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Project Matrix Checklist


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Project Matrix Checklist Project matrix helps combine different types of project data (incl. costs, time, activities, risks, resources, etc.) into a single table to study problems and decisions that define and establish a framework for managing projects. In this Project Matrix Checklist you can read about key items that are included in the matrix of a conventional project.

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  1. Goals & Objectives.
    • Communicate with the manager and sponsor of your project to agree on the project purpose.
    • Determine business drivers through reviewing the business environment your project will operate in.
    • Be sure that the project purpose follows business drivers.
    • Review the business case of your project to define what problem to solve by the project.
    • Analyze the project solution for feasibility and cost-effectiveness.
    • Define project goals and objectives.
    • Be sure that project goals and objectives are SMART (specific, measurable, achievable, relevant and time-scaled).
    • Confirm that every goal or objective is aligned with customer expectations defined in the business case.
  2. Activities.
    • Define the total amount of work to be performed to complete project goals and objectives.
    • Create a work decomposition chart (e.g. WBS) to divide the work effort into smaller pieces (tasks and activities).
    • Develop a phasing plan that explains key phases and stages of your project implementation life-cycle.
    • Define relationships between key phases and related tasks and activities.
    • Set activity priorities to define the right execution sequence.
    • Define (simultaneous) activities and tasks planned for running in parallel.
    • Develop individual task lists and assign them to team members.
  3. Time.
    • Create a project time estimate that specifies time required to perform all planned activities and tasks.
    • Develop individual activity estimates that define working hours required to perform every individual task or activity.
    • Use those estimates to develop individual schedules and working calendars.
    • Set milestones for individual schedules and working calendars.
    • Be sure that every individual schedule/calendar is loaded with necessary human resources.
    • Develop the project schedule that includes the previous data (project time estimates, individual activity estimates, milestones, resource loading).
  4. Resources.
    • Create a staffing plan that identifies the need for human resource and explores tools and methods for managing HR throughout the project life-cycle.
    • Plan for project procurement to define what items to purchase and what contractors to negotiate with.
    • Develop a cost management plan to explore tools and methods for managing project expenses.
    • Create a budget sheet that covers all project costs and makes the project ready for implementation.
    • Identify technological and information resources required for your project.
    • Make a list of inventories that are necessary to the project.
    • Develop a resource management plan that includes all the data defined at the previous steps.
  5. Costs.
    • Establish the cost baseline (an expected amount of project costs).
    • Identify types and quantity of resources required for your project.
    • Calculate the total amount of financial resources required to acquire all necessary resources.
    • Develop a funds request document and send it to the sponsor for review and approval.
    • Receive the sponsor’s approval and get the project ready for launch.
    • Create a change management plan that explains how to manage cost changes throughout the project life-cycle.
  6. Risks.
    • Identify types of risks (strategic, operational, compliance, financial, technological) that affect your project.
    • Use various techniques (e.g. brainstorming, expert interviews, SWOT analysis, questionnaires, surveys) to develop a risk mitigation strategy.
    • Develop a project contingency plan to define how to act in case some unexpected event happens.
    • Establish criteria for measuring risks and their impact.
    • Conduct a meeting to discuss identified risks and make decisions regarding effective risk management.
  7. Build the Matrix.
    • Create a tabular sheet with multiple rows and columns.
    • Add the name of your project to the header of your sheet.
    • Number the rows.
    • Add titles to the columns, such as Goals, Activities, Time, Resources, Costs, Risks.
    • Fill in all the rows with relevant information about the key items of your matrix.
    • Add document history (incl. date created, date last modified, version) to the top of your matrix.
    • Use the matrix to review your project by the key parameters.
    • Conduct one or several meetings with the project team and senior...

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