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Project Deliverables Release Form
Quick Summary
Form to release your deliverables to a wider audience. It communicates that a deliverable has reached a specific state of completion, and thus can be safely deployed to specified groups of customers or users.
What this is
This template provides a form for officially releasing one or more project deliverables, such as a set of software, for deployment to "users" of the deliverable.
The file includes example release forms for:
- Releasing software modules to customers of hardware/software products/systems.
- Releasing a publication (such as a user manual) to users.
It can be adapted for releasing any project deliverable to wider distribution and use.
Why it's useful
No matter what your project type and size, chances are you can make good use of formal releases of deliverables. Release mechanisms are used to formally communicate that a deliverable has reached a specific state of completion, and thus can be deployed to certain groups of "customers" or users of the deliverable.
These releases can happen during a project, such as for releasing a project component to another group for their use; late in the project when you want to make limited early deliveries to key customers; and at the end of the project when the project's major deliverables are ready to be made available to everyone.
The goal is to:
- Ensure that deliverables are distributed appropriately at different points in your project
- Ensure that an incomplete deliverable is not provided ad hoc to customers before its time
- Communicate how the new deliverable's release affects items already in the field or in the production pipeline inside the company (see the "DISPENSATION" part of the forms).
Generally, once a deliverable is released, it is kept under more stringent 'change control'. Now that we've released an approved version of a deliverable, changes have to be approved officially, and any updated versions of the deliverable released in a controlled fashion as well.
How to use it
To get set for using the form:
- Select deliverable(s): Decide what deliverable(s) could benefit from being released officially.
- Beginning of Release Control: Decide when during a project the item(s) should start the official release process.
- Release Process: Define your release process, including:
- What release form should be used.
- What reviews or testing of the deliverable should be done before it can be released.
- Who should review and sign off on the release form.
- Where the released version of the deliverable will be stored.
- How the release form will get distributed inside and outside the company each time
- Where official release paperwork will be archived.
- Form tailoring: Update the fields of the template form if necessary to fit your situation.
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