Elements of a Project Schedule

Schedules are used to manage and track the delivery of project components. At the most fundamental level, virtually all schedules include a Startup Phase, Design Phase, Development Phase, Implementation Phase, and Closeout Phase.

The project schedule is typically created after the scope of the project has been clearly defined and agreed to by key stakeholders. The schedule includes a detailed work breakdown structureor a detailed list of activities, tasks, and milestonesassociated with the project. As the project progresses, it is used to track projected versus actual completion of deliverables and to communicate status to both team members and management. The project schedule should be reviewed on a regular basis, such as at weekly status meetings.

Although many companies use Microsoft Project to manage the schedule, you could also use a spreadsheet or word processor to track this information. The following is a sample project schedule that could be used as the basis for your project.

PHASE I: PROJECT STARTUP

Activity: Project Kickoff

Task: Meet Project Sponsor and Project Team Members

Task: Confirm Project Scope

Task: Determine Project Contingencies, Constraints, Costs, and Dates

Activity: Start Project - Develop Project Plan

Task: Schedule Project Checkpoint Meetings

Task: Gather Initial Requirements

Task: Document and Refine Requirements

Task: Finalize Requirements

Task: Review Requirements with Stakeholders

Task: Validate Engagement Objectives and Goals

Task: Create a Project Plan and Schedule

Milestone: Obtain Approval from the Project Sponsor

PHASE II: SOLUTION DESIGN

Activity: Design the Application

Task: Determine the Overall Application Type

Task: Determine Layout of User Interface

Task: Design the Forms and Fields

Task: Design the Views

Task: Determine Authority Levels for the Database

Task: Determine Agents Required to Support the Database

Task: Document the Database Design

Task: Determine Authority Levels for All User Groups

Task: Design Reporting and Email (where applicable)

Activity: Review Architecture Design

Task: Confirm Design with Stakeholders

Task: Create Non-Functional PrototypeInclude Forms, Views, and Buttons

Task: Incorporate Feedback into Overall Database Design

Task: Confirm That Server Backup Procedures Will Include the New Database

Task: Confirm That Disaster Recovery Plan Will Include the New Database

Task: Confirm SMTP Email Routing and Firewall Settings (where applicable)

Activity: Finalize Requirements and Design

Task: Refine and Update Design

Task: Review Design with Stakeholders

Task: Finalize Project Plan and Schedule

Milestone: Freeze Design Requirements (For Initial Release)Project Baseline

PHASE III: SOLUTION DEVELOPMENT

Activity: Develop the Solution

Task: Create the Database

Task: Create the Forms

Task: Create the Views

Task: Create the User Interface

Task: Create the Action Buttons

Task: Create the Script Libraries

Task: Create the Access Control List Groups

Task: Create the Welcome Screen

Task: Create the Help Information

Task: Customize the Database Icon

Task: Manage Changes to Scope, Schedule, and Cost

Activity: Verify Solution (Quality Assurance)

Task: Conduct Unit Tests (e.g., Verify Fields)

Task: Conduct Functional Tests (e.g., Verify Functionality)

Task: Conduct System Tests (e.g., Verify End-to-End System Operations)

Task: Conduct User Acceptance Test (e.g., Customer Validation)

Milestone: Obtain UAT Approval from the Project Sponsor

PHASE IV: SOLUTION IMPLEMENTATION

Activity: Conduct Training

Task: Create Training Materials

Task: Schedule Training Sessions

Task: Conduct Training

Activity: Load Data

Task: Import Existing Data into Database (where applicable)

Task: Verify That Data Was Imported Correctly

Activity: Prepare for Deployment

Task: Activate Application/Enable Access in ACL

Task: Notify Users That System Is Up and Running

Task: Notify Support Team

Milestone: Solution Deployed

PHASE V: PROJECT CLOSEOUT

Activity: Obtain Project Signoff from Sponsor

Activity: Gather Customer Feedback

Activity: Document Lessons Learned

Activity: Transition Application to Support Team