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Project Assumptions Template | Excel Template FREE Download

by | reviewed 19/08/2024
The Assumptions Log is used to record the project assumptions and constraints. An assumption is something that is assumed to be true, but not proven or known to be true. For example an assumption that:
  • a person with a particular skill set will available
  • materials will be available at a certain cost
  • a component will be available at a certain date
  • the estimated duration for shipping is correct
It is important to validate assumptions because if they are found not to be correct they can cause delays, additional cost or effort and impact project quality. stakeholdermap.com
Constraints are restrictions or limitations, for example a fixed date or cost, or a list of suppliers that must be used.

The Assumption Log should align with the Project Charter, Risk Register and Issue Log. It is referred to throughout the project and may be added to by the project team and other project documentation.

The project assumptions log should be referred to and inform the requirements, scheduling, estimating, resource planning, risk management and scope management.

Use this FREE template to capture all of the key information you need in order to document and track project assumptions.
Table of Contents:
  1. Example Project Assumptions from a Fictional Project
  2. 20 Common Real-World Project Assumptions
  3. The contents of the Project Assumptions Template
  4. Project Assumptions Template
A project management assumptions log table, listing assumptions, responsible parties, due dates, validation actions, status, and comments for a fictional project titled 'Orion upgrade' managed by Andrew Smith, with Mark Jones as the sponsor.
A screenshot of an assumptions log from a project management document for a fictional project 'Orion upgrade'. It details various assumptions related to infrastructure, team, and scope, their validation actions, and their current status, such as 'Valid', 'Not valid', and 'Open'.
This is a FREE Project Assumptions Template in Excel .xls and .xlsx. The template is fully editable with Microsoft Excel and can be converted or changed to suit your project requirements.

See what is in the Template! Check out the Contents complete with Hints and Tips on how to use.

Example Project Assumptions from a Fictional Project

PROJECT MANAGER: Andrew Smith PROJECT ID: AX-EMEA-000302
PROJECT SPONSOR: Mark Jones PROJECT TITLE: Orion upgrade
ID CATEGORY DESCRIPTION OF ASSUMPTION/CONSTRAINT RESPONSIBLE PARTY DUE DATE ACTIONS TO VALIDATE THE ASSUMPTIONS STATUS COMMENTS
1 Infra Data center set up will be completed by March. S. Day 28/02/2019 28 Feb is go/no go for data migration. If there is an agreement to go then the assumption is correct. Valid
2 Team 2 x Engineers will be available from Mid March for 5 weeks. A. Smith 15/01/2019 Check with Resource Manager. Not valid Issue 020 raised.
3 Scope The brochure will be printed in 2 color e.g. black and white. A. Smith 20/01/2019 Check with the senior user. Open

20 Common Real-World Project Assumptions

Below is a list of 20 common assumptions often made in project management. These span various aspects of a project, including resources, timelines, stakeholder engagement, and external factors.

As you review this list, consider which assumptions apply to your project and which might need further validation or risk assessment.

1. The project timeline is accurate and achievable.

If wrong: The project will be delayed, costs will overrun, and quality will suffer as the team rushes to meet deadlines. Stakeholder trust may be eroded.
How to check: Conduct a detailed task breakdown, consult with team members on realistic timeframes, and use historical data from similar projects to verify estimates.

2. Required resources (human, financial, material) will be available when needed.

If wrong: Project tasks may be delayed or compromised due to resource shortages, leading to schedule slippage and potential quality issues.
How to check: Secure formal commitments from resource managers, review resource allocation across the organization, and create a detailed resource plan.

3. Key stakeholders will provide timely approvals and feedback.

If wrong: Decision-making processes may be delayed, potentially causing bottlenecks in project progress and missed opportunities for course correction.
How to check: Establish clear communication channels and approval processes with stakeholders, and get their commitment to response times in writing.

4. The project scope will remain stable throughout execution.

If wrong: Scope creep may occur, leading to extended timelines, increased costs, and potential conflicts with stakeholders over deliverables.
How to check: Develop a detailed scope statement, get formal sign-off from stakeholders, and implement a robust change management process.

5. Team members possess the necessary skills and expertise.

If wrong: Project quality may suffer, tasks may take longer to complete, and additional training or hiring may be necessary, impacting budget and timeline.
How to check: Conduct skills assessments, review team members' past project experiences, and have frank discussions about capabilities and potential skill gaps.

6. External contractors will deliver on time and within budget.

If wrong: Project timelines may be disrupted, costs may increase, and the quality of deliverables may be compromised.
How to check: Thoroughly vet contractors, review their past performance, and establish clear contracts with penalties for non-compliance.

7. Technology and software will function as expected.

If wrong: Technical issues could cause delays, increase costs for troubleshooting or replacement, and potentially compromise project deliverables.
How to check: Conduct thorough testing of all systems before project start, have backup plans, and ensure IT support is readily available.

8. Market conditions will remain favorable for the project's duration.

If wrong: The project's relevance or viability may be affected, potentially requiring significant changes to scope or even project cancellation.
How to check: Regularly monitor market trends, conduct periodic reassessments of the project's business case, and build flexibility into the project plan.

9. Legal and regulatory requirements will not change significantly.

If wrong: The project may face compliance issues, requiring costly and time-consuming adjustments or redesigns.
How to check: Consult with legal experts, monitor relevant regulatory bodies, and build in contingencies for potential regulatory changes.

10. The budget includes adequate contingency for unforeseen issues.

If wrong: The project may run out of funds before completion, leading to cuts in scope, quality compromises, or the need for additional funding approval.
How to check: Review historical data on similar projects, conduct a thorough risk assessment, and use techniques like Monte Carlo simulation to estimate appropriate contingencies.

11. Communication channels among team members will be effective.

If wrong: Misunderstandings may occur, leading to errors, rework, and potential conflicts within the team.
How to check: Establish and test communication protocols early, gather feedback on communication effectiveness, and adjust as necessary.

12. Vendors will meet their commitments and quality standards.

If wrong: Project timelines may be affected, additional costs may be incurred for rework or finding new vendors, and deliverable quality may suffer.
How to check: Thoroughly vet vendors, establish clear service level agreements (SLAs), and implement regular quality checks and performance reviews.

13. Customer requirements are fully understood and documented.

If wrong: The final product may not meet customer expectations, leading to dissatisfaction, rework, or project failure.
How to check: Conduct thorough requirements gathering sessions, create detailed requirement documents, and get formal sign-off from customers.

14. The project's benefits and ROI estimates are realistic.

If wrong: The project may not deliver the expected value, potentially leading to stakeholder disappointment and scrutiny of future projects.
How to check: Use conservative estimates, benchmark against similar projects, and involve finance experts in ROI calculations.

15. There will be no significant staff turnover during the project.

If wrong: Loss of key team members could result in knowledge gaps, delays, and additional costs for hiring and training replacements.
How to check: Assess team member satisfaction, ensure proper resource allocation to prevent burnout, and develop knowledge transfer and backup plans.

16. Required permits and licenses will be obtained without delays.

If wrong: Project start or key milestones may be delayed, potentially cascading into broader timeline and cost issues.
How to check: Research permit requirements thoroughly, engage with relevant authorities early, and build buffer time into the schedule for permit processes.

17. Weather conditions will not impact outdoor work schedules.

If wrong: Outdoor activities may be delayed, affecting the overall project timeline and potentially increasing costs.
How to check: Review historical weather data, plan for seasonal variations, and build contingency time into the schedule for weather-dependent activities.

18. Necessary equipment will be available and in good working condition.

If wrong: Equipment failures or unavailability could cause delays, increase costs for rentals or repairs, and potentially compromise work quality.
How to check: Conduct equipment audits, schedule regular maintenance, and have backup plans or rental agreements in place.

19. Data provided by other departments or sources is accurate and complete.

If wrong: Decisions based on faulty data may lead to errors in project execution, potentially requiring rework and causing delays.
How to check: Verify data sources, cross-check information where possible, and establish data quality assurance processes.

20. The project management methodology chosen is suitable for this project.

If wrong: The project may suffer from inefficiencies, communication issues, or lack of flexibility, potentially impacting its success.
How to check: Assess the methodology against project characteristics, consult with experienced project managers, and be prepared to adapt the methodology if needed.

One of my teachers had a favourite phrase - "assumptions make an ass out of you and me". The examples above prove that hidden assumptions can have serious consequences, and you should add a risk to the risk register for any assumption that you can't prove to be reasonable and correct.

Check out the contents below or Grab the template now!

The contents of the Project Assumptions Template

Field

Field Description and Tips to Complete

 

Project details

Document:
 

Assumption ID

Give each assumption a unique ID so that it can be tracked easily and cross referenced.
 

Category

Enter the category of the assumption. This category will likely be specific the project industry/type so no suggestions are provided here. If a category is not needed this Field can be changed or removed.
 

Description of assumption/constraint

A clear description of the assumption or constraint. For example 'it is assumed that the internal training team will deliver the administrator training'.
 

Responsible party

The individual responsible for ensuring that the assumption is validated.
 

Due date

The date the assumption needs to be validated or is expected to be validated.
 

Actions to validate the assumptions

Document the actions that need to be carried out to validate the assumption. Include any updates needed to other project documentation for example the Project Charter, Issue Log and Risk Register.
 

Status

The status of each assumption. For example, Open (not yet validated), Not valid (the assumption is not correct), Valid (this assumption is valid).
 

Comments

Add any relevant comments here. For example, follow-on actions for assumptions that are not valid. In these cases it may be necessary to review the Business Case, Project Charter, risks, issues etc. .

Project Assumptions Template

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