Free Checklist Templates for Project Management

Project Management

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Construction Project Lifecycle Checklist

Pre-Construction & Bid

Review bid documents and the addenda log

Issue pre-bid RFIs through Procore

Prequalify subcontractors via ISNetworld

Build the GMP estimate with contingency

Execute the AIA A102 prime contract

Issue notice to proceed

Design Coordination & Permitting

Confirm prevailing wage applicability

Set up certified payroll WH-347 reporting

Run BIM clash detection through Navisworks

Pull building and trade permits via Accela

Open the submittal log in Procore

Construction Execution

Mobilize site fencing, trailer, and SWPPP

Run daily toolbox talks and pre-task plans

Track RFI aging against the 7-day window

Process the monthly G702/G703 pay application

Collect missing lower-tier lien waivers

Maintain the OSHA 300 log and EMR

Investigate and report the recordable to OSHA

Closeout & Warranty Turnover

Walk the substantial completion punch list

Commission MEP systems with the Cx authority

Collect O&M manuals and red-line as-builts

Obtain the Certificate of Occupancy

Release retention with unconditional final waivers

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Engineering Project Management Checklist

Project Initiation & Setup

Confirm the executed contract and scope

Open the project number and charge codes

Verify PE licensure in the project's state

Hold the internal discipline-lead kickoff

Hold the owner kickoff meeting

Design Planning & Basis of Design

Confirm code editions adopted by the AHJ

Draft the Basis of Design narrative

Build the QA/QC review schedule

Identify required permits and clearances

Prepare and file the NPDES / SWPPP package

Design Production & Coordination

Produce 60% drawings by discipline

Run BIM clash detection in ACC

Hold the inter-discipline coordination meeting

Reconcile drawings against specifications

Reconcile the construction cost estimate

QA/QC & Sealed Issuance

Run the discipline check and redline cycle

Backcheck redlines for closure

Conduct the independent peer review

Address peer-review revision comments

Complete code, ADA, and constructability reviews

Collect PE seals on the submittal set

Construction Administration & Closeout

Maintain the RFI and submittal log

Document field observation visits

Compile contractor redlines into record drawings

Conduct the lessons-learned session

Archive calculations and the project record

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Engineering Resource Allocation Checklist

Project Scope and Objectives

Link the PRD and exit criteria

Identify release milestones in Linear or Jira

Capture customer SLA and compliance constraints

Resource Identification

Map required skills against the org chart

Inventory engineer availability and sprint capacity

Assess skill gaps and contractor needs

Open a contractor SOW or hiring requisition

Resource Assignment

Assign workstreams to tech leads via CODEOWNERS

Balance load against historical sprint velocity

Publish roles and on-call expectations in the kickoff doc

Budget and Financial Planning

Estimate engineering cost per workstream

Allocate cloud infra budget across AWS or GCP accounts

Reserve a 15% contingency for scope creep

Time and Schedule Management

Build the release timeline in Linear or Jira

Configure burndown and capacity dashboards

Hold the weekly resource and timeline review

Risk Management

Run a pre-mortem on staffing and delivery risks

Document contingency for key-person dependencies

Track risks in the project register

Communication and Collaboration

Set up the project Slack channel and standup cadence

Configure shared status dashboards

Send the weekly stakeholder status update

Performance Monitoring

Define velocity, cycle time, and deploy frequency KPIs

Review velocity at the biweekly checkpoint

Capture feedback in engineer 1:1s

Rebalance the sprint backlog and assignments

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Financial Services Project Initiation Checklist

Project Planning & Charter

Define project scope and deliverables

Identify executive sponsor and steering committee

Draft the project charter

Build the milestone timeline

Estimate budget and FTE allocation

Risk Assessment

Map operational and client-impact risks

Score impact and likelihood per risk

Determine if the project is a material change

Document mitigation strategies in the RAID log

Assign named risk owners

Compliance & Regulatory Review

Identify applicable regulators and rules

Run pre-launch compliance assessment with the CCO

File the Form ADV Part 2 amendment

Refresh advertising and marketing collateral

Establish books-and-records retention plan

Stakeholder Communication

Build the communication plan and RACI

Schedule the weekly steering committee

Determine if clients need direct notification

Send the client notification letter

Set up advisor and operations training

Technology & Infrastructure Readiness

Inventory required platform integrations

Verify custodian and clearing API readiness

Review Reg S-P data security controls

Confirm electronic communication archiving

Sign off on go-live readiness

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Insurance Program Launch Project Monitoring Checklist

Project Initiation

Define the program scope and target lines

Identify stakeholders and approval gates

Draft the program charter and binding authority

Assemble the cross-functional project team

Run the kickoff with SERFF timeline review

Risk and Compliance Review

Catalog state filing postures for target states

Confirm Anti-Fraud Plan filing requirements

Submit Anti-Fraud Plan filings to applicable DOIs

Verify NYDFS Part 500 vendor risk scope

Maintain the program risk register

Budget and Resources

Estimate program costs including SERFF and reinsurance

Build the budget across UW, claims, and distribution

Allocate PolicyCenter configuration resources

Track spend against the program budget

Approve change orders above the variance threshold

Quality Assurance

Define quality criteria for rate, form, and system

Run UAT against ACORD form scenarios

Reconcile rate calculations against filed manuals

Triage UAT defects by severity

Hold a go/no-go review for unresolved criticals

Communication and Reporting

Establish the stakeholder communication cadence

Hold weekly steering committee status meetings

Publish progress reports to the executive sponsor

Escalate slipped milestones within 24 hours

Conduct the 30-day post-launch retrospective

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Insurance Project Closure Checklist

Financial Reconciliation

Reconcile project costs against the capex budget

Confirm vendor invoices and SOWs are cleared

Categorize the final budget variance

Escalate the variance to the finance committee

Archive financial records per the retention schedule

Deliverables and Regulatory Sign-Off

Confirm UAT sign-off from business owners

Verify SERFF rate and form filings are complete

Capture the deliverables acceptance decision

Document deviations from the original SOW

Archive final deliverables in the document repository

Open remediation tickets for the punch list

Stakeholder Communication

Notify the executive sponsor and steering committee

Brief affected producers, brokers, and TPAs

Send the project outcome summary to stakeholders

Address outstanding stakeholder concerns

Log all closure communications in the project file

Knowledge Transfer and Operational Handover

Compile the run-book and lessons-learned document

Conduct the handover meeting with operations

Transfer admin access and on-call rotation

Confirm vendor SOC 2 reports are filed with vendor risk

Archive documentation in the central repository

Team Debrief and Resource Release

Run the project retrospective with the team

Capture lessons learned for the PMO library

Revoke access for departing contractors and consultants

Update resource allocations in the planning tool

File the final project closure report

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Insurance Project Planning Checklist

Project Initiation

Define the project's regulatory and business drivers

Map stakeholders across UW, claims, and compliance

Draft the project charter and success criteria

Secure executive sponsorship and budget approval

Determine if a SERFF rate or form filing is required

Risk Management

Catalog regulatory and market-conduct risks

Run the project risk assessment

Document mitigation strategies for top-rated risks

Build the SERFF filing strategy with regulatory affairs

Assign risk owners across business and technology

Resource Planning

Inventory required underwriting and claims SMEs

Build the resource allocation and burn-rate plan

Set milestones tied to filing approvals and bind dates

Confirm whether new vendors will handle NPI

Run Part 500 §500.11 vendor due diligence

Stand up project tracking in the PMO tool

Communication Strategy

Draft the stakeholder communication plan

Pick channels for internal teams and broker partners

Schedule recurring sponsor and steering updates

Build the status report template

Define protocols for DOI and reinsurer touchpoints

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NPI Project Initiation Checklist

Project Definition and Scope

Document part number, customer, and EAU

Capture customer prints and CTQ dimensions

Set OTD, PPM, and yield targets

Confirm fit with plant capacity strategy

Log assumptions, constraints, and exclusions

Cross-Functional Team and Stakeholders

Assemble the NPI core team

Map customer and supplier stakeholders

Build the gate review cadence

Define the customer change request channel

Publish the program RACI

Resource Allocation and Budget

Select the work center and routing

Estimate tooling, fixturing, and gauging cost

Classify the spend as CAPEX or expense

Submit the CAPEX authorization request

Build the long-lead material plan

Risk Assessment and PFMEA

Schedule and run the PFMEA workshop

Capture high-RPN failure modes

Define mitigations and the control plan

Set the program risk review cadence

Assign owners for top program risks

Timeline, Gates, and PPAP

Build the NPI gate timeline

Confirm PPAP submission level

Compile the full PPAP package

Schedule first article inspection

Lock the change control and ECN protocol

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Project Closeout Checklist

Punch List and Substantial Completion

Walk the punch list with the architect

Distribute punch items to responsible subs

Verify punch completion against the drawings

Back-charge subs for incomplete items

Issue the G704 substantial completion certificate

AHJ Final Inspections and Occupancy

Schedule the final building inspection

Coordinate the fire marshal life-safety walk

Witness elevator and sprinkler acceptance tests

Obtain the TCO or CO from the AHJ

Resolve outstanding AHJ correction items

Commissioning and Owner Training

Complete Cx functional performance tests

Deliver O&M manuals to the owner

Run owner training on HVAC, fire, and BMS

Turn over attic stock and spare parts

Financial Closeout

Reconcile the final SOV and outstanding CORs

Collect unconditional final lien waivers

Submit the final pay application with G706 and G707

Release retainage to subcontractors

Documentation and Handover

Compile as-built record drawings

Assemble the warranty package with start dates

Deliver the closeout binder to the owner

Update the project database with final costs

Notify stakeholders of project completion

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Project Closure Checklist

Financial Reconciliation

Reconcile project budget against GL actuals

Confirm vendor invoices are paid or accrued

Document budget variances over the 5% threshold

Submit a variance memo to the CFO

Process final project fee billing reconciliation

Close the project cost center in the GL

Stakeholder Communication

Draft the final project report

Hold the steering committee closeout meeting

Distribute the final report to sponsors

Capture executive sponsor sign-off

Compliance, Books, and Records

Archive project artifacts per Rule 204-2

File vendor contracts and SOWs in NetDocuments

Run the Reg S-P data-handling review

Capture CCO sign-off on the closure memo

Update the firm compliance calendar

Resource Release and Lessons Learned

Confirm whether contractors held FINRA registrations

File Form U5 within 30 days of termination

Reassign internal team in the resource planner

Revoke departing team members' system access

Recover firm-issued laptops and devices

Hold the lessons-learned retrospective

Document lessons in the firm knowledge base

Business Handoff and Hypercare

Deliver final artifacts to the business owner

Provide training and runbook documentation

Establish the post-go-live hypercare window

Transition the project to BAU operations

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Project Closure Checklist

Final Product Verification

Verify last-article meets print and CTQ tolerances

Disposition any open NCRs on the program

Confirm final packaging matches customer spec

Validate label, lot, and country-of-origin marking

Capture program sign-off from quality manager

Documentation and Archival

Archive routers, travelers, and FAI records

Lock the PPAP package and submission record

Compile material traceability and lot genealogy

File regulatory and export-control records

Submit final program report to stakeholders

Financial and Contractual Closure

Reconcile actuals against standard cost

Settle outstanding supplier and tooling invoices

Close blanket POs and customer contract

Document warranty reserve and aftermarket plan

Conduct final program financial audit

Customer and Stakeholder Handover

Run the customer program close-out review

Collect customer satisfaction and supplier scorecard

Hand off sustaining ownership to the engineering team

Acknowledge contributors across the plant

Lessons Learned and Continuous Improvement

Hold the program post-mortem with operations and quality

Run 5-why on the top three program defects

Update PFMEA and control plan templates

Publish the program A3 to the lessons-learned library

Schedule the 90-day post-closure check-in

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Project Closure Checklist

Project Documentation

Reconcile README, ADRs, and runbooks against shipped code

Archive the repo and design artifacts

Publish the final project report

Client Acceptance and Feedback

Walk the acceptance criteria with the client sponsor

Capture formal client sign-off

Track the punch list to closure

Send the client satisfaction survey

Run the internal blameless retrospective

Code, Infra, and Access Wind-Down

Merge open branches and tag the final release

Take and verify the final database backup

Confirm whether infrastructure transfers to the client

Transfer cloud accounts and DNS to the client

Decommission project infrastructure

Revoke project access across SSO, Git, and cloud

Financial and Contractual Closure

Issue the final invoice and reconcile time entries

Close the SOW and any active change orders

Update the project register and resource forecast

Team Release and Knowledge Transfer

Hold the project closure team meeting

Roll engineers off and into their next assignment

Transfer the on-call runbooks to the support team

Sign the maintenance and support agreement

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Project Execution Checklist

Project Planning & Scoping

Define scope and regulatory footprint

Inventory affected accounts and AUM

Build the project plan with milestones

Assign roles across advisory, ops, and compliance

Establish the project communication cadence

Risk & Compliance Assessment

Catalog SEC, FINRA, and state regulatory risks

Score likelihood and client impact

Document mitigation in the risk register

Determine whether outside counsel is required

Engage outside counsel and scope the opinion

Confirm CCO review of the risk register

Quality Assurance & Controls

Define test cases and acceptance criteria

Run UAT with operations and advisory leads

Reconcile books-and-records impact under Rule 204-2

Document corrective actions from QA findings

Resource & Vendor Management

Allocate internal staff and budget

Run vendor due diligence per Reg S-P

Confirm staff licensing and CE status

Resolve capacity conflicts across the quarter

Stakeholder Engagement & Sign-Off

Build the stakeholder map and engagement plan

Hold the weekly steering committee

Determine whether client notification is required

Send the Form ADV / Reg S-P client notice

Sign off on project close with the CCO

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Project Monitoring Checklist

Project Planning

Define scope and regulatory drivers

Build the timeline against regulatory deadlines

Confirm budget and vendor licensing

Assign project owners and steering committee

Risk Management

Catalog operational and compliance risks

Score risks on the project risk register

Escalate high-rated risks to the CCO

Set the ongoing risk review cadence

Quality Assurance

Define QA standards and tolerances

Build the four-eyes control matrix

Run the UAT or parallel cycle

Remediate UAT failures and rerun

Stakeholder Engagement

Map project stakeholders and approvers

Hold the weekly steering committee

Log and triage stakeholder feedback

Performance Monitoring

Track milestones against the baseline plan

Reconcile budget against actuals

Run the monthly performance review

Sign off on project closure

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Project Planning Checklist

Project Initiation

Define the project scope and target outcomes

Identify cross-functional stakeholders

Draft the business case

Assemble the project team and name an exec sponsor

Build the project roadmap with regulatory milestones

Risk Management

Catalog operational and regulatory risks

Score each risk for likelihood and client impact

Draft mitigation plans for top risks

Assign risk owners across compliance and ops

Establish the risk register and review cadence

Budget and Resource Planning

Build the project budget with vendor and tech costs

Secure principal approval for project spend

Allocate FTE across advisors, ops, and CSAs

Document the resource and backfill plan

Set up monthly budget burn tracking

Compliance and Regulatory Review

Map applicable SEC, FINRA, and state rules

Determine whether an ADV amendment is required

File the ADV amendment via IARD

Draft the project compliance plan with the CCO

Schedule pre-launch CCO sign-off

Quality Assurance and Launch

Define acceptance criteria for go-live

Build the UAT plan with advisor and CSA scenarios

Run UAT with the advisor and ops teams

Document the remediation plan for failed cases

Conduct the final go / no-go review

Capture lessons learned for the next project

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Project Review and Retrospective Checklist

Scope and Delivery Review

Reconcile shipped scope against the project charter

Confirm acceptance criteria signed off by product

Capture the overall delivery outcome

Team and Collaboration

Run a blameless what-went-well / what-didn't round

Review on-call and pager load during the project

Assess workload distribution across the team

Engineering Process

Pull DORA metrics for the project window

Identify ceremony and process bottlenecks

Audit runbooks and architecture docs updated

Quality and Technical Debt

Review code coverage and SonarQube findings

Triage open bugs and tech-debt tickets from the project

Review flaky tests added during the project

Incidents and Risk

Cross-reference SEV1/SEV2 incidents to project changes

Confirm post-incident reviews closed with action items

Review feature flags introduced during the project

Outcomes and Stakeholder Feedback

Pull product KPIs against pre-launch baseline

Collect customer support and CSM feedback

Survey internal stakeholders on launch communication

Action Items and Follow-Up

Convene the post-incident deep-dive

File action items in Jira or Linear with owners

Publish the retro summary to engineering

Schedule the 30-day action-item review

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Software Project Initiation Checklist

Project Initiation

Define project scope and success criteria

Confirm executive sponsor and funding

Assign roles and build the RACI

Select the technology stack

Set up the project repository and CODEOWNERS

Requirements Gathering

Run stakeholder discovery interviews

Document functional requirements

Write user stories in Jira or Linear

Build wireframes in Figma

Validate requirements with stakeholders

Revise the requirements package

Design and Development

Design the system architecture

Stand up the CI/CD pipeline

Implement the database schema and migrations

Build the application features

Write automated test coverage

Run the security and dependency review

Remediate the security findings

Deployment

Draft the deployment and rollback runbook

Provision the production environment with Terraform

Configure monitoring, logging, and alerting

Run the pre-launch smoke test in staging

Cut over to production with a canary rollout

Support and Maintenance

Monitor SLOs and the error budget

Triage inbound bug reports

Run the post-launch retrospective

Verify the backup and restore drill

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Software Project Management Checklist

Project Planning

Capture requirements in a PRD

Define scope and definition of done

Confirm the project classification

Build the technical design doc

Estimate scope and set the timeline

Confirm staffing and on-call coverage

Threat Model and Security Review

Run the threat-modeling session

Review SOC 2 control implications

Sprint Execution

Hold sprint kickoff and assign owners

Set up feature flags and observability

Enforce branch protection on the repo

Run daily standup and update the burndown

Triage incoming risks and dependencies

Code Quality Gates

Confirm test coverage thresholds

Run dependency and SCA scans

Hold the architecture peer review

Change Control

Log scope-change requests in the tracker

Assess impact on timeline and design

Approve or defer the change request

Update the design doc and changelog

Release and Closure

Walk through the release runbook

Deploy and monitor the release

Schedule a post-incident review

Run the project retrospective

Clean up feature flags and stale tickets

Publish final docs and release notes

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