State of Michigan Project Management Methodology

State of Michigan Project Management Methodology

State of Michigan Project Management Methodology Orientation November 2005 1 Objectives Define methodology Present business case and benefits of a project methodology Describe purpose of the States Project Management Methodology Preview State of Michigan Project Management Methodology Answer questions regarding Project Management at the State 2

Methodology Defined The science of method, or orderly arrangement Webster A system of practices, techniques, procedures, and rules used by those who work in a discipline PMBOK 3 Business Case for PM Methodology Todays business environment is unforgiving Customers have higher expectations, seek increased time efficiencies, and demand quantum performance improvements IT projects are not historically tied to business success--information oriented; least PM mature IT efforts need documented path and procedures to better manage and control projects Project methodologies offer proven techniques

to manage scope, cost, and task execution 4 Benefits of Project Management Higher project management maturity leads to better project management A positive correlation exists between higher project management maturity and cost and schedule performances An established and systematic approach to PM has been proven to improve IT project success to greater than 34% (industry average)--improved quality is recognized 5 Purpose of SOM PM Methodology To provide a comprehensive set of procedures and techniques to the State's

project managers to ensure high-quality and repeatable results. 6 State of Michigan Project Management Elements Project Management Methodology, Project Management Training, Project Scheduling Tool Expertise, and the Project Management Center of Excellence establish the key elements of the State of Michigan project management support infrastructure. 7 State of Michigan Methodology Goals Assist in the managing and monitoring of the

State of Michigans government agencies Information Technology (IT) projects. Provide for, and institutionalize, formal project management practices into all areas of State government. 8 Project Management Methodology The State of Michigan Methodology is the foundation for building and identifying the types of procedures needed. The PM methodology document describes project phases and processes to be accomplished. The methodology is driven by the use of templates that guide the user through processes necessary to complete activities. The methodology grows with maturity. 9

Methodology Levels Phases Processes Templates 10 Phases of the PMM The Project Management Methodology and its phases: Initiation Planning Execution Control

Closeout Phases provide the framework for the methodology (PMBOK aligned). 11 PMM and PMBOK Integration Management Procurement Management Risk Management Project Management Phases Initiation

Communications Management Scope Management Time Management Planning Execution Control Cost Management

Closeout Human Resource Management Quality Management Knowledge Areas 12 PMM phases and SDLC components P r o je c t M a n a g e m e n t P h a s e s P la n n in g P h a s e E x e c u tio n P h a s e C o n tro l P h a s e C lo s e o u t P h a s e

Level of Effort In itia tio n P h a s e T im e F e a s ib ilit y R e q u ire m e n ts D e fin itio n D e v e lo p m e n t S p e c ific a tio n s Test D e s ig n

Im p le m e n t M a in t e n a n c e S y s te m D e v e lo p m e n t L ife C y c le 13 Project Management versus System Development Life Cycle Project Management defines the general function of managing the project from initiation to closeout. System Development Life Cycle defines the function of managing the product from inception to implementation and maintenance. 14

Project Phase overlap Execution Level Of Activity Planning Initiation Project Start Control TIME Closing

Project Finish Overlap of Phases in the Project Life Cycle 15 PMM Processes Processes provide the how to of working inside of the framework. The Project Management Methodology document describes the processes in detail. 16 PMM Templates Templates are the deliverables of the processes and thereby establish

standardization for project activities. Templates integrate the methodology into the everyday project environment being conducted at the State of Michigan. Initiation Planning Control Execution Closeout 17 PMM Templates Customizable documents that allow for the insertion of dictated information in an

organized manner. 18 History of PMM 1999 Need for PMM approved 1999 Specifications Development Early 2000 RFP / Procurement Process May 2000 PMM Release 1 May 2001 PMM Release 2

May 2003 PMM Express Release 1 December 2004 PMM Release 3 October 2005 PMM Express Release 2 19 State of Michigan Project Management Methodology A system of standard methods and guidance to ensure that projects are conducted in a disciplined, wellmanaged, and consistent manner Soft Copies available at www.michigan.gov/projectmanagement and click on the PM Methodology page 20 PMM Templates Consists of 19 Templates

Project Concept Document Business Case Project Charter Project Plan WBS Resource Plan Risk Management Plan Quality Plan Communications Plan

Change Management Plan Budget Estimate Planning Transition Checklist Project Status Report Project Change Request Project Issue Document Post Implementation Eval Report Active Project Transition Lessons Learned PMM Feedback 21 PMM Express An adaptation of the States Project Management Methodology (PMM) to smaller, non-complex projects Soft Copies available at www.michigan.gov/projectmanagement

and click on the PM Methodology page 22 PMM Express Templates Consists of Seven Templates Project Charter Project Plan Project Status Report Project Change Request Project Issue Document

Post Implementation Evaluation Report (PIER) Lessons Learned Lessons Learned 23 PMM Express Workflow Diagram Project Start Initiation Planning Develop Project Purpose and Objectives

Determine Project Approach Develop Project Scope and Critical Success Factors Determine Potential Risks, their Probablility of Occuring and Impact on the Project if they Occur Perform High-Level Project Planning Activities Execution

Execute Project Plan Components Maintain Project Schedule Complete Status Reports Develop Budget Estimate Determine Management Checkpoints and Evaluation Criteria Document Customer Expectation Management

Document Lessons Learned Develop Communication Strategy Determine Roles & Responsibilities and Project Authority Closeout Complete Post Implementation Evaluation Report, including Project Sign-Off Develop Quality Strategy Develop Resource Plan

Complete Project Charter Document Project Charter Approval Develop Work Breakdown Structure Develop Project Schedule Complete Project Plan Document

Project Deliverables Complete Project Complete Project Plan Approval Control Change Control Requests as needed Issue Documents as needed 24 Initiation Phase

Initiation Planning Control Execution Closeout The Project Initiation Phase is the conceptual element of project management. The purpose of the Initiation Phase is to specify what the project should accomplish and to gain management approval. 25

Initiation Progression Project Concept Document Business Case Project Charter Initiation Planning Phase Initiation Phase Documents

26 Project Charter Highlights Project Objectives Project Scope Critical Success Factors High-Level Project Planning Estimates Roles & Responsibilities Project Authority Management Checkpoints 27

Project Charter Approval Gives the go-ahead (approval) to expend resources on this project Obtaining signatures assigns responsibility! 28 Planning Phase Initiation The purpose of the Project Planning Control Phase is to establish requirements, define tasks, build schedules, assess risks, institute quality standards, describe deliverables, develop costs, and to document the work organization.

The process entails the identification of the proper needs and structure for organizing and managing the project. Planning Execution Closeout *Note: Some Control activities occur in the Planning Phase. 29 Planning Progression Planning Control Core Processes

Objectives and Scope Activity Definition and Sequencing Work Breakdown Structure Project Schedule Development Budget

Planning Resource Planning Project Plan Facilitating Processes Execution Phase Facilitating Processes Procurement Management Planning

Risk Management Planning Communications Management Planning Change Management Planning Quality Management Planning 30 Developing a Project Notebook

Contents: Project Charter Work Breakdown Structure Project Schedule Resource Management Plan Risk Management Plan Quality Management Plan

Communication Plan Change Management Plan Project Status Reports Project Successes and Lessons Learned Any other documents that the project manager feels are important enough to include 31 Scope Input Boundaries Planning Control SCOPE ...defines a projects place in a larger scenario Purchase Provide Modify

Oversee Acquire Assumptions and Constraints Identify Recruit Train Promote 32 Communication Planning

Control COMMUNICATION PLAN foundation strategy for getting the right information to the right people Communicate information needs Define information needs Identify people who need information 33 Develop Communication Strategy

Defines the information needs of the project stakeholders and the project team by documenting what, when, and how the information will be distributed. 34 Risk Management Planning Control RISK MANAGEMENT systematic means of managing uncertainty Risk Identification Response Development

Risk Event Control 35 Documenting Risks Identify Potential Risks that may affect (both positively and negatively) Budget, Scope or Schedule Estimate their Probability of Occurring and their Impact on the project if they occur Develop Mitigation Strategies for high risks 36 Quality Management Planning Control

QUALITY MANAGEMENT means to ensure project will satisfy needs Quality Planning Quality Assurance Quality Control Identify Evaluate Monitor 37

Develop Quality Strategy How is quality being addressed on the project? Deliverable Acceptance Criteria Describe Acceptance Criteria for deliverables as they are turned over to the customer Applicable QA Activities Define applicable Quality Assurance activities for the project including test and acceptance processes and documentation 38 WBS Process Flow Planning Control WORK BREAKDOWN STRUCTURE

identifies all the tasks in a project Develop High-Level WBS Assign Responsibility to Elements Assign HighLevel Responsibility Create WBS Dictionary Decompose WBS Review & Approve

WBS WBS Development Process Baseline WBS 39 Project Plan Signoff Signature meaning: Commitment, not a guarantee. 40 Execution and Control Phases Initiation

Planning Control Execution Closeout These interactive phases deal with the actual development of the project product. Project Execution focuses on participating in, observing, and analyzing work being done. Project Control manages processes in order to compare actual to planned performance and takes corrective action when differences exist. 41 Status

Control STATUS means by which the team and management is informed of project progress Execution Time Current Status Status of Phase I Risk Quality Schedule

Cost Scope Status of Phase II Project Elements 42 Project Status Reports 43 Issue Management 44 Change Control

Control Execution CHANGE CONTROL identification and management of project changes Change Identified Team Evaluation Committee Review Change Implemented Plans

Updated Change Approved 45 Change Control Request Template General Information (all templates have this section!) Requestor Information Initial Review Results to move forward with an Impact Analysis Initial Impact Analysis Impact Analysis Results Signatures (Signoff!) 46

Perform Other Project Control Functions Scope Control Quality Control Schedule Control Cost Control Risk Control Contract Administration, if applicable 47 Closeout Phase

Initiation Planning Control Execution Closeout The Project Closeout Phase involves the administrative and financial efforts needed to close out a project. The product is also transferred to the customer. *Note: Some Control activities occur in the Closeout Phase. 48

Post Implementation Evaluation Report A Post Implementation Evaluation Control Report documents successes and failures of the project. It provides a historical record of the planned and actual budget schedule. The report contains recommendations for other projects of similar size and scope. The report documents valuable lessons learned. Closeout 49 Obtain Project Sign-Off Meet with stakeholders to get their final

approval of the project They are the reason for the project existing in the first place Their approval signals the projects completion! 50 In Summary What is methodology Justification and benefits of a project methodology Purpose of the State Project Management Methodology How does the State Project Management Methodology work? 51 Methodology The techniques, procedures, and means

through which work gets accomplished (i.e., phases, processes, templates) 52 Why a Project Management Methodology? Todays work: tighter budgets, less time, fewer resources. Higher customer and user expectations for quality demand on organized approach. Need a documented path and procedures to control and manage project risk and change. 53 What does the States Methodology do? provides standard methods and guidelines to ensure that projects are conducted in a

disciplined, well-managed, and consistent manner that promotes the delivery of quality products and results in projects that are completed on time and within budget. 54 How does the Methodology work? Establishes a clearer work definition. Develops a more accurate project schedule and cost determination. Defines expected work packages. Displays when work is in trouble. Creates a plan to ensure work is completed on time. Determines status of work budgets. 55 Additional Efforts Under Way

State Unified Information Technology Environment (SUITE) Bringing MDIT to CMM Level 3 Standardizing PM, SDLC, CM, QA into one Framework/Model Multi-year initiative 56 Project Management Resource Center Michigan Department of Information Technology Web site: www.michigan.gov/projectmanagement Email: [email protected] 57 Questions?? Dan Buonodono 517-335-5099

[email protected] 58

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