DoIT SHARE Asset Management
PROJECT MANAGEMENT PLAN
(PMP)
Executive Sponsor – Charles Martinez, DoIT CFO
Business Owner – David Holmes, SHARE Director
Project Manager – Michael Chmura
Original Plan Date: April 9, 2013
Revision Date:
Revision: 1.0
Project Management Plan for [Project Name]
Revision History
Preparing the Project Management plan
About This Document
Project Oversight Process Memorandum – DoIT, July 2007
1.0 Project Overview
1.1Executive Summary- rationale for the Project
1.2 funding and sources
1.6 Initial Project Risks Identified
2.0 Project Authority and Organizational Structure
2.2 Project Governance Structure
2.2.1 Describe the organizational structure – Org Chart
3.0 Scope
3.1 Project Objectives
3.1.1 Business Objectives
3.1.2 Technical Objectives
4.0 Project Deliverables and methodology
4.1.1 Project Management Deliverables
4.1.2 Deliverable Approval Authority Designations
4.1.3 Deliverable Acceptance Procedure
4.2 PRODUCT LIFE CYCLE
4.2.1 Technical Strategy
4.2.2 Product and Product Development Deliverables
4.2.3 Deliverable Approval Authority Designations
4.2.4 Deliverable Acceptance Procedure
5.0 Project Work
5.1 Work Breakdown Structure (WBS)
5.2 Schedule allocation -Project Timeline
5.3 Project Budget
5.4 Project Team
5.4.1 Project Team Organizational Structure
7. 0 Project Close
7.1 Administrative Close
7.2 Contract Close
Revision History
Revision Number / Date / Comment1.0 / April 9, 2013 / DoIT Project Management Office Creation
Preparing the Project Management plan
The workbook for preparation of the Project Management Plan is built around helping the project manager and the project team to use the Project Management Plan in support of successful projects. Please refer to it while developing this PMP for your project.
About This Document
Project Oversight Process Memorandum – DoIT, July 2007
“Project management plan” is a formal document approved by the executive sponsor and the Department and developed in the plan phase used to manage project execution, control, and project close.
The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and documents approved scope, cost and schedule baselines.
A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management.
“Project manager” means a qualified person from the lead agency responsible for all aspects of the project over the entire project management lifecycle (initiate, plan, execute, control, close). The project manager must be familiar with project scope and objectives, as well as effectively coordinate the activities of the team. In addition, the project manager is responsible for developing the project plan and project schedule with the project team to ensure timely completion of the project. The project manager interfaces with all areas affected by the project including end users, distributors, and vendors. The project manager ensures adherence to the best practices and standards of the Department.
Project product” means the final project deliverables as defined in the project plan meeting all agreed and approved acceptance criteria.
“Product development life cycle” is a series of sequential, non-overlapping phases comprised of iterative disciplines such as requirements, analysis and design, implementation, test and deployment implemented to build a product or develop a service.
Revision: 1.0DoIT-PMO-TEM-0201 of vi
Project Management Plan for [Project Name]
1.0 Project Overview
The Project Overview sets the stage for the details of the project and begins the “story” of the project and plan.
1.1Executive Summary- rationale for the Project
The PeopleSoft Asset Management (“AM”) module was installed as part of the original SHARE implementation. However, this module is only being utilized by one State Agency to record, track, depreciate and retire fixed assets. DoIT currently manages over $60M in fixed asset (book value) through the use of spreadsheets. This project will expand the use of this module for the Department of Information Technology (DoIT). Currently, DoIT uses manual processes and off-line spreadsheets instead of the SHARE to handle the recording, tracking, depreciation and retirement of fixed assets. DoIT will build on existing AM configuration in SHARE to deploy AM functionality.
The objective of this AM deployment for DoIT is to focus on implementing the functionality needed to streamline the processing related to fixed assets while improving accuracy, timeliness and data integrity. This implementation will be a “vanilla” implementation whereby no SHARE customizations are planned nor desired.
DoIT’s objectives for the Accounts Receivable implementation will focus on:
- Elimination of manual processes and offline spreadsheets
- Improved fixed asset reporting
- Increased timeliness of journal entries for depreciation expense, accumulated depreciation and balance sheet activity
- Providing knowledge transfer to the State’s functional and technical support teams on AM configuration and functionality
- Training of DoIT staff
- Creation of the SHARE AM Cookbook
1.2 funding and sources
Source / Amount / Associated restrictions / ApproversDoit (Laws 2012, HB 2, Chapter 19, Section 4, pg. 52)
P-code 784 Enterprise Replacement Fund / $120,000.00 / None
Doit (Laws 2013, HB 2, Chapter XX, Section Y, pg. TBD)
P-code 784 Enterprise Replacement Fund / $180,000.00 / None
$300,000 / None
1.6 Initial Project Risks Identified
In this section identify and describe how each risk will be managed. Include the steps that will be taken to maximize activity that will result in minimizing probability and impact of each risk.
Risk 1
Description -Reliance on outsourced resources to accomplish project goals / Probability: Expected / Impact: Outside consultants bring industry expertise and best practices. Costs are increased.
Mitigation Strategy All critical tasks assigned to state personnel. Closely monitor and manage outside contractor teams. Monitor costs closely.
Contingency Plan: Monitor situation closely and utilize all functionality available. Hire contractors for only short term needs.
Risk 2
Description - Staff resource availability / Probability: Expected / Impact : Schedule will be delayed, costs may increase and project may not receive the thought and testing required for smooth transition into production/implementation.Mitigation Strategy: Hiring of additional support staff
Probability: Possible
Contingency Plan: Monitor closely the workload and personnel assignments. Utilize outside resources if budget will accommodate.
Risk 3
Description - Maintaining project focus as a priority / Probability: Possible / Impact: MediumNeed to limit focus to AR only and avoid temptation to expand functionality.
Mitigation Strategy: Limit configuration of expanded functionality to only those enhancements needed to replace customizations previously created
Contingency Plan: Obtain additional funding to expand scope to include additional functionality.
Risk 4
Description – A delay in procuring or contracting could push delivery dates into contention with the SHARE upgrade / Probability: Possible / Impact: HighMitigation Strategy: Procure and contract in a timely manner
Contingency Plan: Continue data clean-up during the procurement and pre-project kick-off timeframe.
2.0 Project Authority and Organizational Structure
The Project Organization describes the roles and responsibilities of the project team. It also identifies the other organizational groups that are part of the project and graphically depicts the hierarchical configuration of those groups. It exists to clarify interaction with the project team.
2.2 Project Governance Structure
2.2.1 Describe the organizational structure – Org Chart
3.0 Scope
3.1 Project Objectives
3.1.1 Business Objectives
Number / DescriptionBusiness Objective 1 / Take advantage of available SHARE Asset Management functionality
business objective 2 / Eliminate manual processes and shadow systems
BUSINESS OBJECTIVE 3 / Streamline business processes pertaining to recording and processing of fixed assets
BUSINESS OBJECTICE 4 / Improved reporting and analysis
3.1.2 Technical Objectives
Number / DescriptionTechnical Objective 1 / Expand the functionality of the current SHARE PeopleSoft ERP software
Technical Objective 2 / Increased financial controls and regulatory compliance
4.0 Project Deliverables and methodology
4.1.1 Project Management Deliverables
Project Deliverables are work products or artifacts that are driven by the project management methodology requirements and standard project management practices regardless of the product requirements of the project.
Deliverable Number / Deliverable / Description / AcceptanceDEL-1 / Project Charter / The Project Charter for Certification sets the overall scope for the project, the governance structure, and when signed is considered permission to proceed with the project. The Project Charter for Certification is used to provide the Project Certification Committee with adequate knowledge of the project and its planning to certify the initiation phase of the project / Deliverable Acceptance Criteria
According to DoIT requirements and State of NM policies and procedures.
Standards for Content and Format
According to DoIT requirements, standards and templates.
Quality Review
Monthly by business owners and project team
Presentation as required and certification by DoIT and PCC.
DEL-2 / Certification Form / The Request for Certification and Release of Funds form is submitted when a project goes for any of the certification phases. It deals with the financial aspects of the project, as well as other topics that indicate the level of planning that has gone into the project. Many of the questions have been incorporated into the preparation of the project charter / Deliverable Acceptance Criteria
According to DoIT requirements and State of NM policies and procedures.
Standards for Content and Format
According to DoIT requirements, standards and templates.
Quality Review
Monthly by business owners and project team
Presentation as required and certification by DoIT and PCC.
DEL-3 / Project Management Plan / “Project management plan” is a formal document approved by the executive sponsor and the Department and developed in the plan phase used to manage project execution, control, and project close. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and documents approved scope, cost and schedule baselines. A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management plan.” / Deliverable Acceptance Criteria According to DoIT requirements, standards and templates.
Standards for Content and Format - According to DoIT requirements, standards and templates.
Quality Review
Monthly by business owners and project team
Presentation as required and certification by DoIT and PCC.
DEL-4 / IV&V Contract & Reports / “Independent verification and validation (IV&V)” means the process of evaluating a project to determine compliance with specified requirements and the process of determining whether the products of a given development phase fulfill the requirements established during the previous stage, both of which are performed by an organization independent of the lead agency. Independent verification and validation assessment reporting. The Department requires all projects subject to oversight to engage an independent verification and validation contractor unless waived by the Department. / Deliverable Acceptance Criteria
Will be according to DoIT requirements for IV&V and as set forth in the IV&V Contract Scope, terms and conditions and shall be determined by the approval of the Project Steering Committee and Project Team.
Standards for Content and Format - According to DoIT requirements, standards and templates.
Quality Review
Monthly by business owners and project team
Presentation as required and certification by DoIT and PCC.
DEL-5 / IT Service Contracts / The Department of Information Technology and the State Purchasing Division of General Services have established a template for all IT related contracts. / Deliverable Acceptance Criteria shall be review and approval by the procuring agencies of all tasks being completed and tested.
Standards for Content and Format – Planning deliverables shall be in the format of an assessment with recommendations for implementation. Implementation deliverables shall follow SHARE documentation standards.
Quality Review – SHARE Team will conduct quality review.
DEL-6 / Risk Assessment and management / The DoIT Initial PROJECT RISK ASSESSMENT template which is meant to fulfill the following requirement: “Prepare a written risk assessment report at the inception of a project and at end of each product development lifecycle phase or more frequently for large high-risk projects. Each risk assessment shall be included as a project activity in project schedule.” Project Oversight Process memorandum / Deliverable Acceptance Criteria - As set forth in the Contract Agreement or required by the Project Team and according to DoIT requirements, standards and templates.
Standards for Content and Format - - According to DoIT requirements, standards and templates.
Quality Review Weekly monitoring and Risk updates by Project Mgr and Project Team... Monthly Risk/Issue updates provided with Project status reports to business owners and project team, Executive Steering Committee.
Project Mgr follows proper escalation steps with changes to existing or new risks.
Risk Management Plan and Risk Log included as required with certification documents for DoIT and PCC presentations and monthly reporting.
DEL-7 / Project Schedule / A tool used to indicate the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. The de-facto standard is Microsoft Project / Deliverable Acceptance Criteria – Project Mgr and project team monitor task and schedule progress, weekly.
Monthly: updated project schedule included with Project Status Report to Executive Sponsors and Steering Committee.
Updated schedule provided as required with DoIT and PCC certification documents.
Standards for Content and Format: MS Project format.
Quality Review –
Weekly review by Project Team, SPD Business Owner, DFA Oversight
Monthly Status Reports reviewed by GSD/SPD Business owner, eProc Project Mgr and DFA Project Sponsors
Presentation as required and certification by DoIT and PCC.
DEL-8 / Monthly Project Status Reports to DoIT / Project status reports. For all projects that require Department oversight, the lead agency project manager shall submit an agency approved project status report on a monthly basis to the Department. / Deliverable Acceptance Criteria – PM provides DoIT with updated Monthly Report in DoIT format by the 9th of each month
Monthly Status Report submitted to DoIT by the 10th of each month
Standards for Content and Format – DoIT Monthly Report template
DEL-9 / Project Closeout Report / This is the Template used to request that the project be officially closed. Note that project closure is the last phase of the certification process / Deliverable Acceptance Criteria – According to DoIT requirements and templates and State of NM policies and procedures.
Standards for Content and Format DoIT and State of NM
Quality Review
Monthly by business owners and project team
Presentation as required and certification by DoIT and PCC.
Additional deliverables may be determined in implementation phase
4.1.2 Deliverable Approval Authority Designations
Complete the following table to identify the deliverables this project is to produce, and to name the person or persons who have authority to approve each deliverable.
Deliverable Number / Deliverable / Approvers (Who can approve) / Date ApprovedDEL-001 / Project Charter / Project Sponsor
DEL-002 / Planning Phase Certification Form / Business Owner
DEL-003 / Project Management Plan (PMP) / Project Team,
Project Sponsor / PMP will be updated, ongoing and as required for remainder of project term.
DEL-004 / IV&V Contract
IV&V Reports / Project Team,
Project Sponsor / N/A For This Project
DEL-005 / IT Service Contracts / Project Sponsor
Business Owner
DEL-006 / Risk Assessment and management / Business Owner
Project Sponsor
DEL-007 / Project Schedule / Project Team,
DEL-008 / Monthly Project Status Reports to DoIT / Business Owners / Monthly, as produced
DEL-009 / Project Closeout Report / Project Team,
4.1.3 Deliverable Acceptance Procedure
Describe the process that this project will use for the formal acceptance of all deliverables.
The Business Owners and the projectteam will review completed deliverables to certify that specifications and requirements and/or contract obligations have been satisfied. The project team willvote to accept or reject the deliverable and provide the team’s majority decision, in writing, to the Project Sponsor for approval of payment of vendor invoices. . T
If the deliverable is rejected, the project team will inform the Project Sponsors, in writing, of the reason for the rejection, and actions required by the vendor before the deliverable is presented for acceptance again.
4.2 PRODUCT LIFE CYCLE
“During the project management lifecycle, agencies shall select and implement a phase product development lifecycle methodology approved by the Department.” PROJECT OVERSIGHT PROCESS Memorandum
4.2.1 Technical Strategy
Discuss the key technical strategies for achieving success in this project.
The technical strategy for this project will follow the current SHARE technical environment. SHARE is an off-the-shelf ERP solution. The hardware and software are under the control of DoIT.
4.2.2Product and Product Development Deliverables
Product Deliverables are work products or artifacts that are driven by the product management methodology requirements and standard project management practices regardless of the product requirements of the project.
Deliverable Number / Deliverable / Description / AcceptanceDEL-1 / Requirements Documents / A Requirements Document will be developed that defines the DoIT ARbusiness processing priorities. Meetings will be held with the business owners to define business processing requirements / Deliverable Acceptance Criteria TBD in Development and Test Preparation stage
Standards for Content and Format
TBD in Development and Test Preparation stage
Quality Review -
TBD in Development and Test Preparation stage
DEL-2 / Design Documents / Design documents will be developed as part of the Planning Phase. / Deliverable Acceptance Criteria - TBD in Development and Test Preparation stage
Standards for Content and Format - Documentation will follow existing SHARE standards.
Quality Review - SHARE Team will conduct quality review.
DEL-3 / Systems Specifications / System Specifications will be developed as part of Planning Phase. / Deliverable Acceptance Criteria - TBD in Development and Test Preparation stage
Standards for Content and Format - TBD in Development and Test Preparation stage
Quality Review - SHARE Team will conduct quality review.
DEL-4 / Systems Architecture / The system will be certified on PeopleSoft operating platforms. Technical Architecture will be defined as part of the Planning Phase. / Deliverable Acceptance Criteria - TARC review not required for this project
Standards for Content and Format - TARC review not required for this project
Quality Review - TARC review not required for this project
DEL-5 / System and Acceptance Testing / The DoIT ASD users will test system functionality, performance, reporting accuracy and response times.
SHARE IT Technical Support Staff will test system operational performance. / Deliverable Acceptance Criteria - TBD in Development and Test Preparation stage
Standards for Content and Format - TBD in Development and Test Preparation stage
Quality Review - TBD in Development and Test Preparation stage
DEL-6 / Operations requirements / Operations requirements will be defined in the Planning Phase. / Deliverable Acceptance Criteria - There are no additional SHARE operations requirements for this project.
Standards for Content and Format -
There are no additional SHARE operations requirements for this project.
Quality Review - There are no additional SHARE operations requirements for this project.
4.2.3 Deliverable Approval Authority Designations
Complete the following table to identify the deliverables this project is to produce, and to name the person or persons who have authority to approve each deliverable.