PROCEDURE
PAGESUBJECT / PROCEDURE:DATA SYSTEMS/COMPUTER
SERVICES: PROJECT TEAM
CHECK LIST / P1.8203-1
LEGAL AUTHORITY / P6Hx23-1.8203 / 3/31/88
Revision #17
P6Hx23-1.8203PROCEDURE:DATA SYSTEMS/COMPUTER SERVICES: PROJECT TEAM CHECK LIST
PURPOSE AND INTENT:
To provide a checklist of items to be considered by a Project Team Leader during the life of a project and to explain the activities associated with each. As a result, we have complete project development which is thoroughly documented in a Project Folder.
PROCEDURE:
A.GENERAL
Computer Programming services are requested via a Data Processing Activity Request (DPAR) - see P6Hx23.1.8202. Those requests that are given a PROJECT status are satisfied by a cooperative effort of the PROJECT TEAM.
As defined in P6Hx23-1.8201, there are certain responsibilities incurred by the Project Team Leaders. This procedure is to provide a checklist of activities for the Leader to consider as he guides the team over the life of the project.
It is expected that every project will have a folder in which the checklist is kept along with all documentation and authorization that pertain to all facets of the project.
B.DETAIL
The following procedures define the use of each check list item. The checklist and the following description of each item should be regarded as the minimum guidelines for project control. Other information may be included depending upon the discretion of the project team. Sine the checklist applies to enhancements and changes to a project as well as to its original development, the form has four (4) columns to facilitate the control of these various categories of activities with a minimum amount of paper. The form is shown as Appendix B.
1.System
Enter the appropriate System title. A list of system titles is included as Appendix A.
2.Title
Enter a brief title, such as “Print checks/distribution list.”
3.DPAR Log Number
Each DPAR has a preprinted number for use in all communications. That number is entered here and is a required item.
4.Assign Date
Enter the date the request was assigned as a PROJECT, as identified in Section III of the DPAR.
5.DPAR
A copy of the DPAR should be included in the Project folder.
6.Estimate Work Papers
Check to be sure that copies of all work papers used to estimate Section II of the DPAR are kept.
7.Team Structure
A list of team members and a calendar of meeting dates and times is to be kept in the folder. The team members list should include the name, title and department name of each member.
8.Original Specs
Original specifications are defined as any specifications for output, reports, screens or processing of Data as described by the user and attached to or listed on the DPAR Section I Description of Services Box, or that evolve out of initial meetings with the users.
9.Meeting Schedule
There should be a schedule of dates, times, and place and topic of each planned meeting. Any changes or deviations should be noted on the schedule.
10.Correspondence
Copies should be kept of any correspondence related to the request. Examples of correspondence to include are memorandums, minutes of meetings, specification changes, and notes and dates of any telephone conversations related to the request.
11.Working Specs
The Working Specs are developed jointly by all persons involved with the request (contact person, analyst/programmer, project team members) as a result of all meetings and will be agreed to and signed-off by all such persons. These specs are the ones that support final code and should consist of the following eighth (8) sections:
*System Description: a management summary of the proposed project followed by a detailed project description. Data Flow Diagrams or other pictorial means of describing the request can be used to define the flow of the proposed project.
*Data Requirements: all Data requirements need to be described: files, transactions, reports, screen displays and similar items. Any changes or additions to the project Data dictionary should be documented here.
*Project Controls: This section contains information about security concerns, audit trail requirements, backup and recovery procedures.
*Project Test Plan: The project test plan narrative willdescribe the test input that will be used and thestrategy for verifying the test results; to includeresponsibility for each.
*Conversion and Implementation Plan: Any conversion methods and schedule should be described in this section as well as the plan for implementing the request.
*Equipment: A review will be conducted concerning the acquisition of any additional equipment. It should account for bidding, purchasing, delivery, installation, and check out necessary to make equipment available when needed.
*Flowcharts: If appropriate, a project flowchart should be included. It would include a complete Data flow diagram as well as a computer run-to-run diagram.
12.Schedule
A direct output from the working spec document will be an estimated schedule that described, typically in GNATT chart form, the planned schedule of tasks. The schedule would include a task description, the person(s) responsible for performing the task, and the duration of the task.
As a minimum, the schedule would include the following tasks:
a.Forms design
b.Logic design of main line programs, testing strategy, and conversion programs
c.Coding - mechanizing the logic
d.User Manual
e.Testing the programs and/or document flow, training user staff with assistance of user manual, and installing and checking out new equipment.
f.Implementation - converting files.
13.Forms Design
Check this item to be sure any need for forms has been thoroughly covered. The specifications should define all necessary forms. Their acquisition primarily is the responsibility of the user. Those forms for use on printers would have to be reviewed by Data systems personnel to certify spacing, etc. Changes to needs as defined in the specs should be documented.
14.Logic Design
The assign of logic that computer programs mechanize primarily will be the responsibility of Data Systems personnel. However, close coordination in defining details many times requires user input. This includes logic for conversion programs, main line, and auxiliary programs as well as special testing programs and/or option of the main line programs that specifically support testing. The progress in this area should be recorded as well as any changes to the working specs that may arise.
15.Coding
Coding is sole responsibility of the Data Systems personnel. Its progress will be measured by the schedule at regular project meetings. This progress should be recorded.
16.User Manual
Over the life of the project, the user is responsible for the development of his user manual. It should be scheduled so that it exists in its basic form in time for use during the testing phase.
17.Testing
Check this item to be sure all testing concerns have been covered.
a.The specifications have defined the testing strategies. During testing, we should record the test files used and the dates of tests. Copies of the final test input and output should be kept, if possible, along with user certification of approval.
b.During test, we would expect new user forms and procedure to be used in a test environment.
c.Also, the user’s manual would be ready for use, the situation providing for a critique of its clarity and completeness.
d.If the project involves new on-line features, this period not only helps test those features, but it creates the environment for training the appropriate user departments.
e.It’s obvious that in order to train and test, any new equipment must be installed and working by this time.
18.Implementation
In this period, the programs, files and procedures actually take effect and define a new (or different) production environment.
During this period, all actions take place that change the old system to the new; typically, the effort is mainly in Data Systems where files are converted, program names are changed, and schedules are adjusted.
19.User Sign Off
Once implementation is complete, the team evaluates the results and certifies that the project is complete.
C.FINAL DISPOSITION
A copy of the DPAR, affixed with the sign off signatures, is returned to the user, while the signed white and green copies are finally filed in Data Systems’ central system library, and in the Data Systems’ system’s folder, respectively.
Permanent filing of the PROJECT folder(s) is the responsibility of the PROJECT leader. It must be easily accessible for Audit and/or subsequent enhancement projects.
This procedure was formerly numbered P6Hx23-1.820.1.2.
P1.8203-1