State of West Virginia
Office of Technology
Program / Project Concept Form
PROJECT NAME:
Author:
Date:
Version:
WV Office of TechnologyConcept Form
Introduction
The Project Concept Form is utilized in the first phase (initiating) of the project management life cycle. It is used to collect and report information that will serve as the foundation for making a decision to initiate a new project. The WVOT Project Management Office will notify the sponsor or named contact of the Steering Committee’s decision (e.g., approve, proceed, absorb, queue) within approximately 30 business days of receiving the Project Concept form. In many cases the sponsor is invited to present their concept to the Steering Committee.
Upon receiving approval of the concept document, the project sponsor may transition to the next phase (planning) of the project life-cycle, which includes development of the Statement of Work (SOW), in particular the schedule, scope and budget.
Instructions
Complete all sections of this form. If a particular question is not applicable, enter NA (Not Applicable) to indicate that you have at least considered the question.
Definitions of project management and technology terms are presented in the On-line Project Management Glossary and at the end of the corresponding project management form. The first occurrence of each glossary word is underlined and linked within the on-line document. Click on the underlined word (link) to view the definition.
The Project Concept Form must be authorized by an individual(s) who prioritizes work and / or has spending / budgetary authority, typically someone who is serving as a director or is in a high level position. This individual usually serves as the program / project sponsor.
All tables and boxes are expandable. Add rows when it is necessary to include additional information.
Submit Questions and Concept Papers to:
West Virginia Office of Technology
Project Management Office
Office of Information Security and Controls
321-323 Capitol Street
Charleston, WV 25301
A. General Information
Date Submitted: / Click here to enter a date. / Prepared By: / Click here to enter text.Sponsor: / Click here to enter text. / Sponsoring Entity: / Click here to enter text.
Authorized By**: / Click here to enter text. / Contact: / Click here to enter text.
Contact Phone No.: / Choose an item. / Contact Email: / Click here to enter text.
** The Project Concept or Initial Request Documents must be authorized by an individual who prioritizes work and / or has spending / budgetary authority. This individual generally serves as a director or is in a higher level position. Sponsor, Authorized By, and Contact can be the same or different individuals.
B. Background and Objectives
Provide the project description, objectives / expected outcomes. In general, respond with lists or short narratives (2 -5 sentences). You may attach supporting documentation, if needed.
Proposed Project Name or Title:
Click here to enter text.Project Description, Overall Purpose, and Goals
Click here to enter text.Project Objectives
State the project objectives in a manner that demonstrates how the project outcome will benefit the organization by helping it to (1) achieve business requirements, (2) satisfy strategic goals, and (3) fix or prevent problems.
Project Objective / How Does the Product Objective Benefit the Organization?1. / Click here to enter text. / Click here to enter text.
2. / Click here to enter text. / Click here to enter text.
3. / Click here to enter text. / Click here to enter text.
4. / Click here to enter text. / Click here to enter text.
5. / Click here to enter text. / Click here to enter text.
C. Project Drivers
Identify how the project will align with the strategic, business, and technical direction of the Department, the Agency, the State, the Executive Branch, the Office of Technology, etc. Select as many as apply.
Contribute to improvement of the State’s economic climateSupport the standardization and consolidation of technology
Other State-wide Initiative Click here to enter text.
Improve delivery of products and services to customers
Safeguard data and technology resources
Federally mandated - necessary for regulatory or policy compliance
State mandated - necessary for regulatory or policy compliance
Obsolescence (approaching a de-support, expired license, etc. for an application, system, product, or service)
Other Click here to enter text.
D. Organizational Scope
1. Check the box that best reflects the organizational scope of this project.
Single agencyDepartment
Multiple agency***
State-wide government project
***If multiple entities are involved, list those units, departments, agencies, branches, etc:
Click here to enter text.
2. Similar Services and Products:
Are you aware of any other State entities using or planning to deploy a similar product or service?
Yes
No
If you checked “Yes”, please identify and describe the other product or service (short narrative):Click here to enter text.
E. Financial and Schedule Planning
1. Identify the funding source(s) and amount(s) per funding source
Funding Source / Amount1. / Click here to enter text. / Click here to enter text.
2. / Click here to enter text. / Click here to enter text.
3. / Click here to enter text. / Click here to enter text.
4. / Click here to enter text. / Click here to enter text.
5. / Click here to enter text. / Click here to enter text.
Provide estimates related to budgets, schedules and other information over the life of the entire project. You may attach schedules, financial worksheets, etc. You will be asked to estimate specific cost/line items when you complete the Project Charter and the Project Plan.
Estimated Budget for the Program or Project (from planning to execution / deployment. Consider personnel, hardware, software, facilities, support, etc. / Low BudgetClick here to enter text. / High Budget
Click here to enter text. / Notes:
Click here to enter text.
Estimated Annual Budget to maintain the application, system, product or service.
Consider personnel, hardware, software, facilities, support, etc. / Low Budget
Click here to enter text. / High Budget
Click here to enter text. / Notes:
Click here to enter text.
Estimated Schedule / Est. Start Date
Click here to enter text. / Est. Completion Date
Click here to enter text. / Notes:
Click here to enter text.
Estimated Duration (in days) / Least Number of Days
Click here to enter text. / Most Number of Days
Click here to enter text. / Notes:
Click here to enter text.
2. Name and title of person that has the authority to authorize agency spending:
3. Acquisition / Support Plans:
Do you plan to enter into a contract, support level agreement, or software license agreement with an external consultant, vendor, other third party, etc.? Check all that apply.
Other Acquisition / Support Plans / Name of party(if known at this time)
RFP, RFQ, or other Request Instrument / Click here to enter text.
Software License / Click here to enter text.
Consultant / Click here to enter text.
Service Level Agreement / Click here to enter text.
Other Click here to enter text. / Click here to enter text.
F. Other Information
If needed, provide additional information to support the concept below. Alternatively, you may attach items to the Project Concept Document.
Click here to enter text.G. Items Requiring Additional Research
Include a brief description of any items that will require additional research.
Click here to enter text.H. Approval Section – this section is for WVOT use only
Approved Concept Documents will transition to the Program or Project Charter step in theProject Life Cycle.
1. Decision:
Approved / Rejected / Queue
Revisit Date / Absorbed
See H.3. below / Other:
If not approved, specify reasons.
Click here to enter text.
2. If approved, rank project priority:
Very High (priority 1)
Start immediately / High (priority 2) Start within 1–3 months / Medium (priority 3)
Start within 3-6 months / Low (priority 4) Start within 6–12 months
3. If approved, classify work:
New Program / New Project / Absorb into
Existing Program / Absorb into
Existing Project
5. If approved, assign a WVOT Program / Project Manager:
Click here to enter text.
6. If approved, assign the program and / or project number(s)
7. If approved, assign the billing code(s)
8. Signatures:
The signatures of the individuals below indicate an understanding and approval of the concept request purpose.
Name / Title / Signature / Date
Sponsor / Click here to enter text. / Click here to enter text. / Enter Date.
WVOT Steering Committee Chair (CTO) / Click here to enter text. / Click here to enter text. / Enter Date.
9. Notifications:
The following individuals should be notified that a project concept has been approved.
Name / Title / Signature
WVOT Chief Financial Officer (CFO) for notice / Click here to enter text. / Click here to enter text.
WVOT Project Manager for notice and assignment / Click here to enter text. / Click here to enter text.
Certification and Accreditation Representative for notice / Click here to enter text. / Click here to enter text.
CRM Representative / Click here to enter text. / Click here to enter text.
Glossary
Initial Request (see Project Concept).Project: a group of related work activities which, when effectively carried out, will achieve certain goals and objectives. A project is managed by a project manager, operates under a project structure and has a well-defined scope, duration, budget, and very specific deliverables. A project can exist independently of any program or can be identified as part of a program.
Program: a collection of related, perhaps interdependent, projects which, taken together, solve an identifiable business/technical problem or complete an initiative. A program organizes the interrelationships of the individual projects within it and provides an overall means for effectively organizing and coordinating those projects. Although a program may have a scope, schedule, budget, and high level deliverables, these attributes are broadly defined and subject to change as projects evolve and new related projects arise. In order for the program to be considered successful, all individual projects contained within it must be successfully completed.
Program / Project Charter: is created to formally communicate the existence of an approved program or project, respectively. It details the purpose, strategic alignment, objectives, scope, assumptions, constraints; critical success factors for any given program or project. Additionally, the charter presents the high level project organization structure including project roles and responsibilities as well as the project communication protocol.
Program / Project Concept: basically communicates the initial intent and ideas related to a potential program or project. The Concept document / form defines the project’s reason for being and ensures the project is consistent with the organizational business plan. The Concept document / form should describe what is to be done, why it is to be done, and what business value the project deliverables will provide to the organization. It should provide adequate details for the WVOT Steering Committee to make an informed decision on pursuing the program or project. Preparation and submission of the concept form is the first step in the project life cycle. Other documents (Purchase Request, Business Case, etc.) may include or cover concept questions.
Sponsor and Sponsoring Entity: refers to the individual and the unit, department, agency, etc. which will ultimately be responsible for the project outcome and is responsible for obtaining funds or spending authority, personnel, and other resources specifically for the project.
West Virginia Office of Technology (WVOT) Project Steering Committee: is responsible for approving and determining the priority of programs and projects sponsored or undertaken by the WVOT. Additionally, this group is responsible for monitoring progress on all WVOT related programs and projects to ensure that these efforts are managed in an efficient and economical manner, as well as deliver the outcomes defined in the concept and charter documents.
Version 1 – 10.20.2009 -2-