OSF/ISD Project Portfolio Management Framework January 17, 2011

OSF/ISD Project Portfolio Management Framework

January 17, 2011

Contents

Purpose Project Management Framework & Toolkit

Portfolio List High Level and Detail Milestone Plan Monthly Scorecard Monthly Status Metrics Gathered File Locations Policy Statements

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OSF/ISD Project Portfolio Methodology

Portfolio Management Identify, prioritize, and authorize projects

Project Management Framework Basic roadmap to successful project achievement Method to achieve the benefits ISD expects from its

investment in an IT project

Monitor & Control Performed to observe project execution so that

potential problems can be identified and corrective action can be taken to control the execution of the project

Performed in order to meet performance objectives in each phase of a project

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OSF/ISD Project Portfolio Management Framework

Project Management Process Groups Defined1

InitiationConcept Planning Execution Close

Identifies a projectidea, potentialbenefits and initial scope

Identifies a projectidea, potentialbenefits and initial scope

Defines andauthorizes a

project or projectphase

Defines andauthorizes a

project or projectphase

Defines objectives and plans the

course of actionrequired to attain

the objectives

Defines objectives and plans the

course of actionrequired to attain

the objectives

Integrates peopleand other

resources to carry out the plan

Integrates peopleand other

resources to carry out the plan

Formalizes acceptance and brings project to an orderly close

Formalizes acceptance and brings project to an orderly close

Project Management Process Group Deliverables2

InitiationConcept Planning (1) Execution Close

Updated PortfolioList

Updated PortfolioList

High Level Plan (+-50%),

Updated Portfolioand Scorecard

High Level Plan (+-50%),


Detail Plan (+-10%),


Detail Plan (+-10%),


Updated Scorecard,

(Monthly Status -CORE)

Updated Scorecard,

(Monthly Status -CORE)

Metrics GatheredMetrics Gathered

(1) If planning phase cost is greater than $15,000 a detail plan and monthly status for the planning phase will be required

Project Management Process Group Responsibilities3

InitiationConcept Planning Execution Close

Managers updateportfolio list.CIO/CTO

move projects to Initiation

Managers updateportfolio list.CIO/CTO

move projects to Initiation

Project lead completes deliverables

Core ExecutiveBoard or CIO/CTO move projects to

Planning


Core ExecutiveBoard or CIO/CTO move projects to

Planning


Core ExecutiveBoard or CIO/CTO

move projects to Execution


Core ExecutiveBoard or CIO/CTO

move projects to Execution

Project lead updates the Scorecard, (Monthly Status)Moves project to

Close

Project lead updates the Scorecard, (Monthly Status)Moves project to

Close

Project Lead records Actual Completion

Date and Cost,PMO collects andcompiles metrics

Project Lead records Actual Completion

Date and Cost,PMO collects andcompiles metrics

All Projects with a Cost of $15,000 or More Will Follow This Framework

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PPM Framework

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CloseUpdated Actuals

Captured Metrics

ConceptUpdated Portfolio (Cost > $15,000)

Name, Description, Initial Benefit, Initial Scope

PlanningUpdated Portfolio-Scorecard

+/- 10% Milestone Plan

ExecutionUpdated Portfolio-Scorecard

(Monthly Status - Core)

Initiation Updated Portfolio-Scorecard


Concept

Propose a new project idea Define preliminary

description, benefits, scope Update Portfolio List

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Captured Metrics

ConceptUpdated Portfolio List (Cost > $15,000)Name, Description, Initial Benefit, Initial

Scope

PlanningUpdated Scorecard


ExecutionUpdated Scorecard


Initiation Updated Scorecard


The portfolio entry in the Concept Phase is the highest level overview of the major parameters of the project.

Evaluate a New Project Idea

Concept

No work is being done Project is identified for future

(opportunity map)

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Captured Metrics

ConceptUpdated Portfolio List (Cost > $15,000)Name, Description, Initial Benefit, Initial

Scope







The portfolio entry in the Concept Phase is the highest level overview of the major parameters of the project.

Evaluate a New Project Idea

Initiation

Research initial scope – what the project must deliver

Estimate initial costs, time schedule, and resource commitments

Identify initial issues and constraints

Develop the High Level Plan Update Portfolio & Scorecard

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The project in the Initiation Phase is researched to a +/- 50% estimate. No resources are assigned.

Define the Project


Captured Metrics









Initiation

Budgetary numbers are created during budgeting cycle

High level estimates are created to make sure management wants to proceed

Time spent in this phase is minimal

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The project in the Initiation Phase is researched to a +/- 50% estimate. No resources are assigned.

Define the Project


Captured Metrics









Planning

Identify, analyze and review options and alternatives

Plan and estimate the work and costs involved

Balance scope, schedule and costs to deliver the requirements

Assess risk, plan and mitigate Document issues and

constraints Develop the Detail Plan Update Portfolio & Scorecard

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The project in the Planning Phase is planned to a +/- 10% detailed estimate. Resources are planning, estimating, analyzing, assessing, documenting.

Plan the Project


Captured Metrics









Planning

Significant time and resources are expended in this phase

RFP’s are in this phase Fit-Gaps are in this phase You must have a committed plan

and resources to leave this phase You must have signed contracts,

requisitions etc to leave this phase You must have agreement on how

the project will be paid for Combining Planning and Execution

is not a best practice When you leave this phase you are

accountable for cost and budget The movement from planning to

execution needs to be clear In most cases the planning phase is

not a project

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The project in the Planning Phase is planned to a +/- 10% detailed estimate. Resources are planning, estimating, analyzing, assessing, documenting.

Plan the Project


Captured Metrics









Execution

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Resources are performing the work to create and deploy the project deliverables outlined by the detail milestone plan.

Create and Implement the Project Deliverables


Captured Metrics





ExecutionUpdated Scorecard(Monthly Status - Core)



Design, develop, configure, test, review, verify, assess, deploy and document project deliverables

Monitor schedule, costs and deliverable progress

Manage and control the work, costs and changes

Communicate progress, issues and resolution

Approve deliverable readiness Release, transfer deliverables

to customers Obtain feedback and sign-offs Update Portfolio & Scorecard Report status

Execution

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Resources are performing the work to create and deploy the project deliverables outlined by the detail milestone plan.

Create and Implement the Project Deliverables


Captured Metrics





ExecutionUpdated Scorecard(Monthly Status - Core)



If you are making changes to a development environment you are in this phase

If you are making changes to a production environment you are in this phase

If you are paying external contractors you may be in this phase (a few projects will pay external contractors for the planning phase)

Close

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Resources are released to other projects or operational demand.


Captured Metrics









Complete the Project

Close the project Update Portfolio & Scorecard Update Closed Scorecard

Comments Actual Completion Date Actual Cost Project Closing Statements

Capture information for metrics

Portfolio List

Portfolio List – A Comprehensive List of Proposed and Current Projects

Assistance Service Request via the OSF Service Desk

By Department

Drop Down List

Total Baseline Cost Either +-50% or +-10% Cost Breakout by Category

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High Level Plan / Detail Plan

Milestone Plan +- 50% in Initiation +- 10% in Planning

Includes all project costs listed +- 50% in Initiation +- 10% in Planning

Project ID, Name & Brief Description

High Level Plan – Developed in Initiating, required to move to PlanningDetail Plan – Refined in Planning, required to move to Execution if cost > $15,000

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Project NameProject

Manager

Current Project Phase

Health Ind Schedule

Project Phase Start

Date

Project Phase

Baseline Completion

Project Phase Target

Completion

Health Ind

BudgetBaseline Cost Target Cost Comments

Backfill Developers for Production support and Enhancments

Fred Cantrell

Execution G 6/15/2009 12/18/2009 6/30/2010 G $213,200.00 $213,200.00 1011 hrs / 49% has been billed.755 hrs / 36% has been submitted or worked & not billed yet.314 hrs still available for new work.Looks like we will still stretch it through June.

Time and Labor Pilot Alex Galley Execution 3/1/2009 7/31/2010 7/31/2010 $1,529,766.00 $1,529,766.00

Commitment Accounting- Rollout

Michael Grisser

Execution G 9/1/2009 6/30/2010 6/30/2010 G $489,380.00 $489,380.00 Group F went live as of 04/17/2010 with an effective date of 04/01/2010. Group H kickoff was in March. Rollout plan is progressing as scheduled. Plan is on target

Grants/Projects/Contract A/R Billing ODOT/OESC

Kim/Alex Execution 7/1/2009 7/31/2010 7/31/2010 $2,998,740.00 $2,008,680.00

T&L Manager Self Service ODOT Pilot

Kim/Alex Execution G 3/1/2010 7/31/2010 7/31/2010 G $202,200.00 $202,200.00 Self Service for non Agile Assets personnel to coincide with roll out of Projects.

PeopleSoft Extract Staging Environment

Lisa McKeithan

Execution G 1/14/2010 6/18/2010 6/18/2010 G $153,440.00 $153,440.00 Development and testing continues.

Inventory Pilot Department of Mental Health

Execution G 4/15/2010 7/31/2010 7/31/2010 G $106,600.00 $106,600.00 Convert and implement Peoplesoft Inventory for 7 DMH warehouses

AP Workflow Michael Grisser

Execution G 5/3/2010 7/16/2010 7/16/2010 G $207,520.00 $207,520.00 To create processes utilizing imaging and Peoplesoft Control Groups with the ability to approve via workflow and to perform batch approvals by OSF prior to paycycle execution

Higher education Interface Lisa McKeithan

Execution G 4/1/2010 10/31/2011 10/31/2011 G $924,577.00 $875,560.00 External cost = $624,554. Dev = $151,300; Test = $96,754; Backfill = $376,500; Wrapping up SOW6 with Innovativ to get testers on-site. Met with OU on 4/14 to get commitment of their resources.

Monthly Scorecard

Scorecard – Reviewed Monthly in CORE Executive Board or ISD Project Review

Health Indicator Schedule Green – Within 10% of schedule Yellow – Within 20% of schedule Red – Over 20% of schedule

Portfolio List Information

Health Indicator Budget Green – Within 10% of budget Yellow – Within 20% of budget Red – Over 20% of budget

From HL/DL Plan – Changes only when Project Phase changes

Targets change when baselines are missed

Dates the Current Project Phase will start and finish .

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Monthly Status

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Monthly Status – Required when Planning costs are > $15,000 and for specific CORE projects.The CTO determines what status reports will be included in a monthly review presentation.

Project Management Framework

Project Management Framework and supporting documentation I:\Function\PMO\PortfolioManagement

2009 April Training Budget CORE Accessibility Documents CORE Advisory Group Data – Financials CORE Advisory Group Data – HCM CORE Partners Meeting Data CORE WIP Framework Templates Legislative Status Reports Milestone Plans Monthly Review Presentations Monthly Review Staging Monthly Status Reports Opportunity Maps & Vision Docs Portfolio-Scorecard Lists Project Metrics Projects Completed Resource Files

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Policy Statements Projects required to follow the ISD Project Management Framework:

projects with a cost > $15,000, and Inside and Outside cable plant projects (i.e.: fiber in the ground)/(infrastructure).

Status Reports are required for certain CORE projects in Execution or for projects where the Planning Phase costs are > $15,000.

Managers enter concepts on the portfolio list and the PMO assigns a project ID Portfolio, scorecard and priorities are reviewed in the monthly Shared Business or

Technical Service Project Review meetings. Movement from Concept to the Initiation Phase is verbally approved by the CIO or CTO. Initiation Phase deliverables are +/- 50% High Level Plan and Scorecard. Completed deliverables from Initiation Phase puts project in consideration for movement

to the Planning Phase by CIO/CTO. Planning Phase deliverables are +/- 10% Detail Plan and Scorecard. Projects estimated less than $15K at end of Initiation Phase may be considered by

CIO/CTO for direct movement to the Execution Phase. New Target Dates and Costs must be established when the project will not meet its Phase

Completion Date and Cost. Managers record Actual Completion Date and Cost in the Closed Scorecard Comments

column after transitioning to the Close Phase. Managers are encouraged to record an end of project lessons learned narrative in the

Closed Scorecard Comments column. The PMO collects Completed Project Actual Completion Dates and Costs (provided by

managers on the Closed Scorecard) and compiles Completed Project metric reports. Shared Business Services Project review will be held on last Wednesday of the month. Shared Technical Services Project review will be held on last Tuesday of the month.

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