ITS PMO Planning Update
ITS PMO Implementation Team
March 5, 2009
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ITS PMO Update
Agenda
§ ITS PMO Goals
§ Terminology
§ Assumptions
§ Short Term Objectives (March 2009)
§ Mid Term Objectives (August 2009)
§ Long Term Objectives (December 2009)
§ Discussion
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ITS PMO Update
ITS PMO Goals
§ Design a standard ITS project management
methodology to include processes, tools, and
templates for all phases of the project
management life cycle
§ Implement an ITS project governance structure
§ Definition of ITS project types, classifications,
and scalable project management guidelines
§ Common ITS proposal request and approval
process
§ ITS program management model
§ Resource management and utilization model
§ Project status reporting process
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ITS PMO Update
ITS PMO Goals
§ Develop a prioritized inventory of ITS projects.
§ Conduct a project health check of ITS high
priority projects and provide status and
recommendations to management.
§ Develop an ITS PMO SharePoint site as a
framework for the delivery and operations of
the project management methodology.
§ Provide requirements for the SharePoint and MS
Project Enterprise Server CO implementations
based on the standard ITS project
management methodology.
§ Develop an ITS PMO implementation and training
plan. 4
ITS PMO Update
Terminology and Definitions
§ Project Management Methodology
§ Project Sponsor
§ Proposal
§ Project
§ Program
§ Milestone
§ System Development Life Cycle (SDLC)
§ Project Management Life Cycle
§ Project Status
§ Project Phase
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ITS PMO Update
Assumptions
§ Current IT Planning Group and PMO processes will be
integrated to form ITS common project management
practices.
§ ITS will use a common and standardized proposal
submission and approval process.
§ The IT Planning Group will have oversight to the proposal
request and approval process.
§ A committee will evaluate and prioritize proposal requests.
§ Proposal approval paths will be aligned with the type of
project and/or department.
§ The proposal approval process involves:
§ Analysis of the business need, justification, benefits, feasibility
§ Preliminary evaluation of the size, risk level, impact, resource
requirements
§ A charter document
§ Approval and prioritization by the appropriate management
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ITS PMO Update
Assumptions
§ A proposal becomes a project once it is approved.
§ Consistent project management processes will be adopted
ITS-wide.
− Project planning, scope and project plan development
− Resource analysis and management
− Project status reporting and status meetings
− Issues tracking and escalation
− Risk management
§ ITS project management methodology will be based on
best practices and customized to fit CSU.
§ Project management will be scalable to the size/impact of
the project.
§ Already developed PMO processes and tools will be
utilized.
§ Project management processes will be introduced in
phases.
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§ Training will be provided to ITS staff.
ITS PMO Update
Assumptions
§ High level project information including project description,
project team, project milestones, current phase, status
and escalated issues/risks will be maintained in a
central location.
§ A decentralized model will be used to support ITS-wide
project management processes.
§ ITS managers will be accountable to ensure
§ Project information is updated and accurate on a monthly
basis
§ Compliance to project management standards
§ The PMO will provide oversight to the project status update
and reporting process.
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Short Term Objectives
§ Establish ITS project definition
§ Define project types and classifications
§ Identify common proposal submission and
approval process
§ Create CMS and TIS project inventory
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Status: Accomplished March 2009
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Short Term Objectives
Project Definition
§ A temporary endeavor undertaken to create a
unique work product, service, or result.
§ Proposed ITS Definition of a project --
§ Approved and funded work effort
§ More than 80 hours
§ Involves more than one cross-functional team, to
plan and/or execute the work
§ Cross-functional refers to project resources/teams
from different departments and/or reporting
managers
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Short Term Goals
Project Types and Definitions
§ Standard project types
§ Facilitates assignment of project leads and resources
§ Facilitates identification of common elements
between projects
§ Identifies approval path
§ Based on type of work effort
− Infrastructure, Software Development, System Upgrade,
Data Warehouse, CMS Upgrade, New Application
Service, etc.
§ Reporting by project type
§ Standard project classifications
§ Classifies project based on size, complexity, risk,
impact and priority
− Minor, Medium, Major
§ Project management is scalable 11
Project Classification
Project Risk Low Medium High Very High Score
Indicator 0 1 2 3
§ Standard
method to Team size (# of bodies) < 5 5-9 10-14 > 14
# of cross -functional 1-2 3-4 5-6 > 6
classify workgroups/teams involved
projects *Estimated work duration < 2 months 3-6 months 6-12 months > 12 months
based on
project risk
indicators
Technology and/or In-house Familiar New to CSU New to CSU;
§ Team size business process expertise requires system-
wide
change/training
§ # of x-
functiona Complexity Solution is well Solution is
defined; no known; some
More than 1
approach
Solution
unknown or
problems problems available vaguely defined
l teams expected expected
§ Estimated Organizational Impact / Serves 1 Serves multiple CO wide System-wide
Priority department, departments’ impact impact;
work optional to
others
business
requirements
regulatory
duration
Project Class Scoring: TOTAL :
§ New Minor
Intermediate
0 – 5
6 - 10
technolo Major 11 - 18
gy or
Title and Date business 12
process
Short Term Goals
§ Identify Common Proposal, Submission and Approval
Process
Le a d cre a te s
IT P la n n in g / PM O Pro je ct C h a rte r
C o m m itte e 4
Pro p o sa le va lu a tio n
- Business need ,
fe a sib ility
-W o rk e ffo rt size , risk
le ve l, 3 5 Pro je ct C h a rte r
im p a ct, re so u rce a p p ro ve d b y
re q u ire m e n ts IT S E xe cu tive
- Project lead assigned M anagem ent
D e p a rtm e n t
Le ve l
A p p ro va lto
Pro ce e d
w ith Pro p o sa l 2
6 A PPR O V E D
P R O JE C T
Fo llo w s
sta n d a rd
d e fin itio n s,
O n lin e 1 m anagem ent
S u b m issio n a n d sta tu s
R e q u e st re p o rtin g
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Short Term Goals
Project Inventory
§ Create project inventory of CMS, Enterprise
Systems,
Data Warehouse and TIS projects
§ Active projects by department
§ Work efforts over 80 hours, multiple teams
§ Project Lead, Project Sponsor
§ Start and end dates
§ Project phase
§ Project status
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Short Term Goals
Project Definitions: Project Status
§ Project Status measures the health of the project
§ On Schedule
§ Delay-No Risk
§ Delay-Risk
§ Completed
§ Cancelled
§ On Hold
§ Not Started
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Short Term Goals
Project Definitions: Project Phase
§ Project Phase represents where the project is at
in the project lifecycle
§ Proposal
§ Planning
§ Requirements
§ Design
§ Development
§ Testing
§ Implementation
§ Training
§ Production
§ Closed
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Project Inventory Statistics
Department§ Total Active On Delay- Delay-Risk On Hold Not
Projects Projects Schedule No Risk Started
CMS 12 11 10 1 1
Data Warehouse 2 1 1 1
Enterprise 13 13 12 1
Services
TIS 56 47 32 14 1 3 6
TIS General 5 5 3 1 1
OSS 3 2 1 1 1
Cyber 20 14 12 2 0 6
CASS 28 26 16 10 2
Other 7 4 2 2 1
TOTAL: 90 76 59 16 1 7 7
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Observations
§ Data collection process observations
§ Inconsistency of data captured and tracked
§ Inconsistency of project management practices
§ Different interpretations of “what is a project”
§ Terminology not standardized
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Project Lifecycle and SDLC
Relationship Between Project Lifecycle and SDLC
Project Execution
Project Initiation / Planning
System Development Lifecycle
Project Close
Release/Rollout
Pilot / Training
Rqmts/Analysis
Development
System Test
Design
Project Control
Infrastructure Project Management
Production Support Planning
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Project Inventory
Discussion of Handout
§ Does data add value?
§ What other information would you like to see?
§ Maintenance of project inventory
§ In short term ITS PMO Committee can maintain
§ Coming --- Collaborative work space via SharePoint
(already doing this for CMS Integration projects)
§ Requires “buy-in” by ITS executive management
§ Requires active participation of project leads
§ Requires accountability of department managers
§ Approach to collect other ITS department data
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Project Inventory Discussion
§ Mid Term Objectives (August 2009)
§ Identify method to maintain project inventory
§ Implement project status reporting process
§ Identify standard deliverables for each project,
based on project type and classification.
§ Implement Proposal Request and Approval process
§ Implement basic project management guidelines
and tools for TIS, CMS, Data Warehouse and
Enterprise Services
− Scope document and Project Plan development
− Issues management
− Risk management
− Status reporting and status meetings
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§
Project Inventory Discussion
§ Mid Term Objectives (August 2009)
§ Introduce Resource Management Tool
§ Conduct workshop for Directors/Managers/Project
Leads to introduce/train staff on new processes
Basic project management requirements for
current projects
Project management definitions
Status reporting process and tool
Roles and responsibilities
Proposal/Project Initiation process and tool
Project team collaboration best practices
using SharePoint
Resource management process and tool
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Project / Proposal Request and
Approval Cycle
Lead creates
IT Planning/PMO Committee Project Charter
Proposal evaluation
- Business need,
feasibility 4
-Work effort size, risk
level,
impact, resource
requirements 3 5
- Project lead assigned Project Charter
approved by
ITS Executive
Management
Department Level
Approval to
Proceed
with Proposal
2
6
APPROVED PROJECT
Follows
standard
definitions,
1 management
Online and status
Submission reporting
Request
ITS PMO Executive Management Presentation January 2009 23
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Project Inventory Discussion
§ Long Term Objectives (6-12 months)
§ Include training as part of the on-going process
§ Develop project management assessment process to
measure compliance
§ Measure process for successes and improvement
§ Project management assessment of highest priority
projects (includes IT Planning , CMS and other
high priority/high risk projects)
Develop a project assessment tool to enable
departments to assess their own projects
Provide intervention recommendations
PMO assist in areas identified as high risk
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