The Consolidated Forms
I’m sure you would agree that organizing and referencing large quantities of project documents can be a major hassle for Project Managers and teams alike.
You see, a lot of the time in projects, we all have good intentions. We do our due diligence of filling out forms like the Project Management Plan, Scope Statement, risk register, issue log, and countless others. Oftentimes these documents are then saved on a Sharepoint site or a company intranet location where they promptly proceed to collect dust, and are hardly ever referenced or looked at ever again.
This is because project stakeholders are either extremely busy, or simply don’t have the time or the motivation to sift through hundreds of documents to locate, read, and then open several other related files to provide updates.
But what if I told you there was a better way to manage project documents?
What if there was a way to incentivize you and the Project team to update, read, and modify project documents in real time?
Now there is. Introducing the Consolidated Forms. The Consolidated Forms is a single excel file that contains over 50 ready-made templates to help you and your team get organized and manage documents on your projects with extreme ease. The advantage of having most of your project documents all on one single file location means that forms are readily available, and at the Project Manager’s and project team’s fingertips for seamless transition, updates, and unparalleled access.
Having all the major Project Management files in ONE single document makes organization and access a breeze. When all your key documents are in a single location, it incentivizes your team to look at, reference, and update documents like never before.
The Consolidated Forms contain over 50 professional Project Management templates that are quickly and easily accessible from a directory page. The directory is categorized by knowledge area and process group
All Management plans, forms, and registers are compliant with the PMBOK Guide 6th Edition
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Complete customization to fit your project’s needs. Check boxes are located next to each document in the directory to indicate that document is being used for that project.
Templates can be hidden when not in use in a project by un-checking the adjacent box
All plans, forms, and registers can be edited/tailored to fit the needs of your project.
There are a ridiculous amount of examples and tooltips to help you and your team fill out and navigate the documents and tools with ease
Need to add a template to the consolidated forms file? No problem!
You can add/remove sheets just like any other excel file.
You can customize the protection for each sheet so that only authorized users can make edits/changes.
You can add your new templates to the directory and build in your own hyperlinks.
Hundreds of Helpful Links
There are hundreds of hyperlinks throughout the templates that link documents to related documents, making the process of updating related forms easy. You also have the ability to add your own hyperlinks to link relationships. The PM Pro Kit manual shows you how and much more.
Example: The Communications Management Plan (pictured below) has links to related documents like the Stakeholder Register, Stakeholder Plan, and Communications register.
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Ready To Use On Your Projects
Sample Forms and Tools
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Benefits Of Using Consolidated Forms On Your Projects
Referencing important documents and providing key updates to forms and registers is a daily occurrence for Project Manager’s and teams.
Using the Consolidated Forms can make it more likely to successfully juggle the extraordinary number of files, forms, registers, and management plans that Project Manager’s and Project teams have to deal with on a daily basis. The following scenario below illustrates that importance.
Let’s consider a scenario where a Project Team is conducting a risk workshop to identify risks to the project. Here are some of the inputs and outputs that can potentially go into this process:
Requirements management plan
Schedule management plan
Cost management plan
Resource management plan
Quality management plan
Risk management plan
Lessons Learned Register
Lessons learned register
There are over 15 inputs and 5 outputs which are separate documents listed for the Identify Risk Process. That's a large amount of doucments to consider when going about identifying risk in a project. Since the team isn’t consolidating the forms in this scenario, the documents are spread across the company intranet, shared folder, or some other document repository.
If the team wanted to do a thorough job in identifying risks, they would have to painstakingly locate, open, and then analyze all these separate documents. Even assuming all these documents are available for use, do you think the team would be motivated to do their due diligence and scour the company intranet or SharePoint site to utilize these documents to their fullest extent? It could definitely happen, however the general incentive to do so in reality is not the strongest.
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A diagram showing the inputs and outputs for the Identify Risk Process.
Scenario #1 – Without the Consolidated Forms
Let’s assume the project team wants to consider using some of the inputs listed in the PMBOK Guide to help identify risks.
Scenario #2 – With the Consolidated Forms
Now, if the Project Manager and Project Team is using the Consolidated Forms to track all their documents, forms, registers, and management plans, all they simply have to do is open up 1 single Excel file that contains all the major Project Management forms, files, management plans, and registers – including all the inputs and outputs listed in the Identify Risk Process.
The team would then select the links to whatever documents they need to reference. They can easily switch between documents from the directory and provide updates to the risk register with newly identified risks.
By utilizing key links and understanding the straightforward organizational structure of the Consolidated Forms, the team is empowered and incentivized to look at, reference, and update Project Management documents like never before. That’s where the beauty of the Consolidated Forms comes into play. The convenience and ease of use, not to mention the vast number of available templates (all aligned with the standards and best practices of the PMBOK Guide), turns Project Management best practice theory into reality on your projects.
The Consolidated Forms Advantage
Over 50+ PMBOK® Guide Aligned Project Management Templates in 1 file Including...
Project Management Plans for every knowledge area
Risk and Reserve Analysis
Resource Requirements, Cost, and Duration Estimates
Reports, Forms, and Registers covering every knowledge area
Full customization and tailoring options to fit the needs, size, and complexity of your projects
Create robust Project Management Plans, Registers, and Documents
Have complete control and organization over your project documents and tools