California Project Management Framework (CA-PMF)

ContentsState of CaliforniaCalifornia Project Management OfficeProject Management FrameworkProject ManagementFrameworkPage i

ContentsCalifornia Project Management OfficeProject Management FrameworkOverview13815IntroductionOverview of the CA-PMFDocument Structure and Convention GuideDiscussion of MF TemplatesAdditional TemplatesRecommended UsePage ii

ContentsCalifornia Project Management OfficeProject Management FrameworkConcept1315IntroductionApproachProcess Phase roject CharterStakeholder RegisterRACI MatrixProcess Phase ChecklistPage iii

ContentsCalifornia Project Management OfficeProject Management mplexity AssessmentProject Management Plan (PMP)Plans Subordinate to the PMPProcess Phase verable Expectation DocumentsSurveysProcess Phase ChecklistPage iv

ContentsCalifornia Project Management OfficeProject Management FrameworkClosing131419IntroductionApproachLessons LearnedProcess Phase ChecklistAdditional Resources13226770IntroductionApproachFramework ResourcesFramework ReferencesGlossaryPage v

Document ControlCalifornia Project Management OfficeProject Management FrameworkVersion HistoryDocument history and version control is used to record detail of minor andmajor changes to the California Project Management Framework (CA-PMF).Version #DateAuthorChanges1.05.02.2016CA-PMOInitial Publication1.15.13.2016CA-PMOMinor Edits1.26.24.2016CA-PMOMinor EditsPage vi

California Project Management OfficeProject Management FrameworkOverviewIntroductionThis chapter provides an overview of theCalifornia Project Management Framework,its purpose and use, and how it will help youwith your projects.Overview Page 1

OverviewCalifornia Project Management OfficeProject Management FrameworkIn this chapter.123Overview ofthe CA-PMFDocumentStructure andConventionGuideDiscussionof LifecyclesPage 3Page 8Page 151.1 Purpose andUse of theFramework1.2 Varying ProjectSizes andComplexity2.1 Colors and IconConventions2.3 Key NavigationElements2.4 Call-Out Boxes3.1 ProjectManagementLifecycle (PMLC)3.2 SystemDevelopmentLifecycle (SDLC)1.3 The Value of theCA-PMF3.3 Project ApprovalLifecycle (PAL)1.4 A ThoughtfulApproachto ProjectManagement3.4 RelationshipBetweenLifecyclesOverview Page 2

Overview1California Project Management OfficeProject Management FrameworkOverview of the CA-PMFPageThe California Project Management Office (CA-PMO) has designed the CaliforniaProject Management Framework (Framework or CA-PMF) to provide Californiaorganizations with a solid foundation for project success. This new Frameworkreplaces the project management guidance and tools that were previouslyincluded in the California Project Management Methodology (CA-PMM).The CA-PMF offers guidance and insight on project management methodsand approach (through the use of resources, tools, and templates), as wellas narratives detailing the justifications for why specific activities shouldbe performed. Icons, colors, and other graphic elements throughout theFramework are intended to promote ease of use.1.1 Purpose and Use of theFrameworkThe CA-PMF is a practical and useful guide to lead a Project Manager and teamthrough the Project Management Lifecycle (PMLC) for projects of all sizes, so thatthey achieve expected outcomes and thereby project success. The Frameworkfocuses on Information Technology (IT) projects, but it can be used by projectteams for other types of projects as well.The Framework highlights important project management priorities. It offersrecommended practices and lessons learned regarding method and approach(through the use of resources, tools, and templates). The Framework supportsproject management practices that conform to industry standards as defined bythe Project Management Institute (PMI) and adapted to the context of CaliforniaState government. For deep dives into a particular project managementdiscipline discussed in the CA-PMF, refer to PMI’s Project Management Body ofKnowledge (PMBOK).The intended audience for the Framework is Project Managers and projectteam practitioners who are responsible for directly performing or overseeingproject management processes and activities. The CA-PMF will also provideuseful information to Project Sponsors, project participants, and Stakeholdersregarding the effective and efficient management of projects. The guidance andOverview Page 3

OverviewCalifornia Project Management OfficeProject Management Frameworkadvice contained in the Framework emphasizes the importance of people skills,good judgment, and effective communications in the successful delivery ofprojects. These are critically important and relevant to all project Stakeholders.The Framework includes all major project processes and activities, from initialproject definition to project closing. This will equip the Project Manager with thetools necessary to consider the needs of the project and how its organizationcan be structured and managed to deliver the intended result.The Framework also provides models for the management tools and plansused to document and manage the project. Project management practitionersare encouraged to leverage the tools and templates by modifying them for theneeds of their respective projects. Each plan describes some aspect of how theproject team conducts its work. This includes how to control the operation ofthe project team, assess project progress, and evaluate the quality of productscreated by the project.The CA-PMF aligns with state policy, identifies the connections to the projectoversight and project approval processes, and directs practitioners to theappropriate resources for further information on those processes.A key objective of the CA-PMO is to keep the Framework relevant over time byupdating it with additional guidance and tools as they become available for thestate’s project management community to leverage in future projects. This isone of the reasons that the CA-PMF included templates under the broader term“tools”; because although many of the CA-PMF tools are currently templates,a range of different kinds of tools will be added to the CA-PMF toolset overtime. This objective also highlights the importance of state Project Managersand teams having easily available and current reference material for projectmanagement.1.2 Varying Project Sizes andComplexityInformation technology projects vary in size, type, and complexity. Sponsoringorganizations embark on projects with varying levels of project skills, experienceand process maturity. A project may impact a small number of Stakeholders, orit can affect the lives of millions.No matter what a project’s size or complexity, the project management objectiveto work through each project management discipline is consistent. For example,not every project needs a stand-alone governance plan. As long as the ProjectManager includes a clear description of how decisions will be made in the ProjectOverview Page 4

OverviewCalifornia Project Management OfficeProject Management FrameworkManagement Plan (PMP), the project management objective of documentinga governance process is met. The Project Manager and project team shouldaddress all of the industry standard project management disciplines, but at thesame time adjust the level of complexity and rigor to match the needs of theindividual project. The CA-PMF framework provides guidance and adaptabilityfor what is required relative to each project management discipline.The Framework focuses on a product development and service deliveryapproach that follows a traditional waterfall methodology, which is presentlythe predominant methodology used by the state for projects. However, the useof an iterative or adaptive lifecycle strategy, such as Agile development, stillrequires the Project Manager and the project team to work through the projectmanagement disciplines and determine how the processes should be adaptedto the needs of the development approach. To help with this adaptation, the CAPMF includes guidance on what types of projects are suited for an Agile deliveryapproach, how to assess the readiness of organizations for an Agile deliveryeffort, and recommended practices related to Agile. An ongoing developmenteffort will provide guidance for how the Framework elements can be adaptedfor efforts that use an Agile delivery approach.1.3 The Value of the CA-PMFAs projects vary, so does the training and experience of Project Managers.However, regardless of the Project Manager or project team experience,the Framework is intended to offer an opportunity for the state’s projectmanagement community to strive for a level of efficiency and consistency inthe way projects are managed.The Framework provides a number of benefits, including:1. A project management “how-to” guide for Project Managers and projectteams across a range of experience levels, using practical language thatis easy to understand and use.2. A project management framework, nomenclature, and toolset withtemplates, examples, and instructions that are flexible to accountfor differences in project needs, but are structured to be consistentlyapplicable across a wide range of project types, sizes, and complexities.3. Guidance that is compliant with current project management standardsand policies, and is based on industry best practice and lessons learned.4. A statewide project management perspective that addresses therelationships between high level project activities, the project approvalprocess, procurement activities, and system development activities.Overview Page 5

OverviewCalifornia Project Management OfficeProject Management Framework1.4 A Thoughtful Approach toProject ManagementThe Framework is a standards-based guide that includes all of the key elementsa Project Manager needs to consider for success. However, he or she mustadjust their use of the Framework to the specific conditions and needs of eachproject undertaken. This is why the soft skills and good judgment of the ProjectSponsor, Project Manager, and project team members are key ingredientsfor successful project management. Good project management consists ofequal parts science, good judgment, and people skills, including effectivecommunication, as indicated in Figure 1-1.The Framework provides much of the science of project management in theform of a sound process for project teams to follow. It offers a set of useful toolsand techniques to provide a structured, disciplined, and repeatable approachto project management based on industry standards and best practices. Thesecomponents provide the foundation for project success. However, projectmanagement is more than building a schedule, assigning tasks, and monitoringprogress. Project management is about communicating effectively withStakeholders, finding solutions within given constraints, and adding value tothe organization by addressing the needs of the business.Proper use of the CA-PMF tools and techniques will help make success morelikely. However, the ultimate success of a project depends on the experience,skills, and sound judgment of the Project Manager, project team, and the ProjectSponsor, as they are responsible for ensuring that the work is completed andall project pieces come together as planned. Since delivering project outcomesis usually a team effort, people skills and effective communication are keyinputs for success. In any project, the unexpected will happen and risks willbecome issues. Success comes to those who exercise good judgment as theyanticipate and plan for these possibilities, deal with issues as they arise, andwork effectively as a cohesive team.Overview Page 6