Enterprise Project Management Methodology Training

1
Enterprise Project Management Methodology Training

• Initiation Phase

2
Governance Structure, Team Roles and
Responsibilities
Definition
Governance is the organization of
responsibilities and decision-making
capabilities that apply to a project. It is
also referred to as an organizational chart.
Importance
Key Tasks
Deliverables
It identifies the teams, who will make key
decisions on the project as well as those who
will actually implement the project.
Best Practices
It consists of oversight committees, steering
committees, business analysts, technical
resources, outreach coordinators, trainers and
other personnel, as appropriate.
3
Why is Establishing a Governance Structure
Important?
Definition
People need to know what they are responsible
for

• It provides a foundation for organizing,
  consistent planning and executing of projects
  tasks are clearly identified for each team so
  that work is not duplicated and there is a clear
  chain of command

Importance
Key Tasks
Deliverables
Best Practices
Projects will run into obstacles

• It is important to have a group of decision
  makers that can resolve issues in a timely manner
  and will not hinder the project scope,
  implementation timeline or cost.

Stakeholder buy-in will lead to project success

• It provides structure, accountability and
  involvement, so stakeholders are more likely to
  champion the project.

4
Governance Structure, Team Roles and
Responsibilities
Definition

• Determine if there is a start up project
  governance structure in place.
• Check with your agency PMO, or adapt any
  workgroups or committees that may have been
  established in the strategy Phase.

Importance
Key Tasks
Deliverables
Best Practices
5
Project Governance Structure Example
6
Governance Structure, Team Roles and
Responsibilities

• Identify which key teams are appropriate within
  your governance structure

Definition
Importance
Key Tasks
Deliverables
Best Practices
7
Governance Structure, Team Roles and
Responsibilities
Definition

• If an existing structure does not exist, key team
  members will need to work with appropriate
  executive leadership to define a governance
  structure for the project.
• Structurally, establish how the different teams
  will relate to each other and to the project
  manager, which will help assign roles later.
• Once a structure has been identified, define what
  type of work will be done by each team on the
  governance structure.

Importance
Key Tasks
Deliverables
Best Practices
8
Governance Structure, Team Roles and
Responsibilities
Definition

• Next, identify key roles for each team member on
  the project be sure to also develop
  responsibilities for each role on the project.

Importance
Key Tasks
Deliverables
Best Practices
Executive Sponsors
Business Analysts
Stakeholders
Technical Analysts
Trainers
Project Manager
Team Leads
Communications Specialists
9
Governance Structure, Team Roles and
Responsibilities
Definition

• Once the governance structure is complete,
  populate key leadership positions with personnel.
• Initially, you will need to identify the
  personnel who will help you complete all tasks
  within the Initiation Phase.
• Consider involving people from among your
  informal network of contacts, with whom you have
  worked with before successfully.

Importance
Key Tasks
Deliverables
Best Practices
10
Governance Structure, Team Roles and
Responsibilities
Definition
Importance
Key Tasks
Deliverables
Best Practices
11
Governance Structure, Team Roles and
Responsibilities
Definition

• When identifying the roles and responsibilities
  for your project, consider
• Who will handle security issues including access
  to the system and potential malicious attacks?
• Place personnel who may become obstacles to the
  project on teams where their input can be
  addressed.

Importance
Key Tasks
Deliverables
Best Practices
12
Governance Structure, Team Roles and
Responsibilities
Definition

• Consider developing a RACI Matrix
• It identifies those teams, roles or individuals
  which are Responsible, Accountable, Consulted and
  Informed on various aspects of a project.

Importance
Key Tasks
Deliverables
Best Practices
Key Roles
Key Tasks
13
Discussion/Questions
14
Develop Project Charter
Definition
The project charter is a formal document that
defines and describes the project at a high
level. It covers business drivers, critical
success factors, goals, objectives and guiding
principles.
Importance
Key Tasks
Deliverables
The project charter formalizes the existence of
a project and demonstrates management support
for the project.
Best Practices
The document functions as the formal agreement
for the project and is signed by the appropriate
parties. Changes to the charter result in the
creation of a new project.
15
Why is Developing a Project Charter Important?
To make sure everyone is on the same page
Definition

• It is important to make sure that all executive
  stakeholders are on the same page with regard to
  what is expected. If not, it can cause
  unnecessary time and cost to be spent in the
  wrong areas.

Importance
Key Tasks
Deliverables
To communicate to appropriate personnel
Best Practices

• Once the charter is established, it can serve as
  a communication tool to make sure all team
  members have the same strategic direction in
  mind.

To gauge changes to the project scope

• All changes to scope should be in line with the
  project charter if not, the change request
  should be denied or the project charter should be
  modified.

16
Develop Project Charter
Definition

• Elements of the Charter
• Project Background and Description
• Business Need/Opportunity (also referred to as
  the Problem Statement)
• Business Drivers
• Business imperatives which require this
  initiative to move forward
• For each business driver, document a critical
  success factor that must be accomplished to
  support the business driver
• Benefits the initiative will achieve
• High Level Goals and Objectives
• Assumptions and Constraints

Importance
Key Tasks
Deliverables
Best Practices
17
Develop Project Charter
Definition
Importance
Key Tasks
Deliverables
Best Practices
18
View Project Charter Template
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
19
View Project Charter Example
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
20
Develop Project Charter
Definition

• Make sure the right people are involved in
  developing and signing off on the project charter
• Focus on getting consensus and buy-in up front
  if enough time is NOT spent getting stakeholders
  on the same page, it could impact the project
  timeline and cost
• Dont breeze through this exercise allot
  sufficient time to document and gain sign off on
  the project charter because it will become the
  project bible
• Number goals and objectives, so each goal can be
  associated with one or more objectives, and both
  can be related to individual issues, changes,
  risks and requirements.

Importance
Key Tasks
Deliverables
Best Practices
21
Discussion/Questions
22
Review Lessons Learned from Previous Projects
Definition
The term lessons learned is used to refer to
those items which project managers would like to
have known prior to starting the project.
Importance
Key Tasks
Deliverables
Lessons learned are typically gathered during a
meeting where all team members are given the
opportunity to contribute. Items identified
during the meeting are documented.
Best Practices
Once documented, these lessons learned can be
shared with other projects/ agencies to impart
advice or things to avoid.
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Why is Facilitating Lessons Learned Activities
Important?
Definition
To continue learning and improving IT project
management
Importance

• Lessons learned can help you improve what you
  just produced in your project and perform better
  on future projects by reviewing your experience
  and learning from it

Key Tasks
Deliverables
Best Practices
To focus on performance standards and quality

• Gathering lessons learned is a useful process for
  focusing on performance standards and enabling
  participants to discover what happened and why it
  happened

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Review Lessons Learned from Previous Projects
Definition

• Identify personnel who will be involved.
• Identify source of information and select
  appropriate lessons.
• Discuss the lessons with others in your team.
• Identify mitigation measures for lessons that
  apply to your project.

Importance
Key Tasks
Deliverables
Best Practices
25
Review Lessons Learned from Previous Projects
Definition
Importance
Key Tasks
Deliverables
Best Practices
26
Review Lessons Learned from Previous Projects
Definition

• Make the lessons learned session an all inclusive
  activity involving all members of the project.
• Be specific about how a lesson might apply to
  your project.
• Be specific about how to mitigate a risk or adopt
  a best practice
• Include mitigation or adoption measures in other
  appropriate project activities.

Importance
Key Tasks
Deliverables
Best Practices
27
Discussion/Questions
28
Determine Project Scale(Effort and Complexity)
Definition
This activity includes assessing the complexity
and level of effort required for the project in
order to determine which deliverables should be
produced.
Importance
Key Tasks
Deliverables
Best Practices
In order to make sure the appropriate
deliverables are identified, work with executive
leadership when identifying what should be
produced.
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Why is Determining Project Scale Important?
Definition
Assess which deliverables should be produced
Importance

• This activity will focus the project team on
  developing a series of deliverables this set of
  deliverables will help define the scope and the
  project work plan.

Key Tasks
Deliverables
Gain agreement on the outcomes of the project
Best Practices

• This activity will help make sure that everyone
  agrees on what the outcomes of the project will
  be.

Focus time on areas which are known pain points

• If the agency has experienced problems with a
  particular aspect of an IT project (change
  control, requirements management, etc), that
  should serve as a trigger to have that plan
  developed and executed.

30
Determine Project Scale(Effort and Complexity)
Definition

• Assess the projects complexity and size using the
  table below
• Refer to the deliverables matrix to identify
  which deliverables should be implemented for your
  project.

Importance
Key Tasks
Deliverables
Best Practices
31
Determine Project Scale(Effort and Complexity)

• Measures of complexity
• Number of organizational units or agencies
• Number of business processes
• Number of systems
• Number of sources of data
• Number of functions
• Number of sources of funding
• Number of elements of architecture
• Measures of effort
• Number of hours
• Number of staff
• Number of dollars
• Number of requirements
• Number of tasks
• Number of phases

Definition
Importance
Key Tasks
Deliverables
Best Practices
32
View Project Scale Template
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
33
Determine Project Scale(Effort and Complexity)
Definition
Importance
Key Tasks
Deliverables
Best Practices
34
Determine Project Scale(Effort and Complexity)
Definition

• Consider developing plans which have been pain
  points for your agency
• Revisit the deliverables matrix frequently to see
  if there are additional deliverables which your
  project will benefit from
• If so, use the change management plan to consider
  them
• Update other plans (work plan, issues, change,
  risk, etc.)

Importance
Key Tasks
Deliverables
Best Practices
35
Learning Activity SERTS Example

• After review of the SERTS Project Charter, use
  the Project Scale Complexity tool to determine
  the level of effort and complexity necessary for
  the project.

36
Discussion/Questions
37
Develop Project Scope
Definition
The project scope states what will and will not
be included as part of the project.
Importance
Key Tasks
Deliverables

• Scope provides a common understanding
• of the project for all stakeholders by
• defining the projects overall boundaries.

Best Practices
Scope can be defined in terms of
impacted organizations, processes, systems,
data, functionality and the like.
38
Why is Determining Project Scope Important?
Definition
Proper scope definition is critical to a
project's success

• It establishes the boundaries on what the project
  will and will not accomplish. The scope statement
  eliminates any confusion or ambiguity that might
  still exist.

Importance
Key Tasks
Deliverables
Poorly defined scope leads to scope creep
Best Practices

• Scope creep changes inevitably lead to increased
  work effort, which in turn causes project delays,
  cost overruns, poor team morale and/or customer
  dissatisfaction.

Clearly defined scope will lead to realistic
expectations

• A clear statement of scope is the foundation for
  defining a change management strategy.

39
Develop Project Scope

• Document the Scope Statement which can include
• Project outcome and success criteria
• Expected services in order to achieve the project
  outcome
• Functionality and Data
• Technical Structure
• Phases (what will be implemented first?)
• Document the high level requirements of the
  proposed solution.

Definition
Importance
Key Tasks
Deliverables
Best Practices
40
Develop Project Scope
Definition

• Define the deliverables that were identified in
  the Scaling activity.
• Copy and past the list of deliverables into the
  Work Plan and build tasks around them.
• Determine if this project will impact any
  organizational units or any systems.
• Develop a high level timeline for when major
  phases of the project will occur.

Importance
Key Tasks
Deliverables
Best Practices
41
Develop Project Scope
Definition
Importance
Key Tasks
Deliverables
Best Practices
42
View Project Scope Template
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
43
View Project Scope Example
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
44
Develop Project Scope

• Make sure the right people are involved in
  defining the project scope.
• For resource and time issues, consider defining
  the scope for each release or phase of the
  application.
• Consider having outside entities review the scope
  document in order to have a fresh perspective.

Definition
Importance
Key Tasks
Deliverables
Best Practices
45
Discussion/Questions
46
Conduct Resources Assessment
Definition
The staffing plan defines the required resources
needed to deliver the desired project
deliverables.
Importance
Key Tasks
Deliverables
It involves the selection and assignment of a
complete solution and a complete team.
Best Practices
The staffing plan must provide the appropriate
skill sets to manage the project and to perform
the tasks that produce the specified project
deliverables.
47
Why is Conducting a ResourcesAssessment
Important?
Definition
Reserving needed resources early in the project
Importance

• Selecting needed resources early on in the
  project will prevent them from being consumed by
  other work.

Key Tasks
Deliverables
Identifying gaps early on in the project
Best Practices

• After a resource assessment is made, a gap
  analysis can be done to see what resource holes
  need to be filled this may include contracting
  out for services.

Accomplishing the project as efficiently as
possible

• Management decisions relating to project
  resources and scope are usually are the most
  important factors in ensuring a project's
  success.

48
Conduct Resources Assessment

• Determine what is in the potentially available
  resource pool.
• This can be existing staff, potential new staff,
  existing contracted staff, existing
  applications/solutions, hardware and software
  resources.
• Assess each resource in terms of their skill set,
  years of experience, strengths and development
  needs.
• Identify any resource gaps
• This includes identifying where the available
  resource pool will not be able to fulfill certain
  responsibilities of the project

Definition
Importance
Key Tasks
Deliverables
Best Practices
49
Conduct Resources Assessment

• 4. Develop recommendations to overcome these
  gaps. This includes
• Leverage resources part time which are currently
  on other assignments
• Assess the likelihood that additional resources
  can be procured through a vendor
• Repeat this process for material resources
• Hardware
• Software
• Facilities (e.g. training and meeting rooms,
  cubicles)

Definition
Importance
Key Tasks
Deliverables
Best Practices
50
Conduct Resources Assessment
Definition
Importance
Key Tasks
Deliverables
Best Practices
51
View Resource Assessment Template
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
52
Conduct Resources Assessment

• Conduct a realistic assessment of the skill set
  and development needs within the available
  resource pool
• Try to develop an accurate estimate of the number
  of business analysts (program personnel) who will
  be needed to gather requirements, conduct user
  acceptance testing and assist with training and
  implementation
• If resource availability is an issue, set a
  mechanism to only involve critical resources when
  absolutely necessary

Definition
Importance
Key Tasks
Deliverables
Best Practices
53
Learning Activity Scenario

• You have gained sign off on the project charter
  and scope documents but have learned that several
  executives in key leadership positions are
  uncomfortable with the information as written and
  think the project will fail. They have not
  formally spoken with you about this but you have
  heard through the rumor mill that this is
  occurring. What do you do?

54
Discussion/Questions
55
Revisit Existing Solutions and Standards
It important for agencies to revisit the due
diligence on existing solutions and standards
they conducted during the Strategy Phase since
time has elapsed between then and the initiation
of the project.
Definition
Importance
Key Tasks
Deliverables
This assessment includes having agencies speak
with OA/OIT and other agencies on what new
options may exist within the Commonwealth to meet
their needs and what new rules may govern their
work.
Best Practices
The focus is on identifying solutions which have
a lower total cost of ownership over the long
term.
56
Why is Revisiting Existing Solutions and
Standards Important?
Definition
To keep up with new developments in IT
Importance

• Technology changes fast and new solutions may
  exist that may better meet your needs.

Key Tasks
Deliverables
To keep up with new developments in policies
Best Practices

• Policies change with new leadership and new
  thinking about automating work. Be sure your
  solution still complies with enterprise and
  agency standards.

To keep up with new developments in funding

• Every new state and federal budget year impacts
  IT spending. Will your project now receive the
  funding you expected?

57
Revisit Existing Solutions and Standards

• The agency should contact its appropriate federal
  agency and state cohort agencies to see what
  exists in areas like
• Business functions
• Solution architecture
• Performance
• Reusability
• Scalability
• The agency should also contact the agencys CoP
  Planner and CoP Services Coordinator in the OA
  Office for Information Technology to see what new
  solutions and standards exist.
• Complete the questionnaire template on solutions.

Definition
Importance
Key Tasks
Deliverables
Best Practices
58
Revisit Existing Solutions and Standards

• Review applicable policies at the enterprise and
  agency levels.
• Write a report to organize your research and
  present to leadership for review.
• This includes identifying where the available
  resource pool will not be able to fulfill certain
  responsibilities of the project

Definition
Importance
Key Tasks
Deliverables
Best Practices
59
Revisit Existing Solutions and Standards
Definition
Importance
Key Tasks
Deliverables
Best Practices
Business Process Integration Template
60
View Business Process Integration Template
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
61
Revisit Existing Solutions and Standards

• Determine if the funding that is being used for
  your project has restrictions on leveraging an
  existing solution or working with another agency
• Check again at the federal level to see if there
  are existing initiatives focused on the business
  problem you are trying to solve.

Definition
Importance
Key Tasks
Deliverables
Best Practices
62
Revisit Existing Solutions and Standards

• Revisit the national groups or consortiums of
  states which you can use to identify contacts.
• Revisit the following websites for more
  information
• www.govtech.net
• www.governing.com
• www.nascio.com

Definition
Importance
Key Tasks
Deliverables
Best Practices
63
Discussion/Questions
64
Develop Procurement Strategy
Definition
A procurement strategy is focused on identifying
a procurement vehicle(s) that best meets project
needs
Importance
Key Tasks
Deliverables
It requires input from the Department of General
Services, the agency which manages all
procurement in the Commonwealth
Best Practices
65
Why is Procurement Strategy Important?
Definition
To make sure that the procurement vehicle is
adequate
Importance

• Agencies need to define a procurement vehicle
  that can support short term and long term needs

Key Tasks
Deliverables
To make sure all parties agree with the mechanism
to procure
Best Practices

• Defining a procurement strategy can help bring to
  light issues regarding any procurement
  assumptions made. In this regard, it serves a
  communications vehicle.

To identify whether the mechanism can support
project needs

• Sometimes supplementary procurement vehicles are
  required to truly fulfill project needs it is
  critical to identify this up front.

66
Develop Procurement Strategy

• Determine what it is you want to procure.
  Specifically what services (deliverables),
  hardware, software or equipment will be required.
• Review information on the DGS website
  (www.dgs.state.pa.us) regarding what type of
  procurement will best meet your needs
• Meet with DGS to discuss procurement options
  available to you and what DGS role will be in the
  procurement

Definition
Importance
Key Tasks
Deliverables
Best Practices
67
Develop Procurement Strategy

• 4. Sample procurement vehicles include
• RFP request for proposal
• RFQ request for quote
• ITB invitation to bid
• Sole Source
• Emergency
• ASAP software reseller for pre-approved
  software
• ePlus hardware reseller for pre-approved
  hardware
• ITQ invitation to qualify for IT and training
  services
• Staff Augmentation CAI contracted to provide
  consultants
• When developing the strategy, make sure it will
  meet both short term and long term needs
• This includes identifying where the available
  resource pool will not be able to fulfill certain
  responsibilities of the project

Definition
Importance
Key Tasks
Deliverables
Best Practices
68
Develop Procurement Strategy
Definition
The deliverable will depend on the procurement
vehicle selected
Importance
Key Tasks
Deliverables
Best Practices
69
Discussion/Questions
70
Develop Document Management Plan
Definition
The purpose of the document management plan is
to manage repositories of project documents and
historical information
Importance
Key Tasks
Deliverables
It helps insure a consistent style and approach
to creation, update and format of documents
Best Practices
71
Why is a Document Management Plan Important?
Definition
To stay organized
Importance
Key Tasks
To provide access to key documents to those who
need it
Deliverables
Best Practices
To insure maintenance staff have system
documentation
To archive files for future research and use
72
Develop Document Management Plan

• Define the roles and responsibilities related to
  document management.
• Define the standards for document preparation and
  review.
• Define the methods for document change control
  and version control.
• Define the approach to document storage, backup
  and retention.
• Choose and train team members on any software
  tool.
• Consider using folders in a shared drive.
• Consider using a team collaboration web site.

Definition
Importance
Key Tasks
Deliverables
Best Practices
73
Develop Document Management Plan

• Type of project documents
• Administrative documentation (licenses,
  warranties, leases, etc.)
• Analyses and recommendations
• Contract management documentation
• Correspondence and communications
• Email
• Plans and processes
• Presentations
• Reference materials
• Status reports
• Working papers

Definition
Importance
Key Tasks
Deliverables
Best Practices
74
Develop Document Management Plan
Definition
Importance
Key Tasks
Deliverables
Best Practices
Document Management Plan Template
75
View Document Management Plan Template
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
76
View Document Management Plan Example
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
77
View Document ManagementTeam Collaboration Site
Click Here
OA/OIT websitehttp//www.oit.state.pa.us
78
Develop Document Management Plan

• Be sure to receive and track vendor and project
  deliverables.
• Make project deliverables, like the project
  charter, work schedule and planning documents,
  available to team members and stakeholders.
• Provide access to files or folders according to
  the needs of individual users or groups of users
  not everyone will need to see everything.
• Enable team members to store or upload documents
  to your shared drive or web site.

Definition
Importance
Key Tasks
Deliverables
Best Practices
79
Develop Document Management Plan

• Check with OIT or the Historical and Museum
  Commissions Record Center to learn about
  archiving documents and records retention before
  you get too far into the project.
• A project web site allows opportunities to for
  team members and stakeholders to collaborate and
  work together better.
• Adhere to your naming convention and folder
  structure, so you can stay organized and find the
  right documents when you need them.

Definition
Importance
Key Tasks
Deliverables
Best Practices
80
Discussion/Questions