aiwg/agentic/code/frameworks/media-marketing-kit/templates/intake/project-scope-template.md

Cognitive architecture for AI-augmented software development with structured memory, ensemble validation, and closed-loop correction. FAIR-aligned artifacts, 84% cost reduction via human-in-the-loop, standards adopted by 100+ organizations.

# Project Scope Template

## Document Control

| Field | Value |
|-------|-------|
| **Template Version** | 1.0.0 |
| **Last Updated** | 2025-01-28 |
| **Owner** | Project Manager |
| **Status** | DRAFT |
| **Project ID** | [Auto-generated or manual] |

---

## YAML Frontmatter

```yaml
project:
  id: "[PROJECT-ID]"
  name: "[Project Name]"
  type: "[Campaign | Content Series | Product Launch | Rebranding | Event | Other]"
  status: "SCOPING"

governance:
  submitted_by: "[Name]"
  submission_date: "[YYYY-MM-DD]"
  approved_by: "[Name]"
  approval_date: "[YYYY-MM-DD]"
  last_updated: "[YYYY-MM-DD]"

timeline:
  project_start: "[YYYY-MM-DD]"
  project_end: "[YYYY-MM-DD]"
  duration_weeks: "[Number]"
  phase: "[Planning | Execution | Review | Complete]"

budget:
  total_budget: "[Amount]"
  budget_status: "[Approved | Pending | Estimated]"
```

---

## 1. Project Overview

### 1.1 Project Identification

**Project Name**: [Official project name]

**Project Code/ID**: [Internal tracking code if applicable]

**Project Type**: [Select primary type]

- [ ] Marketing Campaign
- [ ] Content Program/Series
- [ ] Product Launch
- [ ] Brand Refresh/Rebranding
- [ ] Event (Virtual/Physical)
- [ ] Website Redesign
- [ ] Sales Enablement
- [ ] Customer Engagement Program
- [ ] Other: [Specify]

**Project Duration**: [Start date] to [End date] ([X] weeks/months)

### 1.2 Project Purpose

**Executive Summary**: [2-3 sentence project overview]

```text
[Concise summary of what this project is and why it exists]
```

**Business Objective**: [What business goal does this project support?]

```text
[Describe the business context - revenue target, market position,
competitive response, customer retention, brand awareness, etc.]
```

**Success Definition**: [What does success look like?]

```text
[Describe the outcomes that would make this project successful -
specific, measurable, and aligned with business objectives]
```

### 1.3 Project Background

**Context**: [Why is this project happening now?]

```text
[Provide background - market changes, competitive pressure, strategic
initiative, customer feedback, product roadmap, seasonal opportunity, etc.]
```

**Relationship to Other Initiatives**: [How does this fit with other work?]

- **Related Projects**: [List any connected projects]
- **Integration Points**: [Where this project intersects with others]
- **Potential Conflicts**: [Any resource or timing conflicts to manage]

---

## 2. Scope Definition

### 2.1 In-Scope Deliverables

**Deliverable Category 1: [Category Name]**

| Deliverable | Description | Format | Owner | Due Date |
|-------------|-------------|--------|-------|----------|
| [Item 1] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |
| [Item 2] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |
| [Item 3] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |

**Deliverable Category 2: [Category Name]**

| Deliverable | Description | Format | Owner | Due Date |
|-------------|-------------|--------|-------|----------|
| [Item 1] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |
| [Item 2] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |
| [Item 3] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |

**Deliverable Category 3: [Category Name]**

| Deliverable | Description | Format | Owner | Due Date |
|-------------|-------------|--------|-------|----------|
| [Item 1] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |
| [Item 2] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |
| [Item 3] | [Brief description] | [Format/specs] | [Name] | [YYYY-MM-DD] |

**Total Deliverables**: [X] deliverables across [Y] categories

### 2.2 Out-of-Scope Items

**Explicitly Excluded**: [What this project will NOT include]

- [ ] [Out-of-scope item 1] - [Reason for exclusion]
- [ ] [Out-of-scope item 2] - [Reason for exclusion]
- [ ] [Out-of-scope item 3] - [Reason for exclusion]
- [ ] [Out-of-scope item 4] - [Reason for exclusion]

**Future Consideration**: [Items deferred to future projects]

- [Item 1] - [Why deferred, when to revisit]
- [Item 2] - [Why deferred, when to revisit]

### 2.3 Scope Boundaries

**Geographic Scope**: [Which markets/regions?]

- [ ] Global
- [ ] North America
- [ ] EMEA
- [ ] APAC
- [ ] LATAM
- [ ] Specific Countries: [List]

**Audience Scope**: [Which audience segments?]

- [Segment 1] - [Priority: High/Medium/Low]
- [Segment 2] - [Priority: High/Medium/Low]
- [Segment 3] - [Priority: High/Medium/Low]

**Channel Scope**: [Which channels are in-scope?]

- [ ] Website
- [ ] Email
- [ ] Social Media (specify platforms)
- [ ] Paid Advertising (specify channels)
- [ ] Events
- [ ] Print
- [ ] Broadcast
- [ ] Other: [Specify]

**Language Scope**: [Which languages?]

- [Language 1] - [Primary/Secondary]
- [Language 2] - [Primary/Secondary]
- [Language 3] - [Primary/Secondary]

---

## 3. Timeline and Milestones

### 3.1 Project Phases

**Phase 1: [Phase Name]** [Start Date] - [End Date] ([X] weeks)

**Objectives**: [What this phase accomplishes]

**Key Milestones**:

- [ ] [Milestone 1] - [Due: YYYY-MM-DD]
- [ ] [Milestone 2] - [Due: YYYY-MM-DD]
- [ ] [Milestone 3] - [Due: YYYY-MM-DD]

**Phase Completion Criteria**: [What must be done to exit this phase]

---

**Phase 2: [Phase Name]** [Start Date] - [End Date] ([X] weeks)

**Objectives**: [What this phase accomplishes]

**Key Milestones**:

- [ ] [Milestone 1] - [Due: YYYY-MM-DD]
- [ ] [Milestone 2] - [Due: YYYY-MM-DD]
- [ ] [Milestone 3] - [Due: YYYY-MM-DD]

**Phase Completion Criteria**: [What must be done to exit this phase]

---

**Phase 3: [Phase Name]** [Start Date] - [End Date] ([X] weeks)

**Objectives**: [What this phase accomplishes]

**Key Milestones**:

- [ ] [Milestone 1] - [Due: YYYY-MM-DD]
- [ ] [Milestone 2] - [Due: YYYY-MM-DD]
- [ ] [Milestone 3] - [Due: YYYY-MM-DD]

**Phase Completion Criteria**: [What must be done to exit this phase]

---

**Phase 4: [Phase Name]** [Start Date] - [End Date] ([X] weeks)

**Objectives**: [What this phase accomplishes]

**Key Milestones**:

- [ ] [Milestone 1] - [Due: YYYY-MM-DD]
- [ ] [Milestone 2] - [Due: YYYY-MM-DD]
- [ ] [Milestone 3] - [Due: YYYY-MM-DD]

**Phase Completion Criteria**: [What must be done to exit this phase]

---

### 3.2 Critical Path

**Critical Milestones**: [Milestones that cannot slip without impacting project]

| Milestone | Date | Dependencies | Impact if Delayed |
|-----------|------|--------------|-------------------|
| [Milestone 1] | [YYYY-MM-DD] | [What must happen first] | [Consequence of delay] |
| [Milestone 2] | [YYYY-MM-DD] | [What must happen first] | [Consequence of delay] |
| [Milestone 3] | [YYYY-MM-DD] | [What must happen first] | [Consequence of delay] |
| [Milestone 4] | [YYYY-MM-DD] | [What must happen first] | [Consequence of delay] |

**Critical Path Risks**: [Risks to the critical path]

- [Risk 1] - [Likelihood: High/Med/Low] - [Mitigation]
- [Risk 2] - [Likelihood: High/Med/Low] - [Mitigation]

### 3.3 Timeline Flexibility

**Fixed Dates**: [Dates that cannot move]

- **[Milestone/Date]**: [Why it's fixed - event, product launch, fiscal period, etc.]
- **[Milestone/Date]**: [Why it's fixed]

**Flexible Dates**: [Dates that can be adjusted if needed]

- **[Milestone/Date]**: [Flexibility window - e.g., ±1 week]
- **[Milestone/Date]**: [Flexibility window]

**Schedule Buffer**: [Where buffer exists in schedule]

```text
[Describe where schedule contingency is built in and how much
slack exists for unexpected delays]
```

---

## 4. Resource Requirements

### 4.1 Team Structure

**Project Leadership**:

| Role | Name | Allocation | Responsibility |
|------|------|------------|----------------|
| Project Manager | [Name] | [% or hours/week] | [Overall coordination, timeline, budget] |
| Project Sponsor | [Name] | [% or hours/week] | [Stakeholder management, approvals, escalation] |

**Core Team**:

| Role | Name | Allocation | Responsibility |
|------|------|------------|----------------|
| [Role] | [Name] | [% or hours/week] | [Key responsibilities] |
| [Role] | [Name] | [% or hours/week] | [Key responsibilities] |
| [Role] | [Name] | [% or hours/week] | [Key responsibilities] |
| [Role] | [Name] | [% or hours/week] | [Key responsibilities] |
| [Role] | [Name] | [% or hours/week] | [Key responsibilities] |

**Extended Team**:

| Role | Name | Allocation | Responsibility |
|------|------|------------|----------------|
| [Role] | [Name] | [% or hours/week] | [Key responsibilities] |
| [Role] | [Name] | [% or hours/week] | [Key responsibilities] |
| [Role] | [Name] | [% or hours/week] | [Key responsibilities] |

**Subject Matter Experts**:

| Expert | Area of Expertise | When Needed | Availability |
|--------|------------------|-------------|--------------|
| [Name] | [Expertise] | [Phase/milestone] | [Available/TBD/Limited] |
| [Name] | [Expertise] | [Phase/milestone] | [Available/TBD/Limited] |

### 4.2 External Resources

**Agencies and Vendors**:

| Partner | Service | Scope | Budget | Contact |
|---------|---------|-------|--------|---------|
| [Agency/Vendor] | [Creative, Media, Tech, etc.] | [What they're doing] | $[Amount] | [Name, email] |
| [Agency/Vendor] | [Creative, Media, Tech, etc.] | [What they're doing] | $[Amount] | [Name, email] |
| [Agency/Vendor] | [Creative, Media, Tech, etc.] | [What they're doing] | $[Amount] | [Name, email] |

**Vendor Management**:

- **Contracts**: [Status - In place, pending, TBD]
- **SOWs**: [Statement of Work status]
- **Kickoff Date**: [When vendors onboard]

**Freelancers/Contractors**:

| Resource | Skill | Duration | Rate | Availability |
|----------|-------|----------|------|--------------|
| [Name/TBD] | [Copywriter, Designer, etc.] | [Hours/weeks] | $[Rate] | [Confirmed/TBD] |
| [Name/TBD] | [Copywriter, Designer, etc.] | [Hours/weeks] | $[Rate] | [Confirmed/TBD] |

### 4.3 Technology and Tools

**Required Platforms**:

| Platform | Purpose | Owner | Status | Cost |
|----------|---------|-------|--------|------|
| [Tool/Platform] | [What it's used for] | [Admin/owner] | [Active/Setup needed/Procurement needed] | $[Cost if applicable] |
| [Tool/Platform] | [What it's used for] | [Admin/owner] | [Active/Setup needed/Procurement needed] | $[Cost if applicable] |
| [Tool/Platform] | [What it's used for] | [Admin/owner] | [Active/Setup needed/Procurement needed] | $[Cost if applicable] |

**New Tool Procurement**: [Any tools that need to be purchased/set up]

- [Tool name] - [Purpose] - [Budget: $X] - [Approval status]
- [Tool name] - [Purpose] - [Budget: $X] - [Approval status]

**Access and Permissions**: [Who needs access to what]

```text
[Document any access requirements, account setup, training needs, etc.]
```

---

## 5. Budget

### 5.1 Budget Summary

**Total Project Budget**: $[Amount]

**Budget Status**: [Approved | Pending Approval | Estimated]

**Budget Owner**: [Name and role]

**Budget Tracking**: [How budget will be tracked - tool, frequency, etc.]

### 5.2 Budget Breakdown

| Category | Budget Allocated | Actual Spend (to date) | Remaining | % of Total |
|----------|-----------------|------------------------|-----------|------------|
| **Personnel** | | | | |
| Internal Labor | $[Amount] | $[Amount] | $[Amount] | [%] |
| Freelance/Contractors | $[Amount] | $[Amount] | $[Amount] | [%] |
| **External Services** | | | | |
| Agency Fees | $[Amount] | $[Amount] | $[Amount] | [%] |
| Production Services | $[Amount] | $[Amount] | $[Amount] | [%] |
| **Media and Distribution** | | | | |
| Paid Media | $[Amount] | $[Amount] | $[Amount] | [%] |
| Event Costs | $[Amount] | $[Amount] | $[Amount] | [%] |
| **Technology** | | | | |
| Software/Tools | $[Amount] | $[Amount] | $[Amount] | [%] |
| Platform Fees | $[Amount] | $[Amount] | $[Amount] | [%] |
| **Content Production** | | | | |
| Video Production | $[Amount] | $[Amount] | $[Amount] | [%] |
| Photography | $[Amount] | $[Amount] | $[Amount] | [%] |
| Copywriting | $[Amount] | $[Amount] | $[Amount] | [%] |
| Design/Creative | $[Amount] | $[Amount] | $[Amount] | [%] |
| **Other** | | | | |
| Research | $[Amount] | $[Amount] | $[Amount] | [%] |
| Legal/Compliance | $[Amount] | $[Amount] | $[Amount] | [%] |
| Miscellaneous | $[Amount] | $[Amount] | $[Amount] | [%] |
| **Contingency** | | | | |
| Reserve (10-20%) | $[Amount] | $[Amount] | $[Amount] | [%] |
| **TOTAL** | **$[Amount]** | **$[Amount]** | **$[Amount]** | **100%** |

### 5.3 Budget Governance

**Approval Thresholds**:

- **Under $[Amount]**: [Who can approve]
- **$[Amount] - $[Amount]**: [Who can approve]
- **Over $[Amount]**: [Who can approve]

**Change Request Process**: [How budget changes are requested and approved]

```text
[Describe the process for requesting budget increases, reallocations,
or other changes]
```

**Budget Risk**: [Known budget uncertainties]

- [Risk 1] - [Potential impact: $X] - [Mitigation]
- [Risk 2] - [Potential impact: $X] - [Mitigation]

---

## 6. Dependencies

### 6.1 Internal Dependencies

**Dependent on Other Projects**:

| Dependency | Project/Team | What We Need | By When | Status | Risk |
|------------|--------------|--------------|---------|--------|------|
| [Dependency] | [Project/Team name] | [Specific input/deliverable] | [YYYY-MM-DD] | [On track/At risk/Blocked] | [High/Med/Low] |
| [Dependency] | [Project/Team name] | [Specific input/deliverable] | [YYYY-MM-DD] | [On track/At risk/Blocked] | [High/Med/Low] |
| [Dependency] | [Project/Team name] | [Specific input/deliverable] | [YYYY-MM-DD] | [On track/At risk/Blocked] | [High/Med/Low] |

**Other Projects Dependent on Us**:

| Project | What They Need from Us | By When | Owner | Status |
|---------|------------------------|---------|-------|--------|
| [Project name] | [Deliverable/input] | [YYYY-MM-DD] | [Name] | [On track/At risk] |
| [Project name] | [Deliverable/input] | [YYYY-MM-DD] | [Name] | [On track/At risk] |

### 6.2 External Dependencies

**Third-Party Dependencies**:

| Dependency | Provider | What We Need | By When | Status | Mitigation |
|------------|----------|--------------|---------|--------|------------|
| [Item] | [Company/person] | [Deliverable/action] | [YYYY-MM-DD] | [Status] | [Backup plan] |
| [Item] | [Company/person] | [Deliverable/action] | [YYYY-MM-DD] | [Status] | [Backup plan] |
| [Item] | [Company/person] | [Deliverable/action] | [YYYY-MM-DD] | [Status] | [Backup plan] |

**Product/Technology Dependencies**:

- **[Product/Platform]**: [What needs to happen - launch, feature release, integration, etc.] by [Date]
- **[Product/Platform]**: [What needs to happen] by [Date]

**Event/Market Dependencies**:

- **[Event/Market Factor]**: [How this impacts project - seasonality, conference, product launch, etc.]
- **[Event/Market Factor]**: [How this impacts project]

### 6.3 Decision Dependencies

**Decisions Required**:

| Decision | Decision Maker | Needed By | Current Status | Impact if Delayed |
|----------|---------------|-----------|----------------|-------------------|
| [Decision topic] | [Name/Role] | [YYYY-MM-DD] | [Pending/Scheduled/Made] | [Impact description] |
| [Decision topic] | [Name/Role] | [YYYY-MM-DD] | [Pending/Scheduled/Made] | [Impact description] |
| [Decision topic] | [Name/Role] | [YYYY-MM-DD] | [Pending/Scheduled/Made] | [Impact description] |

---

## 7. Constraints and Assumptions

### 7.1 Constraints

**Budget Constraints**:

```text
[Describe any budget limitations, caps, or restrictions]
```

**Timeline Constraints**:

```text
[Describe any hard deadlines, seasonal windows, or time limitations]
```

**Resource Constraints**:

```text
[Describe any limitations on people, tools, or capabilities]
```

**Technical Constraints**:

```text
[Describe any technology limitations, platform restrictions, or
integration challenges]
```

**Legal/Regulatory Constraints**:

```text
[Describe any compliance requirements, legal restrictions, or
regulatory approvals needed]
```

**Geographic/Market Constraints**:

```text
[Describe any regional limitations, market restrictions, or
localization requirements]
```

### 7.2 Assumptions

**Project Assumptions**: [What we're assuming to be true]

- [ ] [Assumption 1] - [Impact if assumption is false]
- [ ] [Assumption 2] - [Impact if assumption is false]
- [ ] [Assumption 3] - [Impact if assumption is false]
- [ ] [Assumption 4] - [Impact if assumption is false]
- [ ] [Assumption 5] - [Impact if assumption is false]

**Validation Plan**: [How we'll validate critical assumptions]

```text
[Describe how and when key assumptions will be validated or tested]
```

---

## 8. Risks and Mitigation

### 8.1 Risk Register

| Risk | Impact | Probability | Score | Mitigation Strategy | Owner |
|------|--------|-------------|-------|---------------------|-------|
| [Risk description] | [H/M/L] | [H/M/L] | [1-9] | [How we'll prevent/respond] | [Name] |
| [Risk description] | [H/M/L] | [H/M/L] | [1-9] | [How we'll prevent/respond] | [Name] |
| [Risk description] | [H/M/L] | [H/M/L] | [1-9] | [How we'll prevent/respond] | [Name] |
| [Risk description] | [H/M/L] | [H/M/L] | [1-9] | [How we'll prevent/respond] | [Name] |
| [Risk description] | [H/M/L] | [H/M/L] | [1-9] | [How we'll prevent/respond] | [Name] |

**Risk Scoring**: [Impact × Probability]

- High (H) = 3
- Medium (M) = 2
- Low (L) = 1
- Score 6-9 = Critical risk requiring active mitigation
- Score 3-4 = Monitor and prepare contingency
- Score 1-2 = Accept and monitor

### 8.2 Top Risks Deep Dive

**Risk 1: [Risk Name]**

- **Description**: [Detailed description of the risk]
- **Trigger**: [What would indicate this risk is materializing]
- **Impact**: [Consequences if this risk occurs]
- **Mitigation**: [Steps to prevent or minimize]
- **Contingency**: [Backup plan if risk occurs]
- **Owner**: [Who is responsible for monitoring/mitigating]

**Risk 2: [Risk Name]**

- **Description**: [Detailed description of the risk]
- **Trigger**: [What would indicate this risk is materializing]
- **Impact**: [Consequences if this risk occurs]
- **Mitigation**: [Steps to prevent or minimize]
- **Contingency**: [Backup plan if risk occurs]
- **Owner**: [Who is responsible for monitoring/mitigating]

**Risk 3: [Risk Name]**

- **Description**: [Detailed description of the risk]
- **Trigger**: [What would indicate this risk is materializing]
- **Impact**: [Consequences if this risk occurs]
- **Mitigation**: [Steps to prevent or minimize]
- **Contingency**: [Backup plan if risk occurs]
- **Owner**: [Who is responsible for monitoring/mitigating]

---

## 9. Quality and Success Criteria

### 9.1 Quality Standards

**Deliverable Quality Criteria**:

| Deliverable Type | Quality Standard | Review Process | Acceptance Criteria |
|-----------------|------------------|----------------|---------------------|
| [Type] | [Standard to meet] | [Who reviews, how] | [What "done" looks like] |
| [Type] | [Standard to meet] | [Who reviews, how] | [What "done" looks like] |
| [Type] | [Standard to meet] | [Who reviews, how] | [What "done" looks like] |

**Brand Compliance**: [How brand standards will be enforced]

**Legal/Regulatory Compliance**: [How compliance will be validated]

**Accessibility Standards**: [WCAG level, other standards]

### 9.2 Success Metrics

**Project Success Metrics**: [How we'll measure project delivery success]

| Metric | Target | How Measured | Measurement Date |
|--------|--------|--------------|------------------|
| On-Time Delivery | [100% of milestones met] | [Project tracking] | [Project end] |
| On-Budget Delivery | [<5% variance] | [Budget tracking] | [Project end] |
| Quality Score | [>90% pass first review] | [QA tracking] | [Ongoing] |
| Stakeholder Satisfaction | [>4.0/5.0] | [Survey] | [Project end] |

**Business Impact Metrics**: [How we'll measure business success]

| Metric | Baseline | Target | How Measured | When Measured |
|--------|----------|--------|--------------|---------------|
| [Business metric] | [Current state] | [Goal] | [Method] | [Timeframe] |
| [Business metric] | [Current state] | [Goal] | [Method] | [Timeframe] |
| [Business metric] | [Current state] | [Goal] | [Method] | [Timeframe] |

### 9.3 Definition of Done

**Project Completion Criteria**:

- [ ] All in-scope deliverables completed and approved
- [ ] All quality standards met
- [ ] All stakeholder approvals obtained
- [ ] Documentation complete and archived
- [ ] Post-project review conducted
- [ ] Lessons learned documented
- [ ] Budget reconciled and closed
- [ ] [Other criteria specific to this project]

---

## 10. Governance and Communication

### 10.1 Stakeholder Management

**Key Stakeholders**:

| Name | Role | Interest Level | Influence Level | Communication Preference |
|------|------|----------------|-----------------|-------------------------|
| [Name] | [Role] | [High/Med/Low] | [High/Med/Low] | [Email/Meeting/Dashboard] |
| [Name] | [Role] | [High/Med/Low] | [High/Med/Low] | [Email/Meeting/Dashboard] |
| [Name] | [Role] | [High/Med/Low] | [High/Med/Low] | [Email/Meeting/Dashboard] |
| [Name] | [Role] | [High/Med/Low] | [High/Med/Low] | [Email/Meeting/Dashboard] |

**Stakeholder Engagement Plan**:

- **High Interest, High Influence**: [Manage closely - frequent updates, proactive engagement]
- **High Interest, Low Influence**: [Keep informed - regular updates, solicit input]
- **Low Interest, High Influence**: [Keep satisfied - key milestone updates, approval loops]
- **Low Interest, Low Influence**: [Monitor - high-level updates as needed]

### 10.2 Communication Plan

**Regular Communications**:

| Communication | Audience | Frequency | Format | Owner |
|---------------|----------|-----------|--------|-------|
| Project Status Update | [Stakeholders] | [Weekly/Bi-weekly] | [Email/Dashboard] | [PM] |
| Team Stand-up | [Core Team] | [Daily/Weekly] | [Meeting/Slack] | [PM] |
| Stakeholder Review | [Leadership] | [Monthly] | [Presentation] | [Sponsor] |
| Executive Summary | [Executives] | [Monthly] | [Email] | [PM] |

**Ad-Hoc Communications**:

- **Issue Escalation**: [When and how issues are escalated]
- **Change Requests**: [How changes are communicated and approved]
- **Risk Alerts**: [How risks are flagged and discussed]

### 10.3 Decision-Making Process

**Decision Authority**:

| Decision Type | Authority | Consultation Required | Escalation Path |
|---------------|-----------|----------------------|-----------------|
| Day-to-day tactical | [PM] | [Core team] | [Sponsor] |
| Budget <$[X] | [PM] | [Finance] | [Sponsor] |
| Budget >$[X] | [Sponsor] | [PM, Finance] | [Executive] |
| Scope changes | [Sponsor] | [PM, stakeholders] | [Executive] |
| Timeline changes | [Sponsor] | [PM, stakeholders] | [Executive] |

**Meeting Cadence**:

- **Core Team Sync**: [Frequency] - [Day/time]
- **Stakeholder Check-in**: [Frequency] - [Day/time]
- **Executive Review**: [Frequency] - [Day/time]

---

## 11. Change Management

### 11.1 Scope Change Process

**Change Request Procedure**:

1. [Step 1: Change requested via form/email]
2. [Step 2: PM evaluates impact on timeline, budget, resources]
3. [Step 3: Recommendation presented to sponsor/stakeholders]
4. [Step 4: Decision made and documented]
5. [Step 5: Project plan and docs updated]

**Change Request Template**: [Link or location]

**Change Log**: [Where changes are tracked]

### 11.2 Issue Management

**Issue Tracking**: [Tool/process for logging issues]

**Issue Escalation Criteria**:

- **Critical**: [Definition - e.g., project-blocking, timeline impact >1 week]
- **High**: [Definition - e.g., significant impact, workaround available]
- **Medium**: [Definition - e.g., minor impact, manageable]
- **Low**: [Definition - e.g., cosmetic, future consideration]

**Issue Resolution SLA**:

- Critical: [Response time]
- High: [Response time]
- Medium: [Response time]
- Low: [Response time]

---

## 12. Post-Project Activities

### 12.1 Project Closure

**Closure Activities**:

- [ ] Final deliverables approved and delivered
- [ ] Budget reconciled and closed
- [ ] Vendor contracts completed and invoices paid
- [ ] Project documentation archived
- [ ] Team debriefed and released
- [ ] Post-project review conducted
- [ ] Lessons learned documented
- [ ] Success metrics final measurement
- [ ] Stakeholder final communication

### 12.2 Knowledge Transfer

**Documentation Handoff**:

- **To**: [Team/person receiving ownership]
- **What**: [Assets, accounts, processes, etc.]
- **When**: [Handoff date]
- **Training**: [Any training or onboarding required]

**Ongoing Ownership**: [Who owns project outcomes post-launch]

### 12.3 Lessons Learned

**Post-Project Review**: [Scheduled date and attendees]

**Lessons Learned Categories**:

- **What Went Well**: [To repeat in future projects]
- **What Could Improve**: [To adjust in future projects]
- **Surprises**: [Unexpected challenges or opportunities]
- **Recommendations**: [Changes to process, tools, or approach]

**Documentation**: [Where lessons learned will be stored for future reference]

---

## Appendices

### Appendix A: Detailed Deliverable Specifications

[Attach detailed specifications for complex deliverables]

### Appendix B: Related Documents

- **Campaign Brief**: [Link or location]
- **Brand Guidelines**: [Link or location]
- **Audience Profiles**: [Link or location]
- **Budget Spreadsheet**: [Link or location]
- **Project Plan (Gantt)**: [Link or location]

### Appendix C: Templates and Resources

- **Status Report Template**: [Link]
- **Change Request Form**: [Link]
- **Issue Log**: [Link]
- **Risk Register**: [Link]

---

## Agent Notes

### For Project Manager

- **Scope Precision**: Ensure scope is specific enough to manage but flexible enough to adapt
- **Dependency Mapping**: Identify all dependencies early and track status rigorously
- **Risk Proactivity**: Focus on top 3-5 risks with active mitigation, not just monitoring
- **Communication Cadence**: Establish clear, consistent communication rhythms from day 1

### For Intake Coordinator

- **Completeness Verification**: Confirm all sections are filled with actionable detail
- **Stakeholder Alignment**: Validate that all key stakeholders are identified and engaged
- **Approval Path**: Ensure approval process is clear and all approvers are available
- **Dependency Flags**: Surface any dependencies that could derail timeline early

### For Resource Manager

- **Capacity Planning**: Verify resource allocations are realistic given team capacity
- **Skill Matching**: Ensure people assigned have the skills for their responsibilities
- **Contention Management**: Flag any resource conflicts with other projects
- **Vendor Readiness**: Confirm external resources are contracted and ready to engage

### For Finance/Budget Owner

- **Budget Adequacy**: Validate budget is sufficient for stated scope
- **Category Allocation**: Ensure budget breakdown aligns with deliverables and timeline
- **Tracking Setup**: Confirm budget tracking process is in place before spend starts
- **Contingency Appropriateness**: Verify contingency % is appropriate for project risk

### For Campaign Strategist

- **Strategic Alignment**: Ensure project scope supports campaign objectives
- **Deliverable Relevance**: Confirm deliverables map to audience and channel strategy
- **Timeline Realism**: Validate timeline allows for quality creative and approvals
- **Integration Opportunities**: Identify ways to amplify impact through integration

---

## Template Version History

| Version | Date | Author | Changes |
|---------|------|--------|---------|
| 1.0.0 | 2025-01-28 | MMK Framework Team | Initial template creation |

---

**END OF TEMPLATE**