1. Statement of Requirements

Transcription

1 1. Statement of Requirements 1.1 Introduction An Enterprise Portfolio Management Office (EPMO) was established at the City of Port Phillip (CoPP) in December 2013 to raise the project delivery maturity and capability of the organisation and ensure an Enterprise approach is taken to project management and delivery. Fundamental to improving our project delivery capability are enhancements and developments in the areas of governance, tracking and reporting of projects in order to have a clear view of the performance of the entire enterprise portfolio. In December 2015, the council deployed an Enterprise Project Management System called Project Guidance System (PGS) via MS Project Server to production. This initial system captures all project information, has basic workflow and reporting and has set the foundations for a journey of continuous improvement. The City of Port Phillip seeks to partner with an organisation experienced in Project Server Development Services to deliver enhanced functionality to the existing systems. For FY2014/2015 the CoPP portfolio comprised over 200 projects and a budget of over $42M. Beyond individual project baseline parameters and status tracking, the EPMO is intending to monitor the performance of the portfolio over time and analyse delivery trends, resource constraints and capacities to further mature our project delivery capability. There are approximately 150 active users of the system 1.2 Description of Services A pricebook/schedule of rates is requested to provide the services described below. Development Services The delivery of enhanced functionality to the existing systems including: 1. Financial systems integration (expansion to current state required) Current integration is monthly for reporting purposes only. Future requirements will include integration to Project Web Applications (PWA) for real time views 2. PWA/SharePoint workflows (expansion to current state required) Current workflows are basic for sponsor approvals future requirements to develop a collaborative stakeholder approval solution 3. Application component upgrades It is expected that an application upgrade will be performed in year 2 or 3 4. Application health monitoring and pro-active maintenance

2 Weekly monitoring of system error logs, disk space and other pro-active maintenance activities to reduce potential down time 5. Application Development Services Statement of Work to via fixed price or time and materials Note: it is planned to have 1 to 2 significant releases per year over the next 3 years. A significant release is envisaged to take approx. 30 development days. Application Support Services See Annexure D for required Service Levels 1.3 Service reporting Monthly reporting of Support incidents will be required to enable trend analysis covering (but not limited to): Response times Resolution times Effort charged by incident 1.4 Place of Services The selected partner for the EPMO will perform work at CoPP premises at 99A Carlisle St, St Kilda 3182 or via remote access by mutual agreement. Support Services would be expected to be actioned predominantly via remote access. However, development activities are expected to require an on-site presence to work with the user community to understand and assist in requirements and solutions definition. Development Services on-site requirements will be negotiated and agreed between CoPP and the successful service provider. 1.5 Support Overview Business Technology (BT) Service Desk functions are provided by the BT Service Desk. Their responsibilities include: 1st level support for desktop support issues Being the primary point of contact for all system users Logging of calls or service requests into the BT Service Management System Conducting initial assessment of calls Action of infrastructural and desktop package related incidents Assignment of application related system incidents to the EPMO team for triage Management of Level 3 incidents (as advised by EPMO application triage) Implementation of authorised service requests for access to the system

3 Provisioning new licences via Landesk requests as per current process workflow Level 3 Technical Services will be provided by the selected service provider Application Support will be provided by the EPMO and the selected service provider EPMO Basic Application Support and application issue triage will be provided by the EPMO team Their responsibilities include: Participation in triage of application issues or problems Referral of Level 3 related incidents back to BT for management to resolution with the selected service provider External Service Provider Level 3 Application Support will be provided by the service provider and as the primary system support partner, a support agreement will be established Incidents will be referred to BT after the EPMO team have provided application incident triage and advice. The BT team will then manage the incident to resolution via engagement with the external service provider.

4 Appendix A: Current System Description/Overview The current PGS application is a repository of all capital works projects presented as follows: Individual project information is presented as follows: Project information is established via the submission of 4 types of project funding requests: Project Idea Definition (PID)

5 Project Initiation Brief (PIB) Delivery Plan Business Case Project data, via unstructured text boxes, is captured via the above mentioned links in PWA and in addition, each project has structured data captured in Sharepoint via a project site. A project site example is as follows: Each of the above is compiled and once submitted, initiates a simple workflow to a sponsor to approve/reject. Upon approval a second workflow is initiated to the EPMO to secure funding approval. The following screenshot displays reports that are currently made available to users

6 A basic financial database is updated monthly which is used for SSRS, status and portfolio reporting.

7 Environments The PGS service runs within the following environments: Production Servers Web Server Platform Windows 2012 # CPUs 4 Application Server Platform Windows 2012 # CPUs 4 Host name Database Server PRODUCTION Platform SQL SVR 2008 # vcpus 4 Non Production Servers Web Server Platform Windows 2012 # CPUs 4 Application Server Platform Windows 2012 # CPUs 4 Host name Database Server TEST Platform SQL SVR 2008 # vcpus 4

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