Procedure 420P2 Completing A Major Project Management

STATE OF ALABAMAOFFICE OF INFORMATION TECHNOLOGYProcedure 420P2: Completing a Major Project Management PlanVERSION NUMBERProcedure 420P2-02VERSION DATEOctober 1, 2017PROCEDURE TITLECompleting a Major Project Management PlanGOVERNING POLICYThis procedure is governed by the current Policy 420: IT ProjectPlanning, regardless of revision.TERMS ANDDEFINITIONSOffice of Information Technology (OIT) – formed through thepassage of Senate Bill 117, to focus on three statutory mandates: ITStrategic Planning, IT Governance, and IT Resource Utilization.Automated Project Portfolio Management Solution – the centralizedmanagement of the processes, methods, and technologies used toanalyze and collectively manage current or proposed projects.OBJECTIVEThe objective of this procedure is to provide guidance on how tocomplete and submit the Major Project Management Plan to OIT.PURPOSEThis procedure’s purpose is to provide instructions and guidance forcompleting the Major Project Management Plan to ensure that theProject Planning Policy is adhered to.SUPPORTINGDOCUMENTSProcedure 420P2The following documents support this Procedure: Policy 420: IT Project Planning Procedures 410P4: IT Project Sizing Template 410T1: Project Initiation Tool Template 420T2: Major Project Management PlanPage 1 of 15

EFFECTIVE DATEThis procedure shall be effective upon its approval by the Secretaryof Information Technology, as evidenced by the signature of theSecretary being affixed hereto.SUPERSEDESThis procedure supersedes version 420P2-01.PROCEDURECompleting a Major Project Management Plan1 Introduction1.1 InputsThe Project Management Plan is a major work product from the entire planning process. It is asummarized consolidation of project planning documents that are used to manage and guide theproject. The information needed to complete the Project Management Plan should/will beobtained by following the industry best practices as identified in this procedure document.1.2 Entry CriteriaThe Project Management Plan is to be completed following OIT’s approval of the ProjectInitiation Packet. The Major Project Management Plan must be completed using the MajorProject Plan Template when the Project Size is “Major”.1.3 Procedural StepsThe cover page should be completed by adding the Date of Project Request, Requesting AgencyName, Project Name, and Project Number.There are 14 sections within the Major Project Management Plan. Each section should becompleted by either entering wording, completing a table, or inserting an image from anotherdocument.The items in blue italic text should be removed and replaced with your input. These items inblue italic text are remarks designed to give guidance on what should be entered in that section.Complete all the sections within the template.The sections within the Major Project Management Plan are further described with examples inthe attached appendices: Section 2.6 Project Overall Timeline (see Appendix A)Section 2.7 Project Organization (see Appendix B)Section 3.1 Project Management Structure (see Appendix C)Section 3.1 Change Control Process (see Appendix D and E)Procedure 420P2Page 2 of 15

Section 6: Document Management (See Appendix F)Section 7.1 Project Organization Chart (See Appendix G)Section 8: Risk Management Plan (See Appendix H)Section 9: Issue Management (See Appendix I)Section 11: Communication Plan (See Appendix J)Section 14: Benefit Realization Plan (see Appendix K)Verification/Supporting Data1.4 OutputThe completed Major Project Management Plan should be submitted to OIT. Foragencies with access to OIT’s automated project portfolio management solution, thecompleted Plan should be submitted using this solution. For agencies without access toOIT’s automated project portfolio management solution, the completed Plan should besubmitted in PDF format via email.1.5 Responsibility/AuthorityOIT has reviewed and approved this procedure and has the authority to ensurecompliance with this procedure.1.6 Deviation/TailoringThere should not be any deviations or tailoring permitted to this procedure. If deviationsor tailoring are required, a request must be submitted to OIT.The undersigned, as Acting Secretary of Information Technology of the State of Alabama,exercising the power vested in that Office by the laws of this State, declares this procedure to beavailable for adoption as of the 1st day ofOctober , 20 .17Jim PurcellActing Secretary of Information TechnologyProcedure 420P2Page 3 of 15

DOCUMENT CHANGE HISTORYVersion420P2-01420P2-02Procedure 420P2Release DateApril 12, 2016October 1, 2017CommentsInitial versionUpdated version to incorporate the use of an automated projectportfolio management solution and new project sizinginformation and supporting documents.Page 4 of 15

Appendix AProject Overall Timeline (section 2.6) – In this section, include a high-level timeline of theproject to reflect milestones and durations. Include a timeline of the budget as it is consumed.The below image is an example taken from Microsoft project.Procedure 420P2Page 5 of 15

Appendix BProject Organization (Section 2.7) – In this section, list the key members of the project team.Include the primary roles and responsibilities of each team member or group. Below is anexample of a Project Organization list.TitleRoles and ResponsibilitiesProject ManagerDelegate tasks; prepare team meetings and oversee the project.Schedule and plan throughout the product life cycle to ensure thesuccess of the project; communicate with stakeholdersCreate and execute programming work plans and revise as neededto meet changing needs and requirements. Responsible forefficient management of the development team.Develop the proposed system using the design specificationprovided by the lead programmer, while maintaining propercoding standards. Communicate with the team quality assurancedirector to assure software value.Commissions others to deliver the project; actively work withproject manager to ensure project is successfulResponsible for maintenance of the project plan; providesadministrative support to the project manager.Includes management representatives that will be involved inproject oversight and control; also includes stakeholders that havea special interest in the outcome of the project; committee can beinvolved in providing resources and securing funds.Project Lead ProgrammerDevelopment teamProject SponsorProject AdministratorSteering CommitteeProcedure 420P2Page 6 of 15

Appendix CProject Management Structure (Section 3.1) – In this section, construct a chart that depicts theproject management structure such as the executive committees, sponsors, directors, projectadministrator, agencies involved and the project team. The below image is an example of aproject management structure.Procedure 420P2Page 7 of 15

Appendix DChange Control Process Flow Chart (Section 4.1) – In this section, create a flow chart of thechange control process from the initiation of the change thru the approval or rejection of achange request. The below image is an example.Procedure 420P2Page 8 of 15

Appendix EChange Control Matrix (Section 4.1) – In this section, include a matrix that describes each stepin the process and include what roles/individuals are responsible for that step. Below is anexample of a Change Control Matrix.ProcessProceduresInitiate Request forChanges Review and AnalyzeChange Request Review Results ofAnalysis ReviewChangeFormandApproveManagementReview CommitteeEvaluate results and recommendationsApprove or deny Change RequestAuthorize Project Managers to complete a ChangeManagement form.Review Committee The State Project Administrator submits ChangeManagement Form to the Executive Steering Committee(ESC)State Project Administrator, if necessary escalates the ChangeManagement Form to Executive Oversight Committee (EOC). Ifchange request is approved, provide appropriate approvals from ESCand EOCContract amendments require Purchasing and Contracts Officercoordination and a Change OrderProject Managersand/or Technical StaffIf Change Management Form is approved, update Detailed Project Planto reflect authorized work and assign resource(s) to perform authorizedworkOtherwise, the Change Management Form is closed and its dispositionrecordedPerform authorized work and report statusProject ManagersAnd/or Technical StaffVerify that Change Request is completed, Close Change Request,Update Change Order Log and Update Decision LogProject Managers Procedure 420P2Evaluate business rationale/justification for changeEither authorize further analysis or deny change requestDefine scope of change, estimate LOE and costAssess impact to projectDevelop recommendations/alternativesUpdate Change Order Log Close Change OrderProject Sponsors Implement ChangeOrderResponsibilitiesDescribe change requested, as well as businessrationale/justification for change, and impact tocost/schedule.Check for completeness and review Change Order Log to confirmsimilar requests have not been made.Add the Change Request to the Change LogSubmit the Change Request to Project Review Board Page 9 of 15

Appendix FDocument Management Matrix (Section 6) – In this section, describe how the project librarywill be established and what medium will be used. Below is an example of a documentmanagement matrix.Project MemorandumMeeting AgendaMeeting MinutesPresentationsChange Management FormWeekly Status ReportIssue LogRisk LogDecision LogGeneral Administration TemplatesUsed for preparing project memorandumsUsed for preparing meeting agendasUsed for documenting meeting minutesUsed for preparing presentationsProject Control TemplatesUsed for documenting and tracking changerequestsUsed to review project status and provide toState project manager.Used to document and track project issuesfrom inception through resolutionUsed to document and track project risksUsed to document and track project decisionsDocument TemplatesDeliverable TransmittalUsed as a cover sheet that is submitted withproject deliverables.Document Comment FormUsed for preparing comments on the documentdeliverables.Procedure 420P2Page 10 of 15

Appendix GProject Organization Chart (Section 7.1) – In this section, include an organizational chart ofthe project team. This is an example of a Project Organization Chart.Procedure 420P2Page 11 of 15

Appendix HRisk Management Plan (Section 8) – In this section, document the procedures for identifying,analyzing, prioritizing, assigning, and mitigating a risk. Also identify the key roles andresponsibilities for risk management. Below is an example of a Risk Management Matrix.Performing Qualitative Risk AnalysisData QualityEach threat and opportunity will be further looked at for quality of dataavailable and the risk ratings imparted. AssumptionsTestingProject assumptions will be revisited to ensure that identified risks arestill valid. Risk MatrixDefinition ofProbabilityand ImpactProject Risk (Threat and Opportunity) MatrixProbabilityNegligi iskHighRiskA scale of 1%-100% will be used for Probability.(1-20)% means very low(21-40)% means low(41-60)% means medium(61-80)% means high(81-100)% means it is a factRisk Team willPerform the dataQuality assessmentRisk team will performthe assumptions testing. Team will use theagreed upon definitionsof Risk Matrix cells Team will use theagreed upondefinitions ofprobability andimpact. Risk Team indetermine which riskmove forward.A scale of 1-5 will be used for impact ratings1 means negligible2 means minor3 means moderate4 means significant5 means severeApplication ofthe RiskThresholdProcedure 420P2Any risk will a probability of over 80% will be treated as a fact andwill be addressed in the Project Management Plan and not in RiskManagement. Risk threshold (which risks move forward in theprocess and which ones will bePage 12 of 15