Can this template be signed electronically?

Yes. Electronic signatures satisfy legal requirements under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and retrievable records. Exceptions include wills, certain court orders, and statutorily excluded instruments.

What common completion errors should I avoid?

Avoid inconsistent party names, missing signature lines, incorrect date formats, and unsigned approval sections. Mismatched names or missing approvals can delay payment, complicate audits, or render documents unenforceable.

Is notarization or witnessing required?

Not generally for internal project plans. If the template attaches to recordable instruments, deeds, or statutory filings, notarization or witness signatures may be required. Verify state rules and consider RON where permitted.

How long must I retain signed templates?

Retention varies by content: financial records at least 3 years per IRC §6501(a), HIPAA-covered documents 6 years per 45 CFR §164.530(j). Maintain longer retention for real estate or dispute-prone files.

How do I correct an executed template?

Do not alter executed copies. Create a signed amendment or corrective addendum referencing the original version and dated approvals. Preserve both original and amendment for audit trails.

Who can sign on behalf of an organization?

An authorized officer or delegated agent may sign. Retain evidence of delegation such as board resolutions or written authority, particularly for material commitments or vendor agreements.

Electronic Signature
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Project Management PM II Template

Project Management PM II Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Project Management PM II Template

This Project Management Agreement (the Agreement) is entered into as of by and between Client Name: and Service Provider Name: .

WHEREAS

WHEREAS, Client requires project management services for the project described as: (the Project); and

WHEREAS, Service Provider has the experience, personnel, and capability to provide project management services at the PM II level consistent with industry standards and Client requirements; and

WHEREAS, the parties wish to set forth the terms under which Service Provider will perform such services.

SCOPE OF WORK

Service Provider shall perform project management services at the PM II competency level, including planning, schedule control, risk management, stakeholder coordination, status reporting, and closeout activities. Specific tasks, milestones, and acceptance criteria shall be set forth below.

Detailed Scope of Work

DELIVERABLES

Deliverables shall be produced in accordance with the schedule and acceptance criteria set forth below. Each deliverable shall include required documentation, status reporting, and any source files necessary for Client use.

List of Key Deliverables and Acceptance Criteria

PAYMENT TERMS

Compensation to Service Provider shall be as set forth below. All amounts are in U.S. dollars unless otherwise indicated.

Total Contract Amount Payment Schedule and Billing Late Payment Fee Reimbursable Expenses

TERM AND TERMINATION

This Agreement commences on Start Date: and shall continue until End Date: , unless earlier terminated in accordance with this Agreement.

Notice Period for Termination

Either party may terminate for material breach upon days' written notice if the breach is not cured within the stated cure period. Client may terminate for convenience upon the notice period set forth above, and Service Provider shall be compensated for work performed and reasonable closeout costs through the effective termination date.

CONFIDENTIALITY

Each party shall treat Confidential Information of the other party as strictly confidential and shall not disclose such information to any third party except as required to perform this Agreement or as required by law. "Confidential Information" includes non-public business, technical, financial, and project information. Receiving party shall use at least the same degree of care to protect Confidential Information as it uses to protect its own confidential information, but in no event less than reasonable care. Obligations of confidentiality shall survive termination for a period of three (3) years, or longer as required for trade secrets under applicable law.

CHANGE ORDERS

Any change to the Scope of Work, schedule, or price must be made by a written Change Order signed by authorized representatives of both parties. No oral instructions or approvals shall be binding. Change Orders shall identify impacts to schedule, deliverables, and fees.

INTELLECTUAL PROPERTY

Unless otherwise agreed in writing, Service Provider grants to Client a perpetual, non-exclusive, worldwide license to use deliverables for Client's internal business purposes. Service Provider warrants that it has the right to grant such license and that deliverables do not infringe third-party intellectual property rights. Pre-existing tools, templates, and methodologies of Service Provider remain the property of Service Provider.

INDEMNIFICATION; LIMITATION OF LIABILITY

Each party shall indemnify, defend, and hold harmless the other party from third-party claims arising from its gross negligence or willful misconduct in performing this Agreement. Except for liability arising from gross negligence, willful misconduct, or breach of confidentiality or intellectual property indemnities, neither party's aggregate liability shall exceed the total fees paid to Service Provider under this Agreement in the twelve (12) months preceding the claim.

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.

ENTIRE AGREEMENT

This Agreement, including any executed Change Orders and attachments, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous understandings, proposals, and communications, whether written or oral. Any amendment must be in writing and signed by authorized representatives of both parties.

MISCELLANEOUS

Notices under this Agreement shall be delivered in writing to the addresses below and shall be effective upon receipt. If any provision is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Client Address for Notices Service Provider Address for Notices

Client:

Printed Name:

By:

Date:

Service Provider:

Printed Name:

By:

Date:

What the Project Management PM II Template Is

The Project Management PM II Template is a structured project plan intended for mid-size to complex projects that require formal scope, schedule, budget, risk, and stakeholder management. It organizes standard project artifacts—charter, work breakdown structure, schedule baseline, resource plan, communication matrix, and risk register—into one reusable document. The template provides consistent field labels, version control placeholders, and signature blocks to document approvals. It is designed for use by project managers, PMOs, and sponsoring stakeholders to standardize planning, support auditability, and simplify execution across multiple phases and handoffs.

Why a Standard PM II Template Matters

A standardized Project Management PM II Template centralizes key project information and enforces consistent approvals and change control. Standard fields reduce rework, support auditability, and make it easier to compare performance across projects and portfolios while preserving a clear decision record.

Core Sections to Include in the PM II Template

Essential sections and controls to include in a professionally formatted Project Management PM II Template for governance and execution across lifecycle phases.

Charter

Define project purpose, objectives, high-level deliverables, constraints, assumptions, and authorized scope. Include sponsor name, designated project manager, and initial success criteria to establish formal project authorization and baseline authority.

WBS

Provide a hierarchical work breakdown structure with deliverable-level tasks, owners, estimated effort, and WBS codes. Link tasks to schedule milestones and cost accounts for traceability and earned-value reporting.

Schedule

Include a milestone-driven schedule with dependencies, critical path, baseline dates, and version history. Document schedule assumptions, float allowances, and change-control procedures for baseline updates.

Budget

Show approved budget line items, contingency reserves, burn rates, and funding sources. Map costs to WBS elements and include forecasting notes and approval thresholds for periodic re-forecasting.

Risk Register

List identified risks, probability and impact ratings, assigned owners, mitigation actions, triggers, and status. Include register history, review frequency, and a residual risk assessment.

Communications Plan

Specify stakeholder matrix, reporting cadence, escalation paths, distribution lists, and approved templates. Include method (email, portal), archival procedures, and required distribution artifacts for audits.

Step-by-Step: Complete and Approve the Template

Follow these sequential steps to complete and approve the PM II Template, from initial setup through final archival.

01

Prepare Document: Populate header, scope, and stakeholders.
02

Populate Schedule: Add milestones, dependencies, and baseline dates.
03

Approve & Sign: Collect authorized approvals and eSignatures.
04

Distribute & Store: Share final version and record retention location.

Configuring the Template Workflow

Configure template workflow settings to ensure consistent routing, signer authentication, versioning, and archival for PM II documents.

Field	Configuration
Routing Order	Sequential or parallel approval
Authentication	Email, SMS code, or knowledge-based options
Version Control	Require version number and changelog entries
Retention	Set retention period and archival location

Digital Workflow for eSubmission and Archival

Typical digital workflow for completing, routing, and archiving the PM II Template using eSign and document management tools.

Upload Document: Import Word or PDF to platform.
Place Fields: Add signature, date, and conditional fields.
Authenticate Signers: Use email, SMS, or stronger methods.
Archive & Audit: Save final PDF with audit trail.

Representative Use Cases and Integrations

Real-world examples illustrate how teams use the PM II Template to standardize approvals and link project controls to back-office systems.

Optica Ventures

Optica standardized portfolio approvals using the PM II Template to consolidate scope, schedules, and risk registers into a single master file.

This reduced approval time and version conflicts.
By applying a consistent template and version control, the team improved auditability, shortened review cycles, and simplified handoffs between project teams and external vendors, supporting faster contract execution and clearer change management.

Xerox

Xerox integrated the PM II Template with ERP and NetSuite workflows to align budget lines and approvals automatically.

Integration reduced manual reconciliation tasks.
Linking template fields to financial systems ensured consistent cost coding, streamlined billing, and reduced month-end close effort while preserving a complete audit trail for internal and external review.

Who Prepares and Uses the PM II Template

Project managers, PMO staff, project sponsors, and control account managers prepare and maintain the PM II Template for consistent planning, approvals, and audits.

Project Managers: Lead completion, maintain schedule baselines, and coordinate resource assignments.
PMO: Enforce templates, manage version control, and aggregate reporting across projects.
Sponsors & Stakeholders: Provide approvals, sign off scope changes, and confirm acceptance criteria.

Version-controlled templates help teams onboard replacements, support contractor handoffs, and ensure continuity across program portfolios.

Neutral Pricing and Feature Snapshot for eSignature Tools

A neutral feature and price snapshot comparing signNow with common eSignature vendors to inform tool selection for PM II workflows.

	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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan

Typical Deadlines and Recurring Dates to Track

Key deadline dates and recurring processing timelines associated with the PM II Template during project initiation, execution, and closeout.

Baseline Approval:

Signed by sponsor before work begins.

Monthly Reports Due:

First business day after month end.

Change-Request Window:

Submit within five business days of discovery.

Payment Milestone:

Payment tied to accepted deliverables.

Project Closeout:

Final acceptance and archive within 30 days.

Best Practices to Complete the Template Accurately

Practical tips to ensure accurate, compliant, and efficient completion of the Project Management PM II Template across teams, reviewers, and external partners.

Use consistent naming conventions

Standardize project names, document IDs, and version numbers to avoid duplicate records and simplify searches during audits or handoffs; include creation and version dates in the header.

Validate signer authority

Confirm that each signer has delegated authority or corporate authorization; retain documentation such as board resolutions or delegation letters when signing on an entity's behalf.

Preserve the audit trail

Keep timestamped copies and change logs for every signed version. Audit evidence should show signer identity, actions taken, and the sequence of approvals.

Use conditional fields where appropriate

Implement conditional fields for optional exhibits and approvals to reduce signer confusion and ensure only relevant fields are completed and validated.

Essential Data Elements for Audit and Compliance

Project ID: Unique identifier for audit trail.

Parties: Legal entity names for contracting.

Effective Date: Enter as MM/DD/YYYY format.

Budget: Total approved amount in USD.

Approvals: Signed names, titles, and dates.

Version: Version number and change log.

Consequences of Incorrect or Incomplete Templates

Invalid Signatures: May render approvals unenforceable.

Incorrect Dates: Affects retention and performance.

Mismatched Names: Triggers vendor payment holds.

Missing Approvals: Delay project execution.

Unclear Scope: Leads to disputes and claims.

Noncompliance: Exposes organization to audit findings.

Frequently Asked Questions About the PM II Template

Answers to frequent questions about completing, signing, and storing the Project Management PM II Template in U.S. settings.

Need help? Contact support

Can this template be signed electronically?
Yes. Electronic signatures satisfy legal requirements under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure intent, consent, attribution, and retrievable records. Exceptions include wills, certain court orders, and statutorily excluded instruments.
What common completion errors should I avoid?
Avoid inconsistent party names, missing signature lines, incorrect date formats, and unsigned approval sections. Mismatched names or missing approvals can delay payment, complicate audits, or render documents unenforceable.
Is notarization or witnessing required?
Not generally for internal project plans. If the template attaches to recordable instruments, deeds, or statutory filings, notarization or witness signatures may be required. Verify state rules and consider RON where permitted.
How long must I retain signed templates?
Retention varies by content: financial records at least 3 years per IRC §6501(a), HIPAA-covered documents 6 years per 45 CFR §164.530(j). Maintain longer retention for real estate or dispute-prone files.
How do I correct an executed template?
Do not alter executed copies. Create a signed amendment or corrective addendum referencing the original version and dated approvals. Preserve both original and amendment for audit trails.
Who can sign on behalf of an organization?
An authorized officer or delegated agent may sign. Retain evidence of delegation such as board resolutions or written authority, particularly for material commitments or vendor agreements.

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