual schedule/calendar is loaded with necessary human resources.
   • Develop the project schedule that includes the previous data (project time estimates, individual activity estimates, milestones, resource loading).
4. Resources.
   • Create a staffing plan that identifies the need for human resource and explores tools and methods for managing HR throughout the project life-cycle.
   • Plan for project procurement to define what items to purchase and what contractors to negotiate with.
   • Develop a cost management plan to explore tools and methods for managing project expenses.
   • Create a budget sheet that covers all project costs and makes the project ready for implementation.
   • Identify technological and information resources required for your project.
   • Make a list of inventories that are necessary to the project.
   • Develop a resource management plan that includes all the data defined at the previous steps.
5. Costs.
   • Establish the cost baseline (an expected amount of project costs).
   • Identify types and quantity of resources required for your project.
   • Calculate the total amount of financial resources required to acquire all necessary resources.
   • Develop a funds request document and send it to the sponsor for review and approval.
   • Receive the sponsor’s approval and get the project ready for launch.
   • Create a change management plan that explains how to manage cost changes throughout the project life-cycle.
6. Risks.
   • Identify types of risks (strategic, operational, compliance, financial, technological) that affect your project.
   • Use various techniques (e.g. brainstorming, expert interviews, SWOT analysis, questionnaires, surveys) to develop a risk mitigation strategy.
   • Develop a project contingency plan to define how to act in case some unexpected event happens.
   • Establish criteria for measuring risks and their impact.
   • Conduct a meeting to discuss identified risks and make decisions regarding effective risk management.
7. Build the Matrix.
   • Create a tabular sheet with multiple rows and columns.
   • Add the name of your project to the header of your sheet.
   • Number the rows.
   • Add titles to the columns, such as Goals, Activities, Time, Resources, Costs, Risks.
   • Fill in all the rows with relevant information about the key items of your matrix.
   • Add document history (incl. date created, date last modified, version) to the top of your matrix.
   • Use the matrix to review your project by the key parameters.
   • Conduct one or several meetings with the project team and senior...

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