Can this template be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

When do I need a notarized signature?

Most internal project templates do not require notarization. Notarization is necessary only when the document conveys an interest needing notarized acknowledgment or state law specifically requires it.

What if a signer's name doesn't match records?

Mismatched names can delay approvals and trigger requests for identity verification; use legal names that match contracts, payroll, or government ID to avoid interruptions.

How long should I retain the signed template?

Retain signed baselines for the project term plus at least three years; follow industry rules such as IRS retention (IRC §6501(a)) or HIPAA (45 CFR §164.530(j)) when applicable.

Which authentication level should I use?

Select email-only for low-risk internal approvals; use SMS, knowledge-based, or two-factor authentication for vendor contracts or regulated projects requiring stronger identity proof.

How to correct an error after signing?

Do not edit the signed file. Execute an amendment or a new signed revision that references the original baseline and documents the approved changes.

Electronic Signature
Templates
Project Management
Project Management Trees Template

Project Management Trees Template

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

PROJECT MANAGEMENT TREES TEMPLATE

Project Identification

Project Title:

Project ID: Client Name:

Project Manager Executive Sponsor Brief Project Description

Scope of Work

The Service Provider shall perform the services described in this Project Management Trees Template, including creation and maintenance of the project tree artifacts (work breakdown structure, dependency trees, responsibility matrices and milestone maps). The services include planning, execution oversight, status reporting, and handover activities as specified herein.

In-Scope Activities Out-of-Scope Items

Work Breakdown Structure (WBS) / Tree Nodes

Provide hierarchical WBS nodes and owner assignments. Populate each row for primary project tree elements.

WBS Item 1 — Node ID WBS Item 1 — Task Name WBS Item 1 — Owner

Dependencies: Estimated Effort (hrs):

WBS Item 2 — Node ID WBS Item 2 — Task Name WBS Item 2 — Owner

Dependencies: Estimated Effort (hrs):

WBS Item 3 — Node ID WBS Item 3 — Task Name WBS Item 3 — Owner

Dependencies: Estimated Effort (hrs):

Deliverables & Acceptance Criteria

List core deliverables and objective acceptance criteria for each deliverable.

Deliverable 1 — Title Deliverable 1 — Acceptance Criteria

Owner: Target Due Date:

Deliverable 2 — Title Deliverable 2 — Acceptance Criteria

Owner: Target Due Date:

Timeline & Milestones

Planned Project Start Date: Planned Project End Date:

Milestone 1

Target Date: Acceptance Condition:

Milestone 2

Target Date: Acceptance Condition:

Budget & Payment

Total Contract Value (USD):

Payment Schedule Change Order & Variance Control Process

Responsibilities, RACI & Resources

Provide the primary roles assigned to the project tree. For each major node, specify Responsible, Accountable, Consulted, and Informed parties in the RACI matrix below or attach a separate RACI artifact.

RACI Summary (key nodes and assignments)

Acceptance, Warranties & Liability

Acceptance of deliverables shall occur only after documented verification against the acceptance criteria contained in this Template. The Service Provider warrants that deliverables will materially conform to stated acceptance criteria for a period of 60 days following formal acceptance, during which the Service Provider will cure nonconforming items at no additional cost. Except as expressly provided, neither party shall be liable for indirect, incidental, special or consequential damages.

Confidentiality

Each party shall treat as Confidential Information all nonpublic information disclosed in connection with this project tree, including but not limited to project artifacts, financial data, and technical designs. Confidential Information shall be used solely for performance of obligations under this Template and may not be disclosed to third parties except with prior written consent or as required by law. Confidential obligations survive termination for a period of three (3) years.

Governing Law

This Template and any dispute arising out of it shall be governed by the laws of:

Acceptance & Signatures

By signing below, the undersigned representatives of Client and Service Provider each certify that they are authorized to bind their respective party, that they accept the terms and obligations set forth in this Project Management Trees Template, and that work may commence upon execution in accordance with the timeline and payment terms established herein.

Client — Printed Name:

By:

Date:

Service Provider — Printed Name:

By:

Date:

What the Project Management Trees Template Is

A Project Management Trees Template is a structured, hierarchical diagram and accompanying form set used to map project scope, deliverables, tasks, dependencies, owners, and milestones. It combines a tree-style visual (work breakdown or dependency tree) with standardized fields for task descriptions, durations, responsible parties, and acceptance criteria. Organizations use the template to clarify scope, allocate resources, align stakeholders, and create a single source of truth for execution and reporting. The template is commonly exchanged as PDF or DOCX and is compatible with electronic signing and audit-trail workflows when signatures are required.

Why a Formal Template Improves Project Clarity

Using a Project Management Trees Template centralizes scope and responsibilities, reduces ambiguity about task ownership, and speeds stakeholder alignment while generating a record suitable for approvals and audits.

Who Typically Prepares or Signs This Template

The template is used across teams for planning, approvals, and handoffs; multiple roles contribute content and sign off at distinct stages.

Project managers preparing work breakdown structures and assigning work packages for execution.
Portfolio or program sponsors approving scope and milestone acceptance criteria.
Functional leads or contractors confirming resource commitments and delivery dates.

Typical Signers and Their Roles

Project Manager

Drafts the tree, assigns task owners and durations, and verifies that each work package includes acceptance criteria and dependencies before circulation for approval.

Program Sponsor

Validates scope boundaries, confirms budget and timeline alignment, and provides executive sign-off or direction for escalation when scope changes are proposed.

Security and Compliance Considerations

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trails: Retention records

Certifications: SOC 2 Type II

Regulatory support: ESIGN / UETA

Healthcare readiness: HIPAA (BAA available)

Essential Sections Inside a Professional Template

A complete Project Management Trees Template combines a visual tree and structured fields so each task is actionable, traceable, and reviewable by stakeholders and auditors.

Tree Diagram

A hierarchical visual that shows work packages, sub-tasks, and dependencies; designed for clarity when printed or reviewed on screen and exported as a high-resolution PDF.

Task Metadata

Fields for task ID, short name, description, estimated effort, start/end dates, and acceptance criteria so owners and reviewers have consistent, structured data.

Ownership & Roles

Assigned owner, backup owner, and delivering organization for each node, plus contact information and role descriptions to prevent ambiguity during execution.

Dependencies & Predecessors

Explicit predecessor/successor links, dependency type (finish-to-start, start-to-start), and lag/lead values to enable scheduling and risk assessment.

Milestones & Gates

Clearly labeled milestone nodes with acceptance criteria, required artifacts, and approver sign-off fields to govern phase transitions.

Change & Version Log

A lightweight revision table capturing who changed scope, the reason, effective date, and reference to the approved change request number.

Step-by-Step: Fill, Review, and Approve the Template

Follow these sequential steps to populate the template, confirm dependencies, collect approvals, and publish a locked baseline for execution.

01

Populate Fields: Enter IDs, owners, dates, and acceptance criteria for each tree node.
02

Validate Dependencies: Check predecessor links and adjust lead/lag for realistic scheduling.
03

Circulate for Review: Send to owners and stakeholders with clear review instructions and a review deadline.
04

Sign and Baseline: Collect signatures, record approvals, and lock the baseline version for change control.

Configure an Online Approval Workflow

When completing the template online, map fields to workflow steps to automate routing, reminders, and signature capture.

Template Name	Use a consistent naming convention for reuse across projects
Signer Order	Define sequential or parallel routing for approvers
Authentication	Choose email, SMS code, or KBA based on risk
Conditional Fields	Show or hide fields when certain criteria are selected
Integration Target	Select the destination system (PMO, SharePoint, NetSuite)

Where to Send the Completed Template

Routing depends on whether the template is for internal approval, vendor onboarding, contractual signature, or archival; follow the steps below.

Upload: Attach the completed template to the project record or contract repository
Route for Approval: Send to approvers in the configured signer order
Sign: Capture signatures and audit trail via an eSignature platform
Archive: Store the final, signed PDF in records management with retention metadata

Delivery and eSubmission Options

Choose a delivery method that matches organizational security and audit requirements; some projects require stronger signer authentication.

Email: Simple distribution and signing for low-risk approvals
Secure eSign Platform: Provides audit trail, timestamp, and optional two-factor authentication
Repository Integration: Direct save to systems like SharePoint, Box, or NetSuite

Ensure chosen platforms meet your compliance needs and preserve both the signed PDF and the signing audit trail for future audits.

Typical Timing and Deadlines to Plan For

Set explicit dates in the template so reviewers and approvers understand deadlines for review, change requests, and final sign-off.

Draft Completion:

Provide 3–5 business days for initial owner population

Stakeholder Review:

Allow 5–10 business days depending on scope

Approval Window:

Set a 7–14 day sign-off period to avoid schedule drift

Baseline Date:

Specify the effective baseline start date (MM/DD/YYYY)

Change Request Cutoff:

Define the last date for scope changes before execution

Key Milestones from Draft to Baseline

A sequential milestone view clarifies the approval path and handoffs required to publish the baseline tree.

01

Drafting Complete

Owners finalize task descriptions and initial dates for PM review

02

Peer Review

Functional leads confirm dependencies and resource availability

03

Sponsor Approval

Executive sponsor validates scope and budget alignment

04

Baseline Published

Signed baseline is archived and released to execution teams

Common Errors to Avoid

Vague acceptance criteria that leave deliverable quality open to interpretation and delay sign-off.
Missing or inconsistent task IDs that prevent reliable cross-referencing with the schedule or procurement records.
Unrecorded dependency changes after stakeholder discussions, causing sequencing conflicts during execution.
Using initials or informal names in owner fields that do not match payroll or contract records and impede tracing.

Consequences of Inaccurate or Missing Information

Schedule Delays: Chain-reaction slippage

Cost Overruns: Unplanned rework expenses

Contract Disputes: Claims for scope misalignment

Regulatory Exposure: Noncompliance for regulated projects

Audit Findings: Incomplete records flagged

Data Breach Risk: Sensitive project data exposure

eSignature Pricing Comparison Relevant to Project Document Signing

Cost and feature trade-offs matter for routine project approvals. The table compares starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps for common vendors.

	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
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of Template Use

These brief examples show how organizations used structured templates and signed baselines to resolve common project risks and accelerate approvals.

Optica Ventures Case

Brian Fitzgibbons at Optica Ventures used the template to standardize deliverable definitions and owner assignments

Reduced approval ambiguity across three portfolios
The structured template improved handoffs and reduced escalation time, making monthly gating reviews faster and audit-ready.

Martin Properties Case

Tim Martin applied the template for property renovation schedules and contractor sign-offs

Enabled mobile signing onsite
Processing and executing documents online ensured compliance, preserved a clear change log, and improved coordination among contractors and finance for payments.

Practical Tips for Accurate, Efficient Completion

Adopt standardized practices to reduce errors and accelerate approvals when using the Project Management Trees Template.

Standard Naming Conventions

Use consistent project and task names so automated integrations and searches return single authoritative records without manual reconciliation.

Predefined Acceptance Criteria

Agree measurable acceptance criteria during planning to reduce subjective review comments and streamline approvals when signing the baseline.

Version Control

Record version, date, and author in the header; keep a change log for every revision to support audits and dispute resolution.

Use Electronic Audit Trails

Capture timestamps, signer IP, and authentication method on every signature to demonstrate intent and attribution under ESIGN and UETA.

Frequently Asked Questions

Answers to common questions about completing, signing, and storing the Project Management Trees Template.

Need help? Contact support

Can this template be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
When do I need a notarized signature?
Most internal project templates do not require notarization. Notarization is necessary only when the document conveys an interest needing notarized acknowledgment or state law specifically requires it.
What if a signer's name doesn't match records?
Mismatched names can delay approvals and trigger requests for identity verification; use legal names that match contracts, payroll, or government ID to avoid interruptions.
How long should I retain the signed template?
Retain signed baselines for the project term plus at least three years; follow industry rules such as IRS retention (IRC §6501(a)) or HIPAA (45 CFR §164.530(j)) when applicable.
Which authentication level should I use?
Select email-only for low-risk internal approvals; use SMS, knowledge-based, or two-factor authentication for vendor contracts or regulated projects requiring stronger identity proof.
How to correct an error after signing?
Do not edit the signed file. Execute an amendment or a new signed revision that references the original baseline and documents the approved changes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now