Project MateThe Complete Toolkit for Planning, Tracking, and Delivering Successful Projects
Ready-to-use forms for smarter project delivery — everything you need to manage projects successfully, from initiation till closeout.
Initiation
4 ITEMSProject charter
One-page mandate: objectives, scope boundaries, sponsor, and success criteria to start a project.
DownloadScope statement
What is in and out of scope, the deliverables, and their acceptance criteria.
DownloadStakeholder & communication matrix
Who the stakeholders are, their influence, and how and when you communicate with each.
DownloadScope study & highlights
Package-by-package scope summary plus exclusions, interfaces, assumptions, and watchpoints.
DownloadPlanning
8 ITEMSWork breakdown structure (WBS)
Break the scope into a numbered hierarchy of work packages down to task level.
DownloadSchedule & tasks
Task list with durations, dependencies, owners, and dates — a lightweight Gantt.
DownloadProject execution plan
How the project will be delivered: approach, roles, procurement, and controls.
DownloadRACI chart
Responsibility matrix — who is Responsible, Accountable, Consulted, and Informed per activity.
DownloadRequirements traceability matrix
Trace each requirement from source through design to verification and close-out.
DownloadResource plan
Plan people, equipment, and materials against the schedule, with availability.
DownloadSchedule recovery plan
When you slip: delay drivers, recovery measures with owners and dates, and the revised path back to plan.
DownloadTeam ground rules
Agreed ways of working, meeting cadence, and decision rules for the team.
DownloadExecution
7 ITEMSMobilization & demobilization plan
Site establishment to site clearance — 18 pre-filled tasks with owners, dates, and status.
DownloadMinutes of meeting
Attendance, decisions, and a numbered action table — issue the minutes the same day.
DownloadAction tracker
Running register of actions from every meeting — owner, due date, priority, and status until closed.
DownloadProcurement & delivery tracker
Long-lead materials from enquiry to site: PO status, lead times, ETA, and required-on-site dates.
DownloadMaterial tracker
Material status from order to installation — delivered, in store, installed, and balance per item.
DownloadDeliverable tracker
Every contract deliverable with owner, due date, revision, and approval status (A/B/C/D).
DownloadEquipment tracker
Plant and equipment on site — mobilization, inspections, certificates, utilisation, and demob dates.
DownloadControl & reporting
13 ITEMSProject control workbook
S-curve, earned value (SPI/CPI), progress, budget, and variations in one workbook.
DownloadProject dashboard
At-a-glance KPIs, progress, and status charts for a one-page project view.
DownloadCost management
Budget, committed cost, actuals, and forecast at completion by cost code.
DownloadStatus report
Period one-pager: RAG status, progress, risks, and next steps for leadership.
DownloadProgress tracker (BOQ)
Quantity-based progress by element with % complete and value earned against the BOQ.
DownloadMonthly progress report
Full monthly report — earned value, progress by area, manpower, HSE, risks, and look-ahead.
DownloadExecutive status report
One-sheet leadership status: RAG per area, progress vs plan, top risks, and the asks — verdict first.
DownloadProject health dashboard
Schedule, cost, quality, and risk health on one gauge view — spot the sick area in five seconds.
DownloadExecutive dashboard (portfolio)
All projects on one sheet — value-weighted progress, SPI/CPI, value done, open risks, and RAG per project.
DownloadExecutive report
Periodic executive summary — headline numbers, trend charts, decisions needed, and next-period focus.
DownloadWeekly project dashboard
One-page weekly snapshot — commercial status, milestones, shop drawings/material/RFI/WIR/MIR/NCR/SOR tracking, manhours, and areas of concern.
DownloadCashflow model
Planned vs actual cash in and out over the timeline, with a running balance.
DownloadManpower plan & histogram
Planned vs actual manpower by trade over time, with a resource total for the histogram.
DownloadCommercial
5 ITEMSInterim payment application
Claims the value your progress tracker calculates — gross valuation, retention, recovery, and net due.
Part of the Registers & Forms PackDownloadDelay notice
Formal notice of a delay event with clause references and reservation of rights — pairs with the notice log.
DownloadExtension of time (EOT) claim
Structured EOT submission: event narrative, contractual basis, delay analysis, and prolongation costs.
DownloadBudget tracker
Budget vs committed vs actual by line, with variance flags against the approved amount.
DownloadCost forecast
Estimate at completion per cost head — actuals to date plus forecast-to-go, against budget.
DownloadRegisters & forms
17 ITEMSRegisters & forms pack
One workbook: index + all 10 registers. Each is also a numbered file of its own in this library.
DownloadRisk & issues register (RAID)
Log risks and issues with probability × impact scoring, owners, and mitigation.
Part of the Registers & Forms PackDownloadRFI log
Every RFI numbered, dated, and statused — question, refs, response due, and days open.
Part of the Registers & Forms PackDownloadSubmittal register
Material and shop-drawing submittals with revisions, response codes (A–D), and resubmissions.
Part of the Registers & Forms PackDownloadNCR register
Non-conformances with severity, root cause, corrective action, and closure status.
Part of the Registers & Forms PackDownloadVariation log
Variation orders from notice to approval with cost and time impact, and running totals.
Part of the Registers & Forms PackDownloadDaily site report
One-page daily form: manpower by trade, activities, deliveries, issues, and HSE notes.
Part of the Registers & Forms PackDownload2-week look-ahead
Fourteen-day planning grid by activity and crew — mark working days, flag constraints.
Part of the Registers & Forms PackDownloadITP register
Inspection and test plan with hold, witness, and surveillance points, results, and NCR links.
Part of the Registers & Forms PackDownloadSnagging list
Defects by location and trade with responsibility, target dates, and verification.
Part of the Registers & Forms PackDownloadInterface matrix
Map interfaces between trades and packages, and who owns each hand-off.
DownloadEvent & letters log
Chronological record of contractual events and correspondence, with clause refs and actions.
DownloadNotice & correspondence log
Track contractual notices and key correspondence with dates and status.
DownloadDecision log
Every project decision on the record — options considered, who decided, when, and the follow-up.
DownloadAsset register
Project assets with location, condition, value, warranty, and custody — from delivery to handover.
DownloadChange request form
Single change proposal: description, reason, cost and time impact, and the approval trail.
DownloadChange log
Running register of all change requests with status and cumulative cost/time impact.
DownloadHSE & quality
3 ITEMSCloseout
3 ITEMSHandover & closeout checklist
Documentation, physical works, commissioning, and commercial closeout — nothing missed at handover.
DownloadLessons learned register
What happened, impact, root cause, and the lesson — captured while the project still remembers.
DownloadWarranty & DLP obligations register
Every warranty and defects-liability obligation with durations, expiries, and defect tracking.
DownloadAgile
14 ITEMSProduct backlog
Prioritised user stories with MoSCoW, story points, value, status, and acceptance criteria.
DownloadSprint backlog
Sprint goal, tasks by story with hours remaining, plus an auto-calculated burndown sheet.
DownloadUser story & acceptance criteria
The story card (As a… I want… so that…) with Gherkin acceptance criteria and a Definition of Ready.
DownloadSprint planning (capacity)
Team capacity from days, hours, and focus factor — so you commit within capacity and velocity.
DownloadSprint review
Goal met?, committed-vs-done, demo notes, stakeholder feedback, and backlog changes.
DownloadSprint retrospective
What went well / didn’t / to improve, with a short, owned action list.
DownloadDaily standup log
Yesterday / today / blockers per person — blockers flow straight to the impediment log.
DownloadKanban board & WIP
Columns with WIP limits, plus a lead-time and cycle-time flow-metrics sheet.
DownloadVelocity & release burnup
Committed vs completed points per sprint, a rolling average, and a release burnup.
DownloadProduct roadmap
Now / Next / Later by outcome theme — honest about near-term vs directional.
DownloadDefinition of Done / Ready
The team’s two checklists — when a story is ready to start and when it is truly done.
DownloadAgile team charter
Purpose, roles, ceremony cadence, and working agreements for the team.
DownloadNot sure yet?
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