Can this schedule be e-signed?

Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure intent, consent, attribution, and reproducible records to meet the four-part ESIGN test.

When is notarization needed?

Notarization is rarely required for a selections schedule alone, but if the schedule is attached to deeds, affidavits, or exhibits requiring acknowledgement, follow state notary rules and RON requirements where applicable.

How do I correct an error after signing?

Record an amendment or correction alongside the original signed schedule. Obtain re-approval or re-signatures following the same authenticated workflow to preserve auditability and chain of custody.

Who must sign the schedule?

Signatories typically include the procuring manager, contract approver, and vendor representative. Ensure signatory authority is documented in delegation-of-authority policies.

How should I store the executed schedule?

Retain a signed PDF with embedded audit trail in the contract repository. Export to PDF/A for long-term archiving and follow retention timelines set by IRS, HIPAA, or state rules.

Is a BAA required when vendors handle PHI?

Yes. If vendor tasks involve protected health information, execute a HIPAA Business Associate Agreement and ensure workflows meet 45 CFR §164.502 and §164.530(j) retention and security requirements.

Electronic Signature
Templates
Project Management
Project Management Selections Schedule

Project Management Selections Schedule

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

PROJECT MANAGEMENT SELECTIONS SCHEDULE

Project Identification

Project Title:

Project ID: Prepared Date:

Client Name Service Provider Project Manager

Scope of Work and Selections

The selections recorded in this Schedule are incorporated into and govern the scope of work under the governing Project Agreement. Any deviation from a recorded selection requires a written change order executed in accordance with the Change Order Process section below.

Primary Scope Description Out-of-Scope Items (explicit)

Selections Schedule (Options & Materials)

Use the checkboxes to indicate the agreed selections. Where a selection requires specification of quantity or price, include the requested details.

Selections

Design Services Unit Cost: Qty:

Development Services Unit Cost: Qty:

Quality Assurance & Testing Unit Cost: Qty:

Deployment Services Unit Cost: Qty:

Hardware Procurement Unit Cost: Qty:

Third-Party Licenses (list below)

Third-Party Licenses / Special Items (list each)

User Training Unit Cost: Qty:

Other Selections (specify)

Deliverables & Acceptance Criteria

Each deliverable listed below must include acceptance criteria. Acceptance occurs only upon written confirmation from the Client that criteria have been satisfied.

Deliverable 1 — Description Deliverable 1 — Acceptance Criteria Deliverable 2 — Description Deliverable 2 — Acceptance Criteria

Timeline & Milestones

All milestone dates are target dates. Any material change to milestone dates shall be processed under the Change Order Process.

Planned Start Date: Planned End Date:

Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Milestone 3

Milestone 3 Date:

Budget & Payment

The totals and payment schedule below reflect the selections above. Client approval of this Schedule confirms the budgetary and invoicing approach described below.

Total Estimated Cost Payment Schedule Initial Payment (if any)

Change Order Process

Any change to selections, scope, schedule, or cost must be documented via a written change order. Change orders require mutual written approval by authorized representatives of the Client and Service Provider and shall specify the work, impact to schedule, and cost adjustments.

Confidentiality

All information exchanged under this Schedule that is marked confidential or that reasonably should be understood to be confidential shall be subject to the confidentiality obligations of the governing Project Agreement. Confidential materials shall only be used for performance under the Project Agreement and shall not be disclosed to third parties except as required by law or with prior written consent.

Governing Law

This Schedule shall be governed by and construed in accordance with the laws of the state identified below, without regard to its conflict-of-law principles.

Governing State

Representations & Certifications

Each party represents that the person signing below is authorized to bind the respective party. Client acknowledges selections recorded herein reflect Client decisions as of the prepared date and that acceptance of deliverables will be in accordance with the Acceptance Criteria above.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Selections Schedule Is

The Project Management Selections Schedule is a structured form used to record decisions, selected vendors, responsible parties, and key dates that influence project delivery. It centralizes selections for procurement, scope approvals, and procurement-related milestones so stakeholders have a single reference for who was chosen, on what basis, and when awards or approvals occurred. The schedule supports traceability across procurement, contracting, and project-management teams and is commonly attached to contract documents, bid evaluations, and project execution plans to reduce ambiguity and speed downstream onboarding.

Why a Structured Selections Schedule Matters

A clear selections schedule reduces ambiguity, documents objective selection criteria, and creates an auditable record of vendor and method choices.

Who Typically Prepares and Relies on This Schedule

Stakeholders across operations, finance, and contract management use the schedule to track obligations, payments, and acceptance milestones.

Project managers and PMO staff who coordinate vendor evaluation and onboarding.
Procurement or sourcing teams that validate commercial terms and selection rationale.
Legal and contract administrators who require documented decisions for compliance and audit.

Stepwise Process to Complete the Selections Schedule

Complete the schedule in the sequence below to capture approvals, supporting documents, and signatures in a logical, auditable order.

01

Gather Inputs: Collect bids, evaluation scores, and solicitation documents.
02

Record Choices: Enter selected vendor and selection basis.
03

Attach Evidence: Link evaluation matrices, approvals, and redlines.
04

Sign and Archive: Obtain required signatures and store the executed schedule.

How to Configure the Schedule Workflow Online

Set up an electronic workflow that enforces order of operations and captures audit trails for every change.

Field	Configuration
Routing Order	Set sequential approval: Evaluator → Procurement → Legal → Project Manager
Required Fields	Make vendor name, selection date, and contract reference mandatory
Version Control	Enable automatic version numbering for edits
Notifications	Email or in-app alerts for pending approvals

Where to Send the Completed Schedule

Use a controlled distribution path so each stakeholder receives the authoritative, signed copy and any supporting attachments.

Procurement Records: Store with solicitation and award files.
Contract Administration: Attach to the main contract record.
Project Folder: Place a copy in the project document repository.
Finance: Send invoice references and payment schedules.

Digital Signing and Technical Requirements

Ensure the chosen platform supports secure storage, export to common formats, and an audit trail suitable for ESIGN/UETA compliance.

File Formats: Use PDF/A or PDF for long-term preservation
Authentication: Support email OTP, SMS, or stronger methods
Integrations: Connect to SCM and contract repositories

Typical Deadlines and Processing Timeframes

Set explicit internal deadlines to keep procurement, legal review, and contracting synchronized with project milestones.

Schedule Issuance:

Issue at project kickoff or at solicitation close

Vendor Response Window:

Typically 7–30 days depending on complexity

Evaluation Period:

Allow 3–14 days for scoring panels

Contract Award:

Target within 7 business days of approval

Onboarding & Kickoff:

Begin within 10–30 days after award

Key Milestones from Selection to Onboarding

Track milestone stages sequentially so approvals, contracting, and mobilization occur without gaps.

01

Solicitation Close

Receive and lock final bids and proposals.

02

Evaluation Complete

Finalize scoring and written rationale.

03

Award Decision

Issue formal award notice to selected vendor.

04

Contract Execution

Sign agreement and capture executed schedule copy.

Common Preparation Errors to Avoid

Using colloquial vendor names rather than legal entity names causes payment and tax mismatches.
Failing to attach evaluation matrices removes objective evidence of why choices were made.
Leaving required fields blank or using inconsistent date formats undermines auditability.
Not enforcing routing order can result in missing legal or procurement approvals.

Risks and Consequences of an Incorrect Schedule

Contract Disputes: Unclear selections increase litigation risk and delay remedies.

Payment Delays: Mismatched vendor data can stall invoicing and payments.

Regulatory Exposure: Procurement noncompliance can trigger audit findings.

Tax Reporting: Incorrect vendor names or IDs may cause backup withholding.

Reputational Harm: Opaque selection processes erode stakeholder trust.

Operational Delay: Late onboarding prolongs project schedule and cost risk.

Essential Data Elements to Capture

Project ID: Unique project identifier

Vendor Legal Name: Exact registered business name

Selection Rationale: Short explanation for audit trail

Effective Date: MM/DD/YYYY

Approver: Name and title of decision-maker

Contract Ref: Document ID and location

Real-World Examples of Schedule Use

Concrete user stories show how a documented selection process reduces rework and speeds execution with vendors.

Optica Ventures — COO

Optica standardized its schedule to reduce ambiguity in awards.

The schedule becomes the single source for vendor onboarding.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties — Founder

A property developer attached schedules to leases and vendor contracts.

That linked record reduced tenant disputes on scope.
"I can process and execute all of these documents online with 100% compliance and built-in security."

eSignature Pricing Overview for Executing the Schedule

Compare basic pricing and feature presence for common eSignature providers. signNow is shown first as the initial column. Feature availability and plan terms vary; confirm with vendors for enterprise needs.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common questions about legality, corrections, signatures, notarization, storage, and eSubmission for the selections schedule.

Need help? Contact support

Can this schedule be e-signed?
Yes. Electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure intent, consent, attribution, and reproducible records to meet the four-part ESIGN test.
When is notarization needed?
Notarization is rarely required for a selections schedule alone, but if the schedule is attached to deeds, affidavits, or exhibits requiring acknowledgement, follow state notary rules and RON requirements where applicable.
How do I correct an error after signing?
Record an amendment or correction alongside the original signed schedule. Obtain re-approval or re-signatures following the same authenticated workflow to preserve auditability and chain of custody.
Who must sign the schedule?
Signatories typically include the procuring manager, contract approver, and vendor representative. Ensure signatory authority is documented in delegation-of-authority policies.
How should I store the executed schedule?
Retain a signed PDF with embedded audit trail in the contract repository. Export to PDF/A for long-term archiving and follow retention timelines set by IRS, HIPAA, or state rules.
Is a BAA required when vendors handle PHI?
Yes. If vendor tasks involve protected health information, execute a HIPAA Business Associate Agreement and ensure workflows meet 45 CFR §164.502 and §164.530(j) retention and security requirements.

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