Can I sign electronically?

Yes. Electronic signatures that demonstrate intent, consent, attribution, and retainability satisfy ESIGN and UETA requirements for most internal and commercial documents.

Is notarization usually required?

No. Notarization is rarely required for internal grading plans; obtain notarization only if the plan is converted into a legally binding agreement.

What if the approver’s name differs from payroll record?

Mismatched names can complicate audits. Use the legal name recorded in HR or include an authorization memo linking aliases to legal names.

How should I store signed copies?

Store tamper-evident signed PDFs in a controlled repository with metadata, access controls, and retention tags to support audit and retrieval.

Can grading evidence include screenshots?

Yes. Include dated screenshots with explanatory text, but ensure any PHI is redacted or handled under HIPAA safeguards if applicable.

Which eSignature features matter most?

Audit trail, secure authentication, encryption at rest and in transit, and integration with your archive or PMIS are critical for compliance.

Electronic Signature
Templates
Project Management
Project Management Grading Plans

Project Management Grading Plans

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PROJECT MANAGEMENT GRADING PLANS

Project Identification

Project Title Project ID Client Name Service Provider Project Manager (Service Provider) Site Address

Scope of Work — Grading Plans

Effective Date: The Service Provider shall prepare, manage, and implement grading plans for the Site described above, including earthwork quantities, finished grade elevations, cut/fill balancing, erosion and sediment control measures, temporary drainage, and stockpile management. All work shall conform to the specifications described in this document and any referenced contract documents and permits issued for the Site.

Detailed Grading Scope (describe grading operations, limits, and methods) Out-of-Scope Items (clearly list exclusions)

Deliverables and Acceptance Criteria

The Service Provider will deliver the following items. Deliverables shall include sufficient documentation, field reports, and tested verification where indicated. Acceptance of each deliverable requires written confirmation by the Client or their authorized representative within the timeframes specified below.

Deliverable 1 — Grading Plan Package Title Description Acceptance Criteria Deliverable 2 — As-Built Grading and Testing Report Description Acceptance Criteria

Timeline and Milestones

Planned Start Date Planned Completion Date Milestone 1 — Mobilization Milestone 2 — Rough Grading Complete

Budget and Payment Terms

Total Contract Value: $

Contingency Allowance

Payment Schedule (each payment requires invoice referencing milestones and approved deliverables):

Payment 1 — Description Payment 2 — Description Payment 3 — Description

Retainage: will be withheld and released upon Final Acceptance and completion of punch list items.

Change Order Process

No change in the Scope of Work or Contract Price shall be effective unless authorized by a written Change Order signed by the Client and an authorized representative of the Service Provider. The Service Provider shall submit cost proposals with breakdowns and schedule impact statements for all requested changes.

Threshold Requiring Written Change Order Change Order Procedure (timing, approval routing)

Site Conditions, Permits, and Approvals

The Client represents that it shall obtain or provide evidence of all required permits and right-of-entry for the Site prior to commencement of work, unless otherwise agreed in writing. The Service Provider is responsible for permit compliance during construction, including implementing erosion and sediment control measures and coordinating required inspections.

Permit Responsibility

Quality Assurance, Testing and Acceptance

All compaction, density, and materials testing shall be performed by qualified testing professionals at the frequency required by governing specifications. Test reports must be provided with the As-Built Grading and Testing Report and are a condition of payment for related milestones.

Testing Frequency (specify tests and minimum frequency)

Environmental Controls and Erosion Prevention

The Service Provider shall implement and maintain erosion and sediment control measures consistent with applicable permits and best management practices. Stockpiles, storm conveyances, and temporary drainage shall be managed to prevent off-site discharge and to protect neighboring properties.

Erosion Control Measures (describe BMPs and maintenance)

Warranty, Maintenance, and Punch List

The Service Provider warrants that grading work will be free from defects in workmanship for a period of following Final Acceptance. The Service Provider shall correct deficiencies arising from grading operations at no additional cost if identified within the warranty period, subject to site conditions and misuse exclusions.

Maintenance Obligations (describe)

Confidentiality

Both parties agree that all project documents, cost proposals, site surveys, and other non‑public technical information exchanged under this Agreement shall be treated as confidential and shall not be disclosed to third parties except as required for performance of the Work or by law. Confidential information may be used only for purposes of performing obligations under this Agreement.

Indemnification and Liability

The Service Provider shall indemnify and hold the Client harmless from claims, damages, and liabilities to the extent caused by the Service Provider's negligent acts, errors, or omissions in the performance of grading services. Neither party shall be liable to the other for consequential or incidental damages except for liability arising from gross negligence or willful misconduct.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the state of , without regard to its conflicts of law principles.

Certifications and Notices

The undersigned certify that they have the authority to bind their respective parties to the terms of this Project Management Grading Plans Agreement and that the information provided in this document is accurate and complete to the best of their knowledge.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Grading Plans Are

A Project Management Grading Plan is a structured document used to evaluate, score, and record a project's performance against predefined criteria such as schedule, budget, scope, risk management, and quality. It standardizes how stakeholders assess progress, assigns weighted scores to key areas, and documents corrective actions or approvals. Organizations use the plan to compare projects consistently, inform governance decisions, and create an auditable record of performance assessments. The document typically includes scoring rubrics, signatory blocks, effective dates, version history, and an audit trail for accountability.

Why a Grading Plan Matters to Project Governance

A consistent grading plan ensures objective, repeatable assessments across portfolios, improves transparency for sponsors and auditors, and supports data-driven decisions about resource allocation and project prioritization.

Who Completes and Reviews These Grading Plans

Typical users include project managers, PMO staff, sponsors, and quality assurance personnel who need a formal assessment record.

Project Managers — Complete score sections and attach evidence for each criterion; certify accuracy before routing for approval.
PMO / Portfolio Leads — Aggregate scores, compare projects, and recommend corrective actions or re-prioritization based on weighted results.
Sponsors / Executives — Approve final grades and record strategic decisions tied to the grading outcome.

Stakeholders who sign should have the authority to approve grades and the ability to access supporting documentation for audits.

Core Sections to Include in a Professional Grading Plan

A complete grading plan organizes evaluation into clear sections that capture scores, rationale, sign-off, and audit information so results are defensible and actionable.

Scope

Define project boundaries, deliverables, and the time period covered by this assessment to prevent scope creep in grading.

Criteria

List measurable criteria (schedule, budget, quality, risks, stakeholder satisfaction) and the weighting used to calculate the overall grade.

Scoring Rubric

Provide score ranges, qualitative descriptors for each band, and examples that illustrate how numeric scores map to performance levels.

Evidence

Require attachments or references (status reports, variance analyses, test results) that substantiate each criterion’s score.

Signatures

Include signatory fields, printed names, titles, dates, and a record of approver authority for enforceability and audit readiness.

Revision Log

Track versions, amendment dates, and authorizing parties so reviewers can trace changes and rationale over the project lifecycle.

Step-by-Step: How to Complete and Route a Grading Plan

Follow this sequence to create, validate, and archive a grading plan so it meets governance and audit requirements.

01

Create Draft: Populate project metadata, period, and preliminary scores with supporting evidence links.
02

Review: PMO or QA reviews scores, requests corrections, and confirms attached evidence suffices.
03

Approve: Authorized approver signs (digital or wet) and records the approval date.
04

Archive: Store the final signed file and metadata in the official repository with retention tags.

Typical Digital Workflow Settings for eSubmission

Configure a consistent routing and authentication workflow to reduce signer friction and preserve an audit trail.

Field	Configuration
Routing Order	Sequential routing: PM -> PMO -> Sponsor
Authentication	Email + optional SMS code for critical approvals
Attachments Required	Evidence fields set mandatory before final submission
Retention Tagging	Auto-tag with project ID and assessment period

Where to Send Completed Grading Plans

Routing depends on governance. Use the approved channels below so the plan is available for reporting and audit.

PMO Repository: Primary archive for governance reporting and portfolio dashboards.
Sponsor Office: Send signed copy to the executive sponsor for records and decision evidence.
Finance Team: Provide scores that affect funding or contingency releases.
Audit Folder: Store a tamper-evident signed PDF plus metadata for compliance checks.

Digital Signing and File Format Guidance

Use PDF or DOCX formats and an eSignature platform that preserves audit trails and supports secure access.

File Formats: PDF and DOCX preserve layout and are widely supported
Audit Trail: Platform must record timestamps, IP, and signer actions
Integrations: Connect to cloud storage and PMIS systems

Typical eSignature Options for Grading Plan Workflows

Comparison of common eSignature vendors and core plan details relevant to grading plan workflows; signNow is listed first per table conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Trial available	Trial available	Free plan + trial	Limited free plan
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common Timing and Processing Expectations

Establish and communicate fixed windows for assessment, review, and archival to align with governance and reporting cycles.

Assessment Window:

Set a clear start/end date for each grading cycle

Review Turnaround:

Allow 3–5 business days for PMO review and comments

Approval Deadline:

Sponsors should approve within 7 business days of PMO submission

Archival Timing:

Archive signed plans within 2 business days of final approval

Reporting Cutoff:

Include grades in the next portfolio report closing cycle

Common Preparation Mistakes to Avoid

Using inconsistent criteria or weights across projects, which undermines comparability and skews portfolio decisions.
Failing to attach supporting evidence for scores, leaving approvals unsupported during internal audit or sponsor review.
Missing approver authority data or unsigned approvals, which can invalidate the recorded grade for governance purposes.
Not retaining version history or edits, complicating dispute resolution and historical trend analysis.

Risks and Consequences of Incorrect or Incomplete Plans

Governance Delay: Delays in funding or decision-making

Audit Findings: Noncompliant records may trigger internal audit exceptions

Contract Risk: Incorrect grades can affect contractual milestone payments

Data Privacy: Improper handling can violate privacy rules

Regulatory Exposure: Industry rules (e.g., HIPAA) increase liability for mishandling

Reputational Harm: Stakeholder trust may be undermined by inconsistent grading

Frequently Asked Questions About Completing Grading Plans

Answers to common questions about signing, retention, and ensuring a grading plan is audit-ready.

Need help? Contact support

Can I sign electronically?
Yes. Electronic signatures that demonstrate intent, consent, attribution, and retainability satisfy ESIGN and UETA requirements for most internal and commercial documents.
Is notarization usually required?
No. Notarization is rarely required for internal grading plans; obtain notarization only if the plan is converted into a legally binding agreement.
What if the approver’s name differs from payroll record?
Mismatched names can complicate audits. Use the legal name recorded in HR or include an authorization memo linking aliases to legal names.
How should I store signed copies?
Store tamper-evident signed PDFs in a controlled repository with metadata, access controls, and retention tags to support audit and retrieval.
Can grading evidence include screenshots?
Yes. Include dated screenshots with explanatory text, but ensure any PHI is redacted or handled under HIPAA safeguards if applicable.
Which eSignature features matter most?
Audit trail, secure authentication, encryption at rest and in transit, and integration with your archive or PMIS are critical for compliance.

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