HSD Video Conference Augmentation 2012 Project
Project Charter For Certification
Sean Pearson – Chief Information Officer
Steven Klump – Director, Child Support Enforcement Division
TED ROTH - Director, Income Support Division
Mario Gonzalez - Project Manager
Original Plan Date: May 2, 2012
Revision Date:
Revision: 1.0
table of contents
table of contents i
1. project background 1
1.1 Executive Summary -rationale for the project 1
1.2 Summary of the foundation planning and documentation for the project 1
1.3 Project Certification Requirements 1
2.0 Justification, Objectives and impacts 2
2.1 Agency Justification 2
2.2 Business Objectives 2
2.3 Technical Objectives 2
2.4 Impact on Organization 3
2.5 Transition to Operations 3
3.0 Project/Product Scope of Work 4
3.1 Deliverables 4
3.1.1 Project Deliverables 4
3.1.2 Product Deliverables 6
3.2 Success and QUALITY METRICS 6
4.0 Schedule Estimate 7
5.0 Budget Estimate 7
6.0 Project Authority and Organizational Structure 8
6.1 STAKEHOLDERS 8
6.2 PROJECT GOVERNANCE PLAN 8
6.3 PROJECT MANAGER 9
6.3.1 PROJECT MANAGER CONTACT INFORMATION 9
6.3.2 PROJECT MANAGER BACKGROUND 9
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES 9
6.5 Project management Methodology 9
7.0 Constraints 10
8.0 Dependencies 10
9.0 Assumptions 10
10.0 Significant Risks and Mitigation Strategy 11
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING 11
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V 12
13.0 Project Charter Agency Approval Signatures 12
14.0 Project Charter Certification Approval Signature 13
Revision History
Revision Number / Date / Comment1.0 / 5/23/2012 / Initial document
ii
Project Charter: HSD VIDEO CONFERENCE AUGMENTATION 2012 PROJECT 13
1. project background
The project background section is meant to provide the reviewer with a picture of the development of the project from inception to its being submitted for certification.
1.1 Executive Summary -rationale for the project
The purpose of this project is to expand and augment the current HSD video conference network by adding or replacing 21 videoconference units and other supporting equipment or software. The benefit will be to reduce travel time and costs related to HSD meetings and enable more options for direct communication between offices, staff, and management. This effort is funded through federal grants and Department operational funds.
1.2 Summary of the foundation planning and documentation for the project
Overall, planning for the overall expansion of the current HSD videoconference network was based on prior work related to the initial implementation. This effort is an expansion or continuation of the network as it was previously established.
1.3 Project Certification Requirements
Does the project fit into the criteria for certification? Which and how?
CRITERIA / YES/NO / EXPLANATIONProject is mission critical to the agency / YES / It reduces costs related to management / staff meetings which would be in jeopardy due to current budget considerations. Also, as the ASPEN project rolls out, this videoconference network will support management and training.
Project cost is equal to or in excess of $100,000.00 / Yes / HSD will invest $499,000 in this expansion with an estimated annual budget savings of $199,000.
Project impacts customer on-line access / No / There is no related online impact to HSD clients.
Project is one deemed appropriate by the Secretary of the DoIT / Yes / Current funding was approved in exception process.
Will an IT Architecture Review be required? / No / This is an expansion of a communications network not interfaced with current mainframe systems.
2.0 Justification, Objectives and impacts
The justification and objectives section relates the project to the purpose of the lead agency and describes the high level business and technical objectives for the project. The section also includes a high level review of the impact to the organization, and of the concerns for transition to operations.
2.1 Agency Justification
IDENTIFY AGENCY MISSION, PERFORMANCE MEASURE OR STRATEGIC GOALS TO BE ADDRESSED THROUGH THIS PROJECT
Number / Description /1 / Enhance customer service and access to public services through adequately trained staff and accessible facilities.
2.2 Business Objectives
Use the following table to list measurable business objectives
Number / Description /1 / Reduce costs related to operational functions.
2.3 Technical Objectives
Number / Description /1 / Expand the videoconference network consistent with current network standards (such as ITU H.232).
2.4 Impact on Organization
The impacts on the organization are areas that need to be addressed by the project through its planning process. They may not be internal project risks, but they can impact the success of the project’s implementation.
Area / Description /End user / In this instance, end users are HSD staff and management who require meetings to manage ongoing operations.
Business Processes / The processes related to currently organizing videoconference meetings will be automated. This will reduce the time and effort related to organizing sessions.
It Operations and staffing / The system will be automated which will reduce the impact on IT staff who currently organize and monitor video conferences.
Other / The technology will enable an option for training.
2.5 Transition to Operations
The transition to operations areas include items that are asked in the certification form to assure that the project has accounted or will account for these matters in its planning and requirements specifications.
Area / Description /Preliminary Operations location and staffing plans / No impact as the current system is in place.
Data Security, Business Continuity / No impact as the network will be encrypted. Business continuity will be affected if the system fails.
Maintenance Strategy / Cost of maintenance will be scheduled into current HSD IT planning forecasts. Training and support will be handled by IT staff and select field staff.
Interoperability / The system will be used primarily by internal HSD staff.
Record retention / Not Applicable.
Consolidation strategy / Not Applicable.
3.0 Project/Product Scope of Work
In its efforts to move from the high-level business objectives to the desired end product/service the project team will need to deliver specific documents or work products. The State of New Mexico Project Management Methodology distinguishes between the project and the product.
Project Deliverables relate to how we conduct the business of the project. Product Deliverables relate to how we define what the end result or product will be, and trace our stakeholder requirements through to product acceptance, and trace our end product features and attributes back to our initial requirements
3.1 Deliverables
3.1.1 Project Deliverables
This initial list of project deliverables are those called for by the IT Certification Process and Project Oversight memorandum, but does not exhaust the project deliverable documents
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 projectCertification 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
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.”
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.
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.
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
Project Schedule / A tool used to indicate the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. The defacto standard is Microsoft Project
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.
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
3.1.2 Product Deliverables
The product deliverable documents listed here are only used for illustration purposes
Requirements Documents / This effort is related to the expansion of a current service rather than the development of a specific product. To that end, the following items are left not applicable.Design Documents / Not Applicable – system is established per manufacturer standards.
Systems Specifications / Not Applicable – system is established per manufacturer standards.
Systems Architecture / This videoconference system is self contained.
System and Acceptance Testing / Testing and acceptance is based on functionality of system on delivery and optimization.
Operations requirements / Not Applicable.
3.2 Success and QUALITY METRICS
Metric are key to understanding the ability of the project to meet the end goals of the Executive Sponsor and the Business Owner, as well as the ability of the project team to stay within schedule and budget.
Number / Description /1 / Quality metrics are established to the performance and function of the system to meet manufacturer’s specifications.
4.0 Schedule Estimate
The schedule estimate is requested to provide the reviewers with a sense of the magnitude of the project and an order of magnitude of the time required to complete the project. In developing the schedule estimate, certification timelines and state purchasing contracts and procurement lead times are as critical as vendor lead times for staffing and equipment delivery. Project metrics include comparisons of actual vs. target date. At the Project Charter initial phase, these times can only be estimated.
The following is the estimated project schedule:
Task / DueHSD perform system analysis. / Completed
November 2011
HSD Technical staff evaluates hardware options and identifies compatible system. / Completed
November 2011
HSD presents Request for Implementation Phase Certification to Project Certification Committee. / May 23, 2012
HSD finalizes procurement and acceptance of hardware. / June 30, 2012
HSD completes delivery and installation of equipment to 22 HSD offices throughout the state. / October 31, 2012
Complete final testing. / November 30, 2012
HSD presents final close out to Project Certification Committee. / February 2013
5.0 Budget Estimate
Funding is supported by the Department of Defense / Supplemental Nutrition Assistance Program (Section 1002 of Pub. L. 111-118, the Department of Defense (DoD) Appropriations Act, 2010).
The cost of the expansion is approved by federal approval of $499,838.23.
6.0 Project Authority and Organizational Structure
6.1 STAKEHOLDERS
Class / Stake in Project / Organization /ISD Field Staff / Reduced time requirements to attend ISD training or meetings. / HSD
ITD Technical Staff / Reduced time related to supporting interconnections of conference locations. / HSD
Aspen Project / Implementation of this project cannot interfere with the current schedule for implementation of the new ISD eligibility system. / HSD/Contractors
6.2 PROJECT GOVERNANCE PLAN
This project plan addresses the procurement of the videoconference equipment to be implemented by two staff in the ITD Systems Administration Bureau. Technical review and scheduling will be addressed by the Systems Administration Bureau Chief.
6.3 PROJECT MANAGER
6.3.1 PROJECT MANAGER CONTACT INFORMATION
name / Organization / Phone #(s) / Email /Mario Gonzalez / HSD ITD / 476-3948 /
6.3.2 PROJECT MANAGER BACKGROUND
The project manager assigned has been with the department for 8 years and has managed multiple projects of similar or higher complexity.
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES
Role / Responsibility / Name / Functional Area /Lead / Approval of Schedule and Deliverables / Nathan Wallwork / ITD/SAB
Technical / Implementation of System / Celina Fresquez / ITD/SAB
Technical / Implementation of System / George MacArthur / ITD/SAB
Finance / Funding Management / Steven Chavez / ISD
Cisco / Technical Support / [Technical Staff] / Video Services
CenturyLink / Technical Support / [Technical Staff] / Network Services
6.5 Project management Methodology
This is not a project that requires SDLC approach. It is a project to expand a current system in place. The methodology is based on current HSD approaches to utilize its network staff to expand video conference services.
7.0 Constraints
Number / Description /1 / Funding availability requires that some of these funds be expended before the end of the the 2011 Federal Fiscal Year (September 30, 2011). Federal funds lost will have to be replaced with state general funds.
8.0 Dependencies
Types include the following and should be associated with each dependency listed.