1. Project Management Policy
The purpose of this policy is to define the Project Management policy for the Marketing
department, and outline which documents are required to be completed.
This policy will govern all projects in the Marketing Department.
Project Management Policy
• All projects that need over 10 hours of effort, or cost $2,000, are required to adhere
to the following Project Management Procedure. Smaller projects will be monitored
for, but do not require formalized documentation.
• Project Managers will only be assigned if they are capable of managing a team,
communicating with senior executives and internal/external stakeholders, and/or
have the technical expertise required for the project.
• The Sales & Marketing Steering Committee will evaluate all project requests, and
prioritize resource allocation using an objective Priority Index that analyzes
feasibility, strategic fit, and risk.
• Project Sponsors must sign-off at the following reporting points: Project Request,
Project Charter, Work Breakdown Structure, Project Schedule, Project Scope
Change Request, and Post-Project Evaluation.
• Following each project, a formal Post-Project Evaluation will be completed to
assess: overall success, scope management, quality of deliverables, stakeholders
satisfaction, key accomplishments and problem areas, and business process best
practices were established for continuous improvement.
2. Project Management Procedure
1. Complete a Project Request Form – this template documents the project
overview; strategic goals & objectives; impact of non-completion; stakeholders;
project timelines; anticipated resources required; and how results will be measured.
2. Achieve Approval from Project Sponsor - determine which senior executive
will champion this initiative and be accountable for project results.
3. Identify an Appropriate Project Manager – select a project manager who will
be responsible for gathering business requirements, managing communications,
and reporting to the project sponsor.
4. Develop the Project Charter – this template organizes the project by
documenting the purpose of the project, scope, and project plan. The project plan
includes: project title; start date; end date; project team; communication tools &
plan; project deliverables; milestones; anticipated budget; and cost/benefit
analysis. Obtain sign-off before proceeding.
5. Complete Work Breakdown Structure – organize project tasks and deliverables
into the 5 project stages: Initiation, Planning, Execution, Control, and Closure.
Estimate costs, effort (hours), and identify internal/external resources that will be
required for each task.
6. Produce a Project Schedule – determine start/end dates to create a master
schedule for delivery of each task. Ensure your resources will be available for your
project and obtain sign-off by the project manager and project sponsor.
7. Kick- off the Project – assemble the project team and hold a project kick-off
meeting to communicate the Project Charter, Work Breakdown Structure, and
Project Schedule. Ensure that team members understand their role.
8. Manage Scope Changes – Use the Project Change Request Form to ensure
that all changes to project scope are documented and approved.
9. Communicate at Regular Intervals – draw from the Communications Plan in
the Project Charter to develop a schedule for reporting on project progress.
10. Finish the Project – complete final deliverables and have stakeholders approve
quality. Determine if there are any outstanding items and resolve.
3. 11. Conduct a Post- Project Evaluation – use the Post-Project Evaluation template
to assess: overall project success; scope management; quality of deliverables, key
accomplishments; opportunities for improvement; future considerations; and
develop and formalize business process best practices.
12. Complete Project Closure Checklist – use this tool to ensure that all tasks were
completed results have been measured and communicated.
Marketing Department Sign-off
By signing below, you agree to abide by the project management policy and procedures to
the best of your ability.