Can the Exhibit be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, except where a statutory exception applies. Confirm any statutory exception such as wills or certain court filings before relying on eSignature.

What authentication method should I use?

Choose an authentication level that matches risk: email-only for low risk, SMS code or knowledge-based verification for higher assurance, and multi-factor or advanced signer authentication for regulated records.

What if a signer’s name differs from ID?

Mismatched names can raise enforceability questions. Use the full legal name as on government ID, note any trade names, and consider attaching an identity affidavit where necessary.

Is notarization ever required?

Notarization depends on state and document purpose. Some states and specific document types require notary acknowledgment or witnesses; verify state rules before execution.

How do I attach supporting evidence?

Attach files or reference exhibit IDs within the Exhibit. Ensure attachments are preserved in original format and linked to the Exhibit in the archive for auditability.

How long must I keep the Exhibit?

Retention depends on purpose and regulation: follow IRS (IRC §6501(a)) and HIPAA (45 CFR §164.530(j)) minimums, and extend retention per state or contractual requirements.

Electronic Signature
Templates
Project Management
Project Management System Review Exhibit

Project Management System Review Exhibit

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

Project Management System Review Exhibit

This Project Management System Review Exhibit (the Exhibit) documents the scope, deliverables, timeline, budget, acceptance criteria and governance applicable to the system review services to be performed in connection with the Project. Project ID: . Effective Date: .

Parties and Project Identification

Client Name Service Provider Name Project Manager (Client) Project Manager (Service Provider)

Scope of Review

Overview: The Service Provider will evaluate the Project Management system environment, practices and artifacts to determine compliance with the agreed project governance, identify gaps and recommend corrective actions. The review will include technical configuration, process alignment and organizational adoption as specified below.

Scope Description Out-of-Scope Items

System Components Reviewed

The review will examine the following components. Mark applicable items.

Project Plan and Work Breakdown Structure
Schedule and Baseline Management
Risk Register and Issues Log
Resource Allocation and Capacity Planning
Change Control and Approval Workflows
Reporting, Dashboards and KPIs
Tool Configuration and Integrations
Other:

Deliverables and Acceptance Criteria

The Service Provider will deliver the following items. Each deliverable requires written acceptance pursuant to the Acceptance Procedure below before it is deemed accepted.

Deliverable 1 — Assessment Report Acceptance Criteria

Due Date:

Deliverable 2 — Remediation Plan Acceptance Criteria

Due Date:

Additional Deliverables (if any)

Timeline & Milestones

Project Start Date: . Project End Date: .

Milestone 1 Name

Target Date:

Milestone 2 Name

Target Date:

Budget and Payment

Total Project Fee Payment Schedule

Deposit Amount: . Final Payment Trigger:

Change Order Fee Rate

Change Order Process

All modifications to scope, timeline or fee shall be executed by a written change order signed by authorized representatives of both parties. Change Order Request Notice Period: .

Written change order required for any scope or fee change
Both parties must approve pricing and schedule changes before work proceeds

Acceptance Procedure

Deliverables shall be submitted in writing. The Client shall have a review period of calendar days from delivery to provide written notice of acceptance or rejection with specific defects. Absent timely written rejection, the deliverable shall be deemed accepted.

Confidentiality

Each party shall hold in strict confidence all Confidential Information disclosed in connection with the performance of this Exhibit and shall not use such Confidential Information except to perform its obligations hereunder. Confidential Information does not include information that is (a) in the public domain through no fault of the receiving party, (b) rightfully received from a third party without breach of an obligation of confidentiality, or (c) independently developed without reference to the other party’s Confidential Information. Upon written request, the receiving party shall return or destroy Confidential Information and certify such return or destruction.

Limitation of Liability & Remedies

Each party’s aggregate liability arising from or related to this Exhibit shall be subject to the limits agreed in the primary Statement of Work. The parties agree that injunctive relief shall be available for breaches of confidentiality and intellectual property obligations in addition to any other remedies.

Governing Law

This Exhibit shall be governed by and construed in accordance with the laws of: without regard to conflict of law principles.

Representations and Warranties

Each party represents that it has full authority to enter into this Exhibit and that performance will not violate any agreement with a third party. The Service Provider warrants that services will be performed in a professional manner consistent with industry standards.

Final Certifications

By signing below, the signatories certify that they are authorized to execute this Exhibit on behalf of their respective parties and that the information provided in this Exhibit is accurate to the best of their knowledge.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management System Review Exhibit Is

The Project Management System Review Exhibit is a structured attachment used to record the findings, scope, methodology, and outcomes of a project management systems review for a specific contract or program. It documents the reviewer(s), dates of inspection, evidence reviewed, identified deviations or nonconformances, recommended corrective actions, and the agreed remediation timeline. The Exhibit is intended to be appended to contracts, internal audit files, or project closeout documentation so that scope, responsibilities, and acceptance criteria are explicit and preserved for future audits and dispute resolution. Electronic execution under ESIGN or UETA is commonly used for distribution and signature capture.

Why including a Project Management System Review Exhibit matters

A clear Exhibit reduces ambiguity about system expectations, creates an auditable record of findings and approvals, supports contractual compliance, and helps prevent scope creep or disagreements. It also establishes a timeline for corrective actions and preserves evidence for internal and external audits.

Who commonly prepares and receives this Exhibit

Typical preparers, reviewers, and recipients of the Exhibit vary by organization and contract role.

Project managers and PMO leads who document system performance and corrective actions for stakeholders.
Contract administrators and procurement officers responsible for contract compliance and acceptance records.
External auditors, compliance officers, or client representatives who review evidence and sign approvals.

Use the Exhibit to align internal teams and external parties on findings, remedies, and signatures required for closure.

Typical signatories and their responsibilities

Project Manager

The Project Manager documents review results, confirms acceptance of recommended corrective actions, and attests that changes align with project baselines. They typically sign to acknowledge operational acceptance and to commit to remediation timelines in the Exhibit.

Contracting Officer

The Contracting Officer or authorized contract representative confirms whether the Exhibit satisfies contractual review requirements, approves any scope changes, and signs to create an enforceable acceptance or condition precedent under the contract.

Security and compliance items to include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP, and action history

HIPAA: BAA required for PHI workflows

21 CFR Part 11: Controls for FDA-regulated records

SOC 2: SOC 2 Type II available on request

Access Controls: Role-based permissions and MFA

Key risks and potential consequences of errors

Contract disputes: Delays, additional costs

Regulatory exposure: Fines or compliance actions

Invalid signature: Questioned enforceability

Missing evidence: Audit findings or qualification

I-9 paperwork: Civil fines (8 CFR §274a.2)

Information returns: Penalties under IRC §6721

Common preparation mistakes to avoid

Incomplete scope statements that omit systems or project phases, creating uncertainty about what was reviewed and what remains outstanding.
Missing dates or inconsistent date formats, which can undermine timeliness obligations and complicate retention calculations for legal or audit purposes.
Not identifying the authorized signer by title and authority, increasing the risk that a signature will be challenged or rejected.
Failing to attach underlying evidence (logs, test results, meeting minutes) required to substantiate findings and proposed corrective actions.

Step-by-step: completing the Exhibit

Follow these sequential steps to prepare, review, and finalize the Exhibit so it is clear, auditable, and enforceable.

01

Prepare draft: Summarize scope, methods, dates, and initial findings.
02

Attach evidence: Include logs, screenshots, and test artifacts.
03

Internal review: Obtain PMO or compliance feedback before external review.
04

Sign and record: Capture signatures and retain final Exhibit.

Where to send and how routing typically works

A clear routing path prevents delays: define recipients, order of review, authentication method, and final record destination.

Initial recipient: Project Manager or PMO receives draft
Secondary review: Contracting Officer or Compliance reviews next
Client sign-off: Client or external auditor signs as required
Archive location: Final Exhibit stored in project repository

Essential components to include in a professional Exhibit

A complete Exhibit is concise but specific: include identification, scope, evidence lists, findings, remediation plans, and authorized signatures so it functions as a stand‑alone record.

Identification

Project name, contract number, reviewer name, and effective date so the Exhibit is uniquely attributable.

Scope

Clear description of systems, processes, dates, and exclusions to avoid ambiguity about what was assessed.

Evidence list

Referenced logs, reports, and attachments with file names and locations for reproducible verification.

Findings

Concise description of deviations, risks, and severity level tied to objective evidence.

Remediation plan

Corrective actions, responsible party, and due dates for resolution and verification.

Signatures

Names, titles, signature date fields, and any witness or notarization blocks if required.

Configuring the Exhibit for online completion

Set up fields, signer order, authentication strength, and retention rules before sending to avoid rework and to produce a complete audit trail.

Field	Configuration
Field mapping	Map form fields to project metadata for tracking
Conditional fields	Show fields only when applicable
Authentication	Choose email, SMS code, or KBA
Retention	Set automatic archival after execution

Digital delivery and integrations that matter

Consider file formats, signer authentication, and integrations before publishing the Exhibit.

File formats: PDF, DOCX, or HTML supported
Integrations: Salesforce, NetSuite, Google Workspace
Browser support: Modern browsers and mobile supported

Verify that the chosen platform preserves audit records, supports required authentication, and exports a tamper-evident final file.

Typical timelines and processing expectations

Establishing deadlines up front prevents escalation and ensures corrective actions are tracked from discovery through verification.

Submission window:

Submit Exhibit within 30 days of review completion

Reviewer response:

Respond to findings within 14 calendar days

Remediation due date:

Corrective actions typically due in 30–90 days

Verification period:

Follow-up validation within 30 days of remediation

Final closeout:

Project closeout records retained per retention rules

Key milestones from draft to executed Exhibit

Track the Exhibit through distinct milestones so reviewers and signers know responsibilities and expected timing.

01

Draft completed

Initial findings compiled and evidence attached for review.

02

Internal approval

PMO or compliance approves draft prior to external circulation.

03

External review

Client or contracting officer reviews and requests clarifications if needed.

04

Final execution

Authorized signatories sign and file the executed Exhibit.

Comparing electronic versus paper Exhibit formats

Choose the format that meets legal, auditability, and operational needs; electronic formats often provide stronger traceability.

Format	Electronic	Paper
Audit trail		limited
Ease of distribution	high	low
Tamper evidence	strong	weak
Retention export	easy	manual

Representative eSignature vendor pricing and capabilities

Pricing and core capabilities vary by vendor and plan; the table below presents starting prices and common capability indicators to help choose a compliant signing solution.

	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 (Premium)	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Industry examples showing common Exhibit usage

These short cases illustrate typical Exhibit applications across organizations and project types.

Case Study 1

A mid-size developer used the Exhibit to document system testing and close a lease conversion

The Exhibit listed findings and remedial deadlines
The signed record removed ambiguity in final acceptance and supported a fast audit closeout.

Case Study 2

A healthcare provider attached a HIPAA addendum to the Exhibit during an IT control review

The reviewer captured evidence and corrective actions
The final, signed Exhibit met audit requirements and supported a six-year retention schedule.

Frequently asked questions and troubleshooting

Answers to common questions about signing, authentication, revisions, and recordkeeping for the Project Management System Review Exhibit.

Need help? Contact support

Can the Exhibit be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, except where a statutory exception applies. Confirm any statutory exception such as wills or certain court filings before relying on eSignature.
What authentication method should I use?
Choose an authentication level that matches risk: email-only for low risk, SMS code or knowledge-based verification for higher assurance, and multi-factor or advanced signer authentication for regulated records.
What if a signer’s name differs from ID?
Mismatched names can raise enforceability questions. Use the full legal name as on government ID, note any trade names, and consider attaching an identity affidavit where necessary.
Is notarization ever required?
Notarization depends on state and document purpose. Some states and specific document types require notary acknowledgment or witnesses; verify state rules before execution.
How do I attach supporting evidence?
Attach files or reference exhibit IDs within the Exhibit. Ensure attachments are preserved in original format and linked to the Exhibit in the archive for auditability.
How long must I keep the Exhibit?
Retention depends on purpose and regulation: follow IRS (IRC §6501(a)) and HIPAA (45 CFR §164.530(j)) minimums, and extend retention per state or contractual requirements.

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