Project Management Policy Template

Project Management Policy Template

Project Identification

Client Name:

Service Provider:

Effective Date:

Purpose and Scope

Purpose: This policy establishes the standardized approach, governance, controls and responsibilities required to plan, execute, monitor and close projects delivered by the Service Provider for the Client. It ensures consistent decision-making, risk mitigation and acceptance criteria for project deliverables.

Definitions and Methodology

Definitions: Terms used in this policy have the ordinary business meaning. Where specific definitions apply (e.g., Acceptance, Deliverable, Milestone, Change Request), the project governance documents will supply precise definitions and thresholds for this engagement.

Waterfall Agile/Scrum Hybrid

Governance, Roles & Responsibilities

Governance: The following governance structure shall be maintained: Project Sponsor provides strategic direction and approvals; Project Manager is responsible for day-to-day delivery; Steering Committee provides escalation and scope-change decisions; Functional managers allocate resources and ensure quality controls.

Deliverables & Acceptance

Deliverables shall be documented, baselined and subject to written acceptance criteria. Delivery without signed acceptance does not constitute final acceptance.

Timeline and Milestones

Planned Project Start Date:

Planned Project End Date:

Due Date:

Due Date:

Budget, Fees & Payment

Invoices will reference the Project ID and be submitted in accordance with the payment schedule. Late payments may be subject to interest as provided in the underlying master agreement or statement of work.

Change Control Process

All changes to scope, schedule or budget must be initiated with a written Change Request, assessed for impact, approved by the Project Sponsor or Steering Committee where financial or schedule thresholds are exceeded, and recorded in the project change log before implementation.

Require written approval for change requests:

Risk, Quality & Communications

Risk Management: The Project Manager will maintain a risk register with risk owner, mitigation actions and tolerances. Critical risks shall be escalated to the Steering Committee without undue delay.

Confidentiality and Data Protection

Confidential Information: Each party shall maintain the confidentiality of the other's proprietary information and shall not disclose such information except as required by law or with prior written consent. Access to confidential materials will be limited to personnel with a need-to-know and subject to appropriate security controls.

Compliance, Governing Law & Amendments

Compliance: Parties will comply with applicable laws and regulations relevant to the performance of the project. Any required permits, licenses or certifications shall be obtained by the responsible party as set forth in the statement of work.

Governing Law: This Project Management Policy and any related statement of work shall be governed by and construed in accordance with the laws of the jurisdiction designated below.

Amendments: Any amendment to this policy must be in writing and signed by authorized representatives of both parties. Waiver of any provision will not constitute waiver of any other provision.

Record Retention and Audit

Records: Project records including change logs, acceptance forms, testing evidence and financial records shall be retained for the period specified by the parties, and made available for audit upon reasonable prior notice in accordance with the agreement between the parties.

Acknowledgment

By signing below, the authorized representatives of the Client and Service Provider acknowledge and agree that this Project Management Policy governs the management of the specified project and that project execution shall conform to the terms, processes and controls set forth herein unless a duly executed amendment is in place.

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