Project Management Forms
The 25 forms that record an AGL project from first kickoff to final handover — grouped into Project Initiation, Project Execution, and Risk & Planning. Every form follows the same 15-field skeleton used across the library, so a form filled on one project reads exactly the same way on the next.
Where this fits — the SOP Library tells the engineer what to do; this division tells them what to record while doing it. Several of these registers (Document Register, Risk Assessment, Work Permit Request) are also referenced from the airside safety and quality-control SOPs — fill them once, reuse the record everywhere it's called for.
A · Project Initiation
10 of 10 formsPMG-01 Project Information Sheet Reference Sheet
Purpose
Captures the core identification and baseline data for a new AGL project as the single reference record every other form in the division points back to.
Key Fields
- Project name and code
- Airport and location
- Client and contract number
- Scope summary
- Contract value
- Start date and completion date
- Project manager and key stakeholders
- Applicable standards and specifications
PMG-02 Project Kickoff Form Record
Purpose
Records the decisions, attendees, and baseline understanding established at the project kickoff meeting, so the whole team starts from the same page.
Key Fields
- Date and venue
- Attendees and roles
- Project overview and objectives
- Key milestones
- Roles and responsibilities
- Communication plan
- Initial risks and blockers
- Action items and sign-off
PMG-03 Project Scope Form Reference Sheet
Purpose
Defines the boundary of the project — what's included and what's explicitly excluded — to prevent scope disputes once execution starts.
Key Fields
- Scope description
- Inclusions
- Exclusions
- Deliverables
- Interfaces with other contractors
- Assumptions
- Constraints
- Client approval
PMG-04 Project Objective Sheet Reference Sheet
Purpose
States the measurable goals the project will be judged against — schedule, quality, safety, and budget — as agreed targets rather than assumptions.
Key Fields
- Primary objective
- Specific objectives
- Success criteria / KPIs
- Quality targets
- Safety targets
- Schedule targets
- Budget targets
- Sign-off
PMG-05 Project Organization Chart Reference Sheet
Purpose
Records the reporting hierarchy and contact structure on both the contractor and client sides for the duration of the project.
Key Fields
- Org hierarchy diagram
- Names and designations
- Reporting lines
- Contractor / sub-contractor structure
- Client-side counterpart structure
- Revision date
PMG-06 Project Contact Register Register
Purpose
Single, up-to-date list of everyone who needs to be reached on the project — including emergency contacts — in one place instead of scattered across phones and inboxes.
Key Fields
- Name
- Organization
- Role
- Phone
- Site / office location
- Emergency contact flag
- Last updated
PMG-07 Project Responsibility Matrix Reference Sheet
Purpose
RACI matrix assigning Responsible, Accountable, Consulted, and Informed roles against every deliverable and activity, so ownership is never ambiguous.
Key Fields
- Activity / deliverable list
- Responsible
- Accountable
- Consulted
- Informed
- Approval authority
- Escalation path
- Revision date
PMG-08 Project Document Register Register
Purpose
Master log of every controlled document, drawing, and certificate issued on the project, with revision status and distribution history.
Key Fields
- Document number
- Title
- Revision
- Status
- Issue date
- Author
- Approver
- Distribution list
PMG-09 Project Milestone Register Register
Purpose
Tracks planned versus actual dates for every contractual and internal milestone on the project.
Key Fields
- Milestone number
- Description
- Planned date
- Actual date
- Status
- Dependency
- Remarks
PMG-10 Project Schedule Tracker
Purpose
The working schedule of the project, broken into activities with durations, dependencies, and resources, kept as baseline versus current for progress tracking.
Key Fields
- WBS / activity list
- Duration
- Start date / finish date
- Predecessors
- Resources
- % complete
- Critical path flag
- Baseline vs current
B · Project Execution
10 of 10 formsPMG-11 Material Approval Form Approval Record
Purpose
Records the submission and approval status of every material or item proposed for use, before it reaches site.
Key Fields
- Material / item description
- Specification reference
- Manufacturer
- Datasheet / sample reference
- Submission date
- Reviewer comments
- Approval status (approved / approved with comments / rejected)
- Resubmission required
PMG-12 Inspection Request Request Form
Purpose
Formal request to the client or consultant to witness or review a completed stage of work before it is covered up or progressed further.
Key Fields
- IR number
- Activity / work item
- Location
- Inspection stage (hold / witness / review)
- Requested date
- Drawing / spec reference
- Inspector
- Result and follow-up
PMG-13 Site Visit Report Report
Purpose
Records observations and follow-up actions from a site visit by management, client, or consultant.
Key Fields
- Visit date
- Visitors
- Purpose
- Areas visited
- Observations
- Issues raised
- Photograph reference
- Action items / next visit date
PMG-14 Daily Progress Report Report
Purpose
The daily record of manpower, equipment, activities, and quantities executed on site — the base data that rolls up into the weekly and monthly reports.
Key Fields
- Date and weather
- Manpower deployed
- Equipment on site
- Activities performed
- Quantities executed
- Issues / delays
- Tomorrow's plan
- Photographs
PMG-15 Weekly Progress Report Report
Purpose
Rolls up daily progress reports into a weekly summary of planned versus actual progress and open issues.
Key Fields
- Week ending
- Planned vs actual progress %
- Activity summary
- Manpower / equipment summary
- Materials received
- Issues and risks
- Next week's plan
- Cumulative progress chart reference
PMG-16 Monthly Progress Report Report
Purpose
The client-facing monthly summary of overall progress, safety, quality, finance, and forecast — usually the formal reporting deliverable under the contract.
Key Fields
- Month and overall progress %
- S-curve reference
- Milestones achieved / missed
- Safety statistics
- Quality / NCR summary
- Financial summary
- Key issues and forecast
- Photographs
PMG-17 Work Progress Tracker Live Tracker
Purpose
The live, activity-level register showing planned versus executed quantity and % complete for every WBS item — the working detail behind the progress reports.
Key Fields
- Activity / WBS item
- Planned quantity
- Executed quantity
- % complete
- Planned vs actual date
- Responsible team
- Status flag
- Remarks
PMG-18 Meeting Minutes Record
Purpose
Formal record of discussion, decisions, and action items from any project meeting — kickoff, progress, coordination, or client review.
Key Fields
- Meeting type
- Date and venue
- Attendees
- Agenda items
- Discussion points
- Decisions
- Action items (owner + due date)
- Next meeting date
PMG-19 Action Item Register Register
Purpose
Consolidated log of every open action item raised across meetings, inspections, and reports, tracked through to closure.
Key Fields
- Item number
- Source meeting / reference
- Description
- Owner
- Raised date / target date
- Status
- Closure date
- Remarks
PMG-20 Project Communication Register Register
Purpose
Log of formal correspondence — letters, emails, RFIs — exchanged on the project, with response status tracked against each item.
Key Fields
- Communication number
- Type (letter / email / RFI)
- Date, from and to
- Subject
- Reference
- Response required by
- Response status
C · Risk & Planning
5 of 5 formsPMG-21 Risk Assessment Assessment
Purpose
Identifies hazards for an activity, rates the risk, and records the controls applied before work is authorized to proceed.
Key Fields
- Activity
- Hazard identified
- Risk rating (likelihood × severity)
- Existing controls
- Additional controls
- Residual risk
- Responsible person
- Review date
PMG-22 Method Statement Procedure Document
Purpose
The step-by-step how-to for an activity — sequence, resources, standards, and safety precautions — reviewed and approved before work starts.
Key Fields
- Activity / scope
- Sequence of work
- Resources (manpower, equipment, materials)
- Applicable standards
- Safety precautions
- Related risk assessment reference
- PPE required
- Approval
PMG-23 Work Permit Request Permit
Purpose
The site-level permit that authorizes a specific work activity for a specific time window — hot work, electrical, height, confined space, or airside work.
Key Fields
- Permit type
- Work location
- Date, time, and duration
- Personnel involved
- Hazards and precautions
- Isolation / LOTO reference
- Approver
- Validity and closure
PMG-24 Site Readiness Checklist Checklist
Purpose
The go / no-go check confirming access, materials, equipment, permits, and manpower are all in place before an activity is allowed to start.
Key Fields
- Access / security clearance
- Material availability
- Equipment / tools availability
- Permits in place
- Manpower mobilized
- Drawings / method statement available
- Safety arrangements
- Go / no-go decision
PMG-25 Project Handover Checklist Checklist
Purpose
Confirms every document, certificate, spare, and sign-off required to formally close out and hand over the project is complete — the final gate before the project is closed.
Key Fields
- As-built drawings
- O&M manuals
- Test / commissioning certificates
- Spares handed over
- Training completed
- Punch list closure
- Warranty documents
- Final acceptance sign-off
How Division 01 Connects
These 25 forms are the project's paper trail — from the day the project is confirmed to the day it's formally closed.
Project Lifecycle Flow
The three categories in this division follow the natural sequence of a project:
Related Divisions
- Division 09 — Site Safety Forms (permits, JSAs, toolbox talks)
- Division 20 — Documentation & Records Control (document register, transmittals)
- Division 22 — Audit & Management Review Forms (KPI, performance review)
- Division 23 — Project Handover & Closeout Forms (completion certificates, punch list)
Frequently Asked Questions
Quick answers about the 25 Division 01 project management forms, how they are grouped, and how to use them.
Q1What is Division 01 — Project Management Forms in the AGL Engineering Forms & Templates library?
Division 01 is a set of 25 project management forms (PMG-01 to PMG-25) that record an Airfield Ground Lighting (AGL) project from first kickoff to final handover. The forms are grouped into three categories: Project Initiation, Project Execution, and Risk & Planning. Every form follows the same 15-field skeleton used across the library, so a form filled on one project reads the same way on the next.
Q2Which forms are included in Project Initiation?
Project Initiation has 10 forms: Project Information Sheet (PMG-01), Project Kickoff Form (PMG-02), Project Scope Form (PMG-03), Project Objective Sheet (PMG-04), Project Organization Chart (PMG-05), Project Contact Register (PMG-06), Project Responsibility Matrix (PMG-07), Project Document Register (PMG-08), Project Milestone Register (PMG-09), and Project Schedule (PMG-10). Together they set the baseline: who is involved, what is in and out of scope, the objectives, the documents, the milestones and the programme.
Q3Which forms cover Project Execution and progress reporting?
Project Execution has 10 forms: Material Approval Form (PMG-11), Inspection Request (PMG-12), Site Visit Report (PMG-13), Daily Progress Report (PMG-14), Weekly Progress Report (PMG-15), Monthly Progress Report (PMG-16), Work Progress Tracker (PMG-17), Meeting Minutes (PMG-18), Action Item Register (PMG-19), and Project Communication Register (PMG-20). They record approvals, inspections, site progress, meetings, open actions and formal correspondence while the work is under way.
Q4What is the difference between the daily, weekly and monthly progress reports and the Work Progress Tracker?
The Daily Progress Report (PMG-14) is the daily record of manpower, equipment, activities and quantities executed on site. The Weekly Progress Report (PMG-15) rolls the daily reports up into a weekly summary of planned versus actual progress and issues. The Monthly Progress Report (PMG-16) is the client-facing summary of overall progress, safety, quality, finance and forecast. The Work Progress Tracker (PMG-17) is different in kind: it is the live, activity-level register showing planned quantity versus executed quantity and percent complete for every WBS item.
Q5What is the difference between a Risk Assessment, a Method Statement and a Work Permit Request?
The Risk Assessment (PMG-21) identifies the hazards of an activity, rates the risk, and records the controls applied before work is authorized. The Method Statement (PMG-22) is the step-by-step how-to for the activity, covering sequence, resources, applicable standards and safety precautions, and it references the related risk assessment. The Work Permit Request (PMG-23) is the site-level permit that authorizes a specific activity for a specific time window, including hot work, electrical, height, confined space and airside work.
Q6What does the Site Readiness Checklist confirm before an activity starts?
The Site Readiness Checklist (PMG-24) is a go or no-go check confirming that everything needed is in place before an activity starts. Its items cover access or security clearance, material availability, equipment and tools availability, permits in place, manpower mobilized, drawings and method statement available, and safety arrangements, ending in a go / no-go decision.
Q7What must be completed before an AGL project can be formally handed over?
The Project Handover Checklist (PMG-25) is the final gate before the project is closed. It confirms that the as-built drawings, O&M manuals, test and commissioning certificates, spares handed over, training completed, punch list closure, warranty documents and final acceptance sign-off are all complete.
Q8Can the forms in Division 01 be downloaded and filled in?
Yes. Each form has a Download as Word button that produces an uncontrolled sample Word template with letterhead, a document-control block, ruled entry fields and a three-tier approval table (Prepared By, Reviewed By, Approved By) as layout only, to be adapted under your own document-control system before use. Checklist-style forms such as PMG-24 and PMG-25 download with a checkbox and a verified-by line for each item. The forms can also be searched by keyword or form ID.
Q9How does Division 01 connect to the SOP Library and to other divisions?
The SOP Library tells the engineer what to do, while this division tells them what to record while doing it. Several registers here, including the Document Register, Risk Assessment and Work Permit Request, are also referenced from the airside safety and quality-control SOPs, so a record filled once can be reused wherever it is called for. Related divisions are Division 09 (Site Safety Forms), Division 20 (Documentation & Records Control), Division 22 (Audit & Management Review Forms) and Division 23 (Project Handover & Closeout Forms).
DOCUMENT THE PROJECT. MASTER THE ENGINEERING.
Good project management is more than completing forms. It is understanding the scope, interfaces, risks, resources, quality controls, progress, safety requirements and handover obligations behind every AGL project activity.
Take your knowledge further with Precision AGL Academy.
Build Complete AGL Project Capability
Learn how technical AGL work connects with:
Develop the knowledge to not only record the work, but understand the engineering and project-management principles behind it.
Plan the project. Understand the engineering. Deliver with confidence.
Follow the Academy
Important Notice, Disclaimer & Limitation of Liability
Please read before relying on any content on this page or on any template downloaded from it.
- Purpose and intended users. This page is an independent educational and informational reference for competent, suitably trained and authorised airfield ground lighting (AGL), aerodrome electrical and project personnel. It is not professional engineering, legal or regulatory advice, and using it does not create any professional or client relationship.
- Sample templates, not controlled documents. Forms, checklists, registers, reports, certificate layouts and Word downloads are generic samples. They are uncontrolled copies and are not approved work instructions, procedures, permits, certificates, test or calibration records, or regulatory records. Letterheads, form numbers, revision labels, dates, document-control blocks and approval tables are layout only. Review and adapt a template under your own document-control system before any use; signatures on it carry no authority unless made under your own approved system. Precision AGL Academy does not issue, approve, certify or take responsibility for any record completed using a template, and does not receive or store such records.
- Safety. Work on series circuits, constant current regulators (CCRs), isolating transformers, cables, connectors and control equipment can be fatal. Always apply the aerodrome’s permit-to-work and isolation/LOTO procedures, prove dead, use correctly rated instruments and PPE, and follow the manufacturer’s instructions. Nothing here authorises work on live equipment or the bypassing of any safety device or interlock.
- Certificates, approvals and compliance. A completed template is not a certificate, approval, acceptance, release, permit or evidence of compliance, and listing a certificate, approval or sign-off field does not make the document valid. Reading this material or completing a template confers no certification, accreditation, competency assessment or authorisation to work on any aerodrome.
- Aviation operations. Nothing here authorises return to service, a change of operating category (CAT I/II/III), a NOTAM, a flight-inspection outcome or any aerodrome certification decision. These rest with the aerodrome operator, the air navigation service provider and the competent regulator.
- Standards, regulations and contracts. References to ICAO, FAA, IEC, IEEE, ISO, BIS, DGCA and other standards are for orientation only. They are summarised, may be incomplete or out of date, and standards are revised from time to time. Consult the current official editions. Following this content does not guarantee compliance with any law, standard, contract or regulatory approval. Contract, specification and official requirements always prevail, and nothing here is a contract document or legal advice.
- Personal and confidential data. Some templates have fields for names, signatures, training or competency records, and incident or injury details. If you record personal or confidential information on a template, you are responsible for handling it lawfully, including under India’s Digital Personal Data Protection Act, 2023 and your contracts. Word files are generated in your browser; the content you enter is not sent to us.
- Generic content; no warranty. Field lists, sequences, categories and example values are generic and indicative; real projects, installations and contracts differ. Content is provided “as is” and “as available”, without warranty of any kind, express or implied, including accuracy, completeness, currency or fitness for a particular purpose.
- Limitation of liability. To the fullest extent permitted by applicable law, Precision AGL Academy and its owners, authors and contributors are not liable for any injury, death, loss, damage, downtime, penalty, contractual dispute or regulatory consequence, whether direct or indirect, arising from the use of, reliance on, or inability to use this content or any template downloaded from it. Nothing in this notice excludes or limits any liability that cannot lawfully be excluded or limited.
- Independence and trademarks. This is an independent publication, not affiliated with or endorsed by ICAO, the FAA, the IEC, BIS, DGCA, any airport, regulator, certification body or equipment manufacturer. Third-party names, standard designations and trademarks, including Microsoft Word and Excel, belong to their respective owners and are used for identification only.
- Copyright and use. © 2026 Precision AGL Academy. All rights reserved. You may view this page and use downloaded templates for personal reference, internal training and, once adapted under your own document-control system, your own internal project records, keeping this notice attached to unadapted copies. You may not present them as approved or controlled documents, or copy, republish, redistribute, scrape or commercially use the library without our prior written permission.
- Corrections. Content is reviewed periodically, with no obligation to update. To report an error, safety concern or rights issue, write to precisionaglsolutions@gmail.com.