OFFICE OF THE CIO. PROCEDURE Informational VERSION: 1.0

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1 OFFICE OF THE CIO PROCEDURE Informational VERSION: 1.0 Purpose Project Management of Major or Large NDUS Information Technology Projects Project Managers Guide/Checklist This procedural process will ensure that a consistent approach will be used for all information technology projects being planned within the NDUS. The process will ensure projects are vetted properly prior to being approved so that all costs and impacts are identified based on known information at the time. This process will follow the lifecycle of a project which includes five phases; 1) origination, 2) initiation, 3) planning, 4) execution and control, and 5) closeout. Procedural Process Phase One - Origination During this phase, the entity planning to bring an IT project forward must submit a business case. The business case will be used in vetting the project along with determining whether the project will be granted approval to proceed. 1. Entity seeking approval to proceed with an IT project will develop a business case. All NDUS IT projects will require this document to be developed This business case must be completed prior to any funds being expended for the project unless approval has been granted by the CIO for gathering information required in preparation of the business case. Information regarding a business case and a template can be found in the North Dakota Project Management Guidebook. Additional information can be found in the NDUS IT Project Management Standard 001, and/or NDUS IT Managed Project Guidelines. Contact the Office of the CIO for assistance. Procedure: Project Management of Major or Large NDUS IT Projects-Project Managers Guide/Checklist Page 1

2 2. An initial business case shall be submitted to the Office of the CIO for review to determine whether it is in general compliance with requirements of a business case Initial meeting with Data Center, Application Developer Director, and other directors to see whether there are impacts on their area should the project be approved to proceed Identify resource needs (staff, equipment, and associated costs) to be included in the business case should it be approved to proceed. 3. Update business case and submit to the Office of the CIO. 4. In addition to the business case, the submitting entity shall complete a NDUS Self-Analysis Ranking Form to the Office of the CIO. This form is used in the project approval process to determine whether the project requires formal project management methodology applied and whether it meets the criteria for large project reporting, if the project requires informal project management or if the project is exempt or is terminated. 5. Document will be filed and a copy sent to the NDUS CIO. 6. NDUS CIO and others will determine whether the project is to be approved, held for some time period, or terminated. If approved, continue to phase two. Phase Two Initiation During the initiation phase, several project organizational functions take place. All NDUS IT projects shall comply with requirements in this phase. 1. As a result of the project being approved, the business case that was prepared and submitted in phase one may need to be updated Update if necessary and submit revised document to the Office of the CIO. 2. Designate Project Manager for the project. 3. Designate Project Sponsor(s). 4. Determine who will be assigned to the Project Team. 5. Establish an Executive Steering Committee. This committee can be established either in this phase or very early in the planning phase. Preference is during this initiation phase. 6. Develop the Project Charter. Information regarding a Project Charter along with a template can be found in the North Dakota Project Management Guidebook. Additional information can be found in the NDUS IT Project Management Standard 001, and/or NDUS IT Managed Project Guidelines. Contact the Office of the CIO for assistance Project Manager along with the Project Sponsor(s), Project Stakeholders will develop the Project Charter Initial Project Charter is to be submitted to the Office of the CIO for review to determine whether general compliance with requirements for a Project Charter has been met. Procedure: Project Management of Major or Large NDUS IT Projects-Project Managers Guide/Checklist Page 2

3 6.3. Update Project Charter (if necessary) and submit to the Office of the CIO The Office of the CIO will file and submit a copy to the NDUS CIO NDUS CIO will review the Project Charter and determine whether the project should proceed to the planning phase If approved by the CIO, the Project Manager will gain approval signatures from each of the project sponsors who were listed in the Project Authority section of the Project Charter. This process affirms that requested resources will be assigned for the project Once final signatures have been gathered of the Project Sponsor(s), a copy will be submitted to the Office of the CIO to be filed. A copy will be forwarded to the NDUS CIO. 7. Conduct a Project Kick-off meeting Plan and conduct the project kick-off meeting. This is the event that formally marks the beginning of the project. Information regarding a project kick-off meeting can be found in the North Dakota Project Management Guidebook Orientate new project team members. Phase Three Planning The purpose of project planning is to define the exact parameters of a project and ensure that all pre-requisites for Project Execution and Control are in place. Projects that have been determined to not require full project management methodology applied may not be required to comply with a need for a full project plan; however, all projects will be required to complete a Project Schedule or Work Breakdown Structure (WBS). 1. Project Manager, with assistance from others, develops the Project Plan. Information regarding a Project Plan can be found in the North Dakota Project Management Guidebook. Other sources for information can be found in the NDUS IT Project Management Standard 001 and/or NDUS IT Managed Project Guidelines Conduct a project planning kick-off meeting once the initial project plan and/or project schedule has been developed The Project Plan is a living document that is updated as the project progresses There are several sections to a project plan; however, the most important sections pertain to the project s Cost, Scope, Schedule, and Quality As the project manager and project team members become more familiar with the project, the Project Plan is updated Updated project plans are submitted to the Office of the CIO. 2. Project Manager, with assistance from others, develops the Project Schedule Define all the necessary tasks that will need to be taken to accomplish the project s implementation. This information is very detailed and needs to include information on what is the task, who will be involved in accomplishing the task, setting the start/end dates for each task, and defining the deliverable expected with each set of tasks. It is helpful to break down tasks into definable lengths or into forty hour increments. Project milestones shall be indicated in the project schedule and at each milestone, a Procedure: Project Management of Major or Large NDUS IT Projects-Project Managers Guide/Checklist Page 3

4 determination by the Project Sponsor(s) and Project Manager should be made as to whether the project shall continue or be terminated. The Office of the CIO and the NDUS CIO may be involved in the decision to proceed upon oversight review Once it has been determined that the Project Schedule includes all tasks to be accomplished, a copy shall be submitted to the Office of the CIO where it will be kept on file A copy of the Project Schedule shall be submitted to the NDUS CIO for review The NDUS CIO will determine whether the project shall continue to proceed or whether the project schedule requires further refinement Once approved, establish the baseline for the project schedule For projects that are reported as large projects to the Legislative IT Committee, a Project Startup Report is filed with the Committee by the Office of the CIO once the project has been baselined (scope, schedule, and resource budget are agreed upon). Throughout the life of the project s implementation, reports will be provided to the Committee by the Office of the CIO on project status and any variances from the project s baseline. Phase Four Execution and Control The purpose of Project Execution and Control is to develop the product or service that the project was commissioned to deliver. All the plans, schedules, procedures, and templates that were developed or anticipated in the earlier phases of the project management lifecycle will now be used to manage the project through implementation and acceptance. Unanticipated events and situations will be encountered during this phase of the project and the Project Manager along with Project Team will be taxed with finding resolutions while minimizing impact to the project s Cost, Scope, Schedule, and Quality (CSSQ). Risks need to be identified and logged on a Risk Log, issues that arise are to be tracked on an Issues Log, and changes to the project are required to be documented on a Change Log. Logs will give a description of the item, mitigating solution, responsible individual, dates identified, current status, and date resolved. The conclusion of this phase arrives when the product or service is fully developed, tested, accepted, implemented, and transitioned to the organization responsible for the on-going operation of said product or service. It is critical that accurate records are maintained throughout this phase as they serve as input to the final phase, Project Closeout. 1. Project Manager will use all the project management tools developed or identified in prior phases to ensure that the project is managed to be on time and within budget while maintaining the original project scope. Additional information on Project Execution and Control and be found in the North Dakota Project Management Guidebook, the NDUS Project Management Oversight Standard 001, and/or NDUS Project Management Guideline Project Manager ensures tasks are being accomplished on time Deliverables are delivered and accepted Milestones are met Project is reviewed by Project Sponsor(s) and approval to continue is received. Procedure: Project Management of Major or Large NDUS IT Projects-Project Managers Guide/Checklist Page 4

5 Office of the CIO is informed that milestone is met and project has gained Project Sponsor s approval to proceed. NDUS CIO will review and approve Status Report is developed and submitted to Project Sponsor(s), Stakeholders, and to the Office of the CIO Changes, risks, and issues are identified and entered into logs. 2. Status Reports are developed as necessary or required per the Project Plan Status reports are to be compiled and distributed to Project Sponsor(s) and other Project Stakeholders A copy is to be submitted to the Office of the CIO quarterly or when a milestone has been reached, or has been exceeded by twenty percent of planned cost or schedule. Information on what is to be included in the status report can be found in the NDUS Project Management Guideline 001. A template can be found in the North Dakota Project Management Guidebook or contact the Office of the CIO Both, positive and negative cost and schedule variances are to be reported for milestones. 3. A project performance assessment is to be completed jointly by the Project Manager and the Office of the CIO Evaluate the project status and performance of the project budget and schedule Review change, risk, and issues logs. 4. Office of the CIO will prepare a Project Status Summary Report to be submitted quarterly to the CIO, Senior Councils, State Board of Higher Education and Legislative IT Committee as required/requested. 5. Upon conclusion of the project (once the product or service is fully developed, tested, accepted, implemented, and transitioned to the entity responsible of on-going operation), the Project Manager will gain project acceptance from the Project Sponsor(s) and the Project Stakeholder Decision-Makers Gain signatures of the Project Sponsor(s) indicating their concurrence the project implementation is completed and has been accepted. A Project Acceptance Form template can be found in the North Dakota Project Management Guidebook Copy of signed Project Acceptance Form shall be submitted to the Office of the CIO The Office of the CIO will report the project implementation as being completed to the CIO, Senior Councils, and to the State Board of Higher Education in the following Project Summary Report. 6. Project is reviewed to determine whether there are any remaining open items before proceeding to the next phase. Phase Five Project Closeout The purpose of the Project Closeout is to assess the success of the project, capture historical information, and glean any lessons learned and best practices to be applied to future projects. Procedure: Project Management of Major or Large NDUS IT Projects-Project Managers Guide/Checklist Page 5

6 1. Project Manager is to develop a Post Implementation Report (PIR) to assess and document the success of the project and to capture historical information about the project. Information and a template regarding the Post Implementation Report can be found in the North Dakota Project Management Guidebook As part of the PIR, a survey may be used to gather the information from the Project Team and other stakeholders. A template can be found in the North Dakota Project Management Guidebook Once completed, a copy is to be submitted to the Office of the CIO Upon acceptance, the Office of the CIO will submit the document to the CIO for review Upon CIO acceptance, a copy will be submitted to the Senior Councils, State Board of Higher Education, and the Legislative Council upon request. 2. Project Manager will create a separate document containing the Lessons Learned for the project. This information should be pulled out from the Post Implementation Report so that it can be maintained separately as a searchable document by other project managers. 3. Final administrative closeout of the project Project Manager will provide feedback to the Project Team members using the Post Implementation Report as the basis of how the project proceeded Project Manager will ensure that all project related documents have been placed into the project repository Project Manager is released from further responsibilities on the project and the Office of the CIO is informed Upon project completion, the Office of the CIO will file a Project Closeout Report with the Legislative IT Committee. This report informs the Committee whether the project s objectives were met, whether the project s scope, schedule and budget were met or the amount of variance from baseline, it describes lessons learned, and allows for a success story to be told. Procedure: Project Management of Major or Large NDUS IT Projects-Project Managers Guide/Checklist Page 6

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