Is an electronic signature enforceable?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, provided the signing meets intent, consent, attribution, and record-retention requirements.

Do plans require notarization?

Usually not. Project Management Process Plans are internal governance documents and rarely require notarization; notarization is only needed if the plan is used as a legal exhibit or instrument requiring acknowledgement.

Who should sign the plan?

Signatories typically include the project sponsor, project manager, and any delegated authorities. Ensure signatures match authorized approvers named in governing contracts or purchase orders.

How do I update an approved plan?

Use formal change control: document the change request, assess impact, obtain the same level of approval as the original baseline, and record version history for auditability.

How long must signed plans be retained?

Retain for the active term plus at least three years; tax or health data may require longer retention per IRS (IRC §6501(a)) or HIPAA (45 CFR §164.530(j)).

Can I use a cloud eSignature provider?

Yes, choose a provider that offers TLS encryption, AES-256 at-rest storage, audit trails, and, if handling PHI, a signed BAA to meet HIPAA obligations.

Electronic Signature
Templates
Project Management
Project Management Process Plan

Project Management Process Plan

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

PROJECT MANAGEMENT PROCESS PLAN

Project Name: Project ID:

Client Name: Service Provider:

Project Manager: PM Contact (email/phone):

Scope of Work

The Service Provider shall perform the following scope of work in accordance with the terms of this Plan. Services shall be performed in a professional manner consistent with industry standards.

Detailed Scope Description Out of Scope Items

Deliverables and Acceptance Criteria

Each deliverable will be accepted by the Client only after verification against the acceptance criteria. Acceptance testing, defect remediation, and final sign-off procedures are described below.

Deliverable 1 — Title Deliverable 1 — Acceptance Criteria

Target Delivery Date:

Deliverable 2 — Title Deliverable 2 — Acceptance Criteria

Target Delivery Date:

Timeline and Milestones

Planned Start Date Planned End Date Milestone 1 Milestone 2

Roles & Responsibilities

Communication Plan

Reporting cadence and stakeholder communication protocols are mandatory. Routine status reporting will include progress, blockers, and next steps.

Reporting Frequency Primary Distribution List

Quality Assurance and Acceptance

Deliverables will be subject to the Client's acceptance tests as defined in the Deliverables section. Acceptance will be documented in a written acceptance notice that identifies any defects, required remediation, and timelines. Final payment is contingent upon Client acceptance except as otherwise provided by written agreement.

Risk Management

Change Control and Change Orders

Any change to scope, schedule, or budget shall be processed through the Change Control Procedure. Changes not executed in writing with authorized signatures are not binding.

Change Control Procedure Change Order Approval Threshold

Budget and Payment Schedule

Total Contract Value Payment Schedule and Terms Billing Contact / Invoice Address

Confidentiality

The parties acknowledge that in the course of performance each may receive Confidential Information. Each party shall hold Confidential Information in strict confidence, use it only for performance under this Plan, and restrict disclosure to employees and subcontractors on a need-to-know basis subject to confidentiality obligations no less protective than those set forth herein. Confidential Information does not include information that is public through no fault of the recipient or rightfully received from a third party without restriction.

This Plan is: Confidential

Client Initials: Provider Initials:

Liability and Indemnity

Each party's liability for direct damages arising out of this Plan shall be limited to the total amount paid under the Plan during the twelve (12) months preceding the event giving rise to the claim, except for liability arising from gross negligence, willful misconduct, or breach of confidentiality, which shall not be so limited. The Service Provider will indemnify and defend the Client from third-party claims arising from the Provider's negligence in performing the Services.

Governing Law and Dispute Resolution

This Plan shall be governed by and construed in accordance with the laws of the governing jurisdiction selected by the parties. Disputes shall first be addressed through good-faith negotiation between senior executives, and if unresolved, submitted to mediation prior to any party initiating litigation.

Amendments

No amendment, modification, or waiver of any provision of this Plan will be effective unless in writing and signed by authorized representatives of both parties. Routine changes to project execution that do not affect scope, schedule, or budget may be documented by the Project Manager and do not require formal amendment.

Acknowledgment

By signing below, the undersigned representatives certify that they are authorized to bind their respective party, and that they accept the terms of this Project Management Process Plan.

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What the Project Management Process Plan Is and when it's used

A Project Management Process Plan is a formal document that records how a specific project will be executed, monitored, and controlled from initiation through closeout. It defines scope, objectives, roles and responsibilities, schedule baselines, quality criteria, risk management approaches, communication protocols, and change control procedures. The plan serves as the working reference for project stakeholders, sets acceptance criteria for deliverables, and establishes how progress will be measured and reported throughout the project lifecycle.

Why a clear plan improves project outcomes

A concise Project Management Process Plan aligns stakeholders, reduces scope drift, and provides traceable baselines for schedule, cost, and quality. It improves decision-making and documents the approvals and controls needed to manage change effectively.

Who typically creates and relies on this plan

The Project Management Process Plan is prepared by the project manager and contributors early in planning, then shared with sponsors and execution teams.

Project Manager and PMO leads responsible for baseline approval and control
Project Sponsor and steering committee for governance and funding oversight
Functional leads and subcontractors who must follow defined processes

Use the plan as the authoritative document for approvals, audits, and post-project reviews.

Step-by-step: completing the Project Management Process Plan

Follow these sequential steps to produce a usable plan and secure stakeholder sign-off.

01

Gather inputs: Collect charter, contracts, and scope documents before drafting.
02

Draft plan: Populate sections for scope, schedule, budget, and risk controls.
03

Review and refine: Ask sponsors and leads to validate assumptions and baselines.
04

Approve and distribute: Capture signatures and circulate the final version to stakeholders.

Essential components to include in a professional plan

A complete plan contains interlocking sections that define how the project will be run, measured, and controlled across people, processes, and technology.

Scope Statement

Defines project boundaries, deliverables, and acceptance criteria so teams know exactly what is included and what is out of scope.

Schedule Baseline

Includes major milestones, critical path, and target completion dates to provide a timeline for planning and performance measurement.

Cost Management

Documents budget, expense classifications, and change order procedures to manage approved funding and control overruns.

Quality Plan

Specifies measurable acceptance criteria, inspection points, and corrective action processes to ensure deliverables meet standards.

Risk & Issue Controls

Lists major risks, mitigation strategies, owners, and escalation routes to minimize impact on scope, schedule, and budget.

Communications

Defines stakeholder reporting cadence, distribution lists, and document repositories to ensure consistent information flow.

Required header data and metadata fields

Project Name: Unique identifier

Sponsor: Approving authority

Version: Document revision

Effective Date: Start date

Document Owner: Responsible person

Distribution List: Recipients

Frequent errors to avoid when preparing the plan

Vague scope statements that allow stakeholders to interpret deliverables differently and create scope creep.
Missing baselines (schedule or budget) that prevent objective measurement of variance and corrective action.
Undefined approval authority, causing delays when changes require sign-off from an unidentified decision maker.
Inadequate risk tracking where mitigation owners are not assigned and issues go unresolved.

How the plan moves from draft to controlled document

Understand the typical document flow so approvals, updates, and distribution are consistent and auditable.

Create draft: Author compiles inputs and creates the initial version.
Stakeholder review: Reviewers add comments and request clarifications.
Formal approval: Approvers sign to accept baselines and controls.
Publish: Controlled copy distributed and archived; change requests tracked.

Configuring an online workflow for approvals and reviews

Set these core workflow options to automate routing, notifications, and version control in your e-signature or document system.

Field	Configuration
Document upload	Accept PDF, DOCX; designate master copy
Field mapping	Match plan sections to fillable form fields
Signer order	Define sequential or parallel signer flows
Authentication	Choose email, SMS code, or stronger methods

Digital delivery and platform requirements

Choose a platform that supports required authentication, audit trails, and file formats for downstream recordkeeping.

Supported formats: PDF, DOCX, and fillable forms
Integrations: Common CRMs and storage systems
Security: AES-256 at rest, TLS in transit

Ensure the system captures timestamped audit trails and stores signed copies where policy requires long-term retention.

Common schedule deadlines and review points

Associate these deadlines with responsible parties to keep the project aligned with contractual obligations and internal controls.

Project kickoff:

Held within one to two weeks after approval

Baseline approval:

Obtain sponsor sign-off before execution start

Execution start:

Begin work per approved schedule

Milestone reviews:

Conduct formal reviews at agreed milestones

Closeout acceptance:

Complete final deliverable acceptance and lessons learned

Key project milestones from initiation to closeout

Sequence these numbered stages as the primary lifecycle milestones for plan governance and change control.

01

Initiation

Define business need and produce project charter.

02

Planning

Develop the Process Plan and obtain baselines.

03

Execution

Deliver work packages and track performance.

04

Closure

Obtain final acceptance and archive records.

Consequences of an incomplete or incorrect plan

Cost Overrun: Increased expenses

Schedule Delay: Missed delivery dates

Regulatory Noncompliance: Possible fines

Contract Dispute: Change-order litigation

Data Breach: Security incident

Acceptance Failure: Rework and penalties

Representative eSignature vendor pricing and feature snapshot

Compare starting price and core capabilities for common eSignature providers; 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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Project Management Process Plan

Answers to common questions about validity, signatures, updates, storage, and legal enforceability for project plans.

Need help? Contact support

Is an electronic signature enforceable?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, provided the signing meets intent, consent, attribution, and record-retention requirements.
Do plans require notarization?
Usually not. Project Management Process Plans are internal governance documents and rarely require notarization; notarization is only needed if the plan is used as a legal exhibit or instrument requiring acknowledgement.
Who should sign the plan?
Signatories typically include the project sponsor, project manager, and any delegated authorities. Ensure signatures match authorized approvers named in governing contracts or purchase orders.
How do I update an approved plan?
Use formal change control: document the change request, assess impact, obtain the same level of approval as the original baseline, and record version history for auditability.
How long must signed plans be retained?
Retain for the active term plus at least three years; tax or health data may require longer retention per IRS (IRC §6501(a)) or HIPAA (45 CFR §164.530(j)).
Can I use a cloud eSignature provider?
Yes, choose a provider that offers TLS encryption, AES-256 at-rest storage, audit trails, and, if handling PHI, a signed BAA to meet HIPAA obligations.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now