Prompt for building Project Management Documents
Purpose :
Below prompt will help you to create a comprehensive set of Project Management and Business Analysis documents based on a provided scope document.
By Defining Project Scope & Resources: Outline objectives, deliverables, timelines, and resource needs.
Develop Key Project Documents such as Create plans, charters, RACI charts, risk logs, status reports. Progress monitoring documents like Gantt charts, sprint plans, and release schedules for effective tracking & Support Business Analysis, Document requirements, stakeholder details, process flows, use cases, and user manuals.
Prompt :
Using the provided scope document in the attachment, create a comprehensive set of Project
Management documents, ensuring each follows a detailed and well-defined format. As part of
this process, collect the following input:
Inputs :
Planned Duration of the Project: [Specify the overall duration in weeks or months]
Planned Start Date of the Project: [Date]
Project Scope : [Features & Requirements]
With this information, develop the following documents, ensuring complete and detailed
information for each and results can be in a table format.
A. Scope Summary & Resource Needs :
1. Project Objectives:
2. Project Scope:
3. Project Deliverables:
4. Timeline :
5. Resource Requirements:
Purpose :
Identify a total no of resources required for the project consider the following required
skill sets.
Format:
Project Manager: Experience in project planning and stakeholder management.
Business Analyst: Expertise in requirements gathering and process mapping.
Software Developer (Front-End): Proficiency in HTML, CSS, JavaScript, and front-end
frameworks (e.g., React, Angular).
Software Developer (Back-End): Knowledge of server-side languages (e.g., Node.js, Python)
and database management (SQL, NoSQL).
QA Engineer: Experience in manual and automated testing, familiarity with testing frameworks.
UX/UI Designer: Proficiency in design tools (e.g., Adobe XD, Figma) and user-centered design
principles.
DevOps Engineer: Knowledge of CI/CD practices, cloud platforms (e.g., AWS, Azure), and
strong scripting skills.
System Architect: Experience in system design and architecture, understanding of software
development lifecycles.
Technical Writer: Expertise in creating project documentation, user manuals, and technical
specifications.
Product Owner: Strong understanding of product vision, market needs, and experience in
prioritizing product backlogs.
B. Project Management Documents :
1. Project Setup Checklist:
Purpose: Ensure all prerequisites are met before project initiation.
Format: A detailed checklist with items such as stakeholder identification, budget approval,
resource allocation, and project kickoff meeting scheduling.
2. Project Charter:
Purpose: Summarize the project’s vision, objectives, stakeholders, and constraints.
Format: Include sections for project overview, objectives, scope, stakeholders, assumptions,
constraints, and high-level deliverables.
3. RACI Chart:
Purpose: Define roles and responsibilities for project tasks.
Format: A table listing all tasks with columns for Responsible, Accountable, Consulted, and
Informed, detailing specific individuals or roles.
4. Project Plan & Timeline:
Purpose: Outline the project’s path and key milestones.
Format: A Gantt chart or timeline diagram based on the planned project duration, detailing
tasks, durations, start/end dates, dependencies, and responsible resources.
5. Sprint-wise Plan:
Purpose: Organize the project into two-week sprints.
Format: A table listing each sprint with planned tasks, sprint goals, expected deliverables, and
resources assigned, including any dependencies between tasks.
6. Project Resource Plan:
Purpose: Identify resources needed for the project.
Format: A detailed table with resource type, name, role, skills, availability, cost, and allocation
across tasks.
7. Capacity Plan:
Purpose: Assess team and resource capacity to meet project demands.
Format: A matrix showing current capacity, planned tasks, expected workload, and any
identified gaps or overloads in resources.
8. Product Backlog:
Purpose: Prioritize features and tasks for development.
Format: A prioritized list in table format:
Item IDDescription Estimated Effort (Story Points) PriorityAcceptance Criteria
PB001 User Login 5 High User can log in with valid credentials
PB002 User Registration 8 High User can register and receive a confirmation email
PB003 Password Reset 3 Medium User can request a password reset link
PB004 User Profile Management 5 Medium User can update profile information
PB005 Search Functionality 13 Low Users can search for content by keywords
9. Work Breakdown Structure (WBS):
Purpose: Break the project into manageable components.
Format: A hierarchical tree diagram showing all tasks, sub-tasks, deliverables, and associated
resources.
10. Change Log:
Purpose: Track changes to project scope, schedule, or resources.
Format: A detailed table with change description, reason for change, impact assessment (on
timeline and budget), and approval status.
11. Risk Log:
Purpose: Document potential risks and mitigation strategies.
Format: A table listing all identified risks, their impact and likelihood ratings, mitigation
strategies, owners, and current status.
12. Project Status Report (WSR, MSR):
Purpose: Communicate project progress and issues.
Format: Templates including sections for project summary, completed tasks, upcoming tasks,
risks and issues, and action items.
13. Test Plan:
Purpose: Outline the testing strategy for the project.
Format: Sections for testing objectives, scope, testing types (e.g., unit, integration, system),
resources, schedule, and deliverables.
14. Test Cases:
Purpose: Ensure all functionalities are tested.
Format: A detailed table in the following format:
Test Case ID Description Preconditions Expected Results Actual ResultsStatus
TC001 Verify login functionality User is on the login page User successfully logs in
Not Executed
TC002 Validate password reset User is on the login page Password reset email sent
Not Executed
TC003 Check logout functionality User is logged in User is redirected to login page
Not Executed
TC004 Test input validation on sign-up User is on the sign-up page Error message for
invalid input Not Executed
TC005 Ensure user profile updates User is logged in Profile updated successfully
Not Executed
15. Release Plan:
Purpose: Schedule product releases and key features.
Format: A timeline or table in the following format:
Release Version Release Date Features Included Responsible Teams Dependencies
1.0 YYYY-MM-DD – User Login
– User Registration Development, QA None
1.1 YYYY-MM-DD – Password Reset
– User Profile Management Development, QA Release 1.0
2.0 YYYY-MM-DD – Search Functionality
– User Notifications Development, QA, UX Release 1.1
2.1 YYYY-MM-DD – Reporting Dashboard
– Admin Controls Development, QA Release 2.0
3.0 YYYY-MM-DD – Mobile Application Launch Development, Marketing Release 2.1
Ensure each document is well-structured and aligns with the details provided in the scope
document, maintaining a consistent format throughout. Utilize the collected planned project
duration and resource requirements to facilitate the creation of the Gantt chart and sprint-wise
planning.
OUTPUT :
//Sample scope I input for a simple eCommerce website. Please see the output as below//
A. Scope Summary & Resource Needs
1. Project Objectives:
- Develop a fully functional eCommerce website with advanced shopping cart features.
- Integrate secure payment gateways for safe transactions.
- Implement user account management and inventory tracking.
- Ensure responsive design compatible with all devices.
- Optimize the website for search engines (SEO).
2. Project Scope:
- In Scope: Shopping cart functionality, payment gateway integration, user account management, inventory tracking, responsive UI/UX design, SEO optimization.
- Out of Scope: Mobile app development, third-party marketing integrations, advanced AI-based product recommendations.
3. Project Deliverables:
- Functional eCommerce website
- Secure payment processing system
- User registration and profile management
- Inventory management dashboard
- SEO-optimized website structure
- User manuals and technical documentation
4. Timeline:
- Project Start Date: February 20, 2025
- Project Duration: 6 months
- Key Milestones:
- Project Kickoff: Feb 20, 2025
- Requirement Analysis Complete: Mar 10, 2025
- Design Phase Complete: Apr 15, 2025
- Development Phase Complete: Jul 20, 2025
- Testing Phase Complete: Aug 15, 2025
- Go-Live: Aug 20, 2025
5. Resource Requirements:
| Role | Skills Required | No. of Resources |
|---|---|---|
| Project Manager | Project planning, stakeholder management | 1 |
| Business Analyst | Requirements gathering, process mapping | 1 |
| Front-End Developer | HTML, CSS, JavaScript, React/Angular | 2 |
| Back-End Developer | Node.js/Python, SQL/NoSQL databases | 2 |
| QA Engineer | Manual/automated testing, testing frameworks | 2 |
| UX/UI Designer | Adobe XD, Figma, user-centered design principles | 1 |
| DevOps Engineer | CI/CD, AWS/Azure, scripting | 1 |
| System Architect | System design, software development lifecycle | 1 |
| Technical Writer | Documentation, user manuals, technical specifications | 1 |
| Product Owner | Product vision, market analysis, backlog prioritization | 1 |
B. Project Management Documents
1. Project Setup Checklist:
- Stakeholder identification
- Budget approval
- Resource allocation
- Project kickoff meeting scheduling
- Environment setup
- Tool access and configuration
2. Project Charter:
- Project Overview: eCommerce website development
- Objectives: Provide seamless online shopping experience
- Scope: Defined above
- Stakeholders: Project Sponsor, Product Owner, Development Team, QA Team
- Assumptions: Timely resource availability
- Constraints: Fixed budget, 6-month timeline
- High-Level Deliverables: As listed in deliverables
3. RACI Chart:
| Task | Responsible | Accountable | Consulted | Informed |
| Requirement Gathering | Business Analyst | Product Owner | Project Manager | Stakeholders |
| Design | UX/UI Designer | System Architect | Front-End Developer | Business Analyst |
| Development | Developers | Project Manager | QA Engineer | Product Owner |
| Testing | QA Engineer | Project Manager | Developers | Stakeholders |
| Deployment | DevOps Engineer | Project Manager | System Architect | All Stakeholders |
4. Project Plan & Timeline:
- Gantt Chart detailing phases: Requirements, Design, Development, Testing, Deployment
5. Sprint-wise Plan:
| Sprint | Dates | Tasks | Goals | Deliverables | Resources Assigned |
| 1 | Feb 20 – Mar 5 | Requirement gathering | Define project requirements | BRD | BA, PM |
| 2 | Mar 6 – Mar 20 | Wireframing, UI/UX design | Finalize UI/UX | Design Mockups | UX Designer, BA |
| … | … | … | … | … | … |
6. Project Resource Plan:
| Resource Name | Role | Skills | Availability | Cost | Allocation |
| John Doe | Front-End Dev | React, JavaScript | Full-Time | $X/hr | Sprint 3-6 |
7. Capacity Plan:
| Resource | Capacity (hrs/week) | Planned Workload (hrs/week) | Gaps/Overloads |
| Front-End Dev | 40 | 35 | None |
8. Product Backlog:
| Item ID | Description | Effort (SP) | Priority | Acceptance Criteria |
| PB001 | User Login | 5 | High | User can log in with valid credentials |
9. Work Breakdown Structure (WBS):
- Level 1: Project Phases
- Level 2: Requirements, Design, Development, Testing, Deployment
- Level 3: Sub-tasks under each phase
- Level 2: Requirements, Design, Development, Testing, Deployment
10. Change Log:
| Change ID | Description | Reason | Impact | Approval Status |
| CL001 | Scope update for feature X | Client request | Timeline extension | Approved |
11. Risk Log:
| Risk ID | Description | Impact | Likelihood | Mitigation Strategy | Owner | Status |
| R001 | Resource unavailability | High | Medium | Resource backup planning | PM | Open |
12. Project Status Report (WSR, MSR):
- Sections: Project Summary, Completed Tasks, Upcoming Tasks, Risks/Issues, Action Items
13. Test Plan:
- Testing objectives
- Scope
- Types: Unit, Integration, System
- Resources
- Schedule
- Deliverables
14. Test Cases:
| Test Case ID | Description | Preconditions | Expected Results | Status |
| TC001 | Verify login functionality | User on login page | Successful login | Not Executed |
15. Release Plan:
| Release Version | Release Date | Features Included | Responsible Teams | Dependencies |
| 1.0 | 2025-06-01 | User Login, Registration | Dev, QA | None |
| 1.1 | 2025-07-01 | Password Reset, Profile Mgmt | Dev, QA | Release 1.0 |