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EXCO
Managers
IS Project Managers
PURPOSE
Project Management provides an integrated framework for project organisation, planning and
control which is designed to
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Project Initiation & Planning: defines the activities necessary to set a project up for
success.
Project Control: defines the activities necessary for the ongoing management of a
project.
Project Closure: defines the activities necessary to bring a project to a successful
conclusion.
DEFINITIONS
Detail information regarding the Project Management Methodology can be accessed at
http://lp-db2-01/advisor3/PLWEB/ca/template/T_PM/f_1.htm
RESPONSIBILITY
The Project Manager, who is assigned by the IS Projects Office Manager to manage a
Project, is responsible to apply this SOP to each approved IS Project and to ensure that the
Project Board i.e. Project Sponsor, Customer Representative(s) and Technical
Representative(s) and all Project Team Members are aware of the Processes.
A project produces a product that serves the business requirements of the customer and
organisation. All groups that have a stake in a project should be business partners who
ensure that the functionality, capability, timing, costs, and people interfaces are all addressed.
To be successful, senior management commitment and involvement is crucial, but the
business partnership at all levels of the organisation must also be developed and maintained.
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PROCEDURE
Overview
Approved
Project
Proposal
PROJECT
INITIATION &
PLANNING
PM1
Project
Plan
PROJECT
CONTROL
Project
Records
PM2
PROJECT
CLOSURE
PM3
Product &
Process
Improvement
PROJECT
EXECUTION
D1
Project Start-up
Project Scope
Project Organisation
Scheduling and Budgeting
Business Case
Project Control Procedures
Project Initiation and Planning Stage Assessment
4. The Project Plan will be reviewed and approved by the IS Projects Office Manager and
the Project Steering Committee before proceeding with project execution.
Project
Product(s)
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Overview: Project Control and Execution (Activity PM2 and D1 in Figure 1 above)
1. Any project will contain product related stages (e.g. Analysis, Logical Design, Physical
Design, Construction & Testing and Installation) that will be executed by the project team.
The product related work must be controlled by the Project Manager to ensure that the
approved project plan is executed.
2. Project control consists of the following:
a. Stage Management
b. Stage-end Assessment
3. The Project Manager will perform Stage Management for each product related stage in
the WBS (Work Breakdown Structure).
4. The Project Manager will perform Stage Management by ensuring the following tasks are
performed:
a.
b.
c.
d.
e.
f.
5. The Project Manager will perform Stage-end Assessment at the end of each stage by
performing the following tasks:
a.
b.
c.
d.
e.
f.
g.
h.
6. The Project Manager will perform Project Control on all product related stages until all the
stages have been completed.
Overview: Project Closure (Activity PM3 in Figure 1 above)
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1. The Project Manager will formally close the project after the main product or deliverable of
the project has been installed and is in use by the customer that requested the product.
2. The Project Manager will perform the following steps to close a project
a. Project Completion
b. Product and Process Improvement
3. The Project Manager will ensure that the following tasks are performed during Project
Completion:
a.
b.
c.
d.
e.
f.
4. The Project Manager will ensure that the following tasks are performed for Product and
Process Improvement:
a.
b.
c.
d.
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Detail Procedures
Work Breakdown Structure Summary List
Stage PM.PIP: Project Initiation and Planning
Step PM.PIP.01: Project Startup
Task PM.PIP.01.010: Establish Project Charter
Task PM.PIP.01.020: Confirm Project Sponsor and Project Manager
Task PM.PIP.01.030: Prepare Project Initiation & Planning Stage Schedule
Step PM.PIP.02: Project Scope
Task PM.PIP.02.010: Identify Business Drivers, Objectives, & Success
Criteria
Task PM.PIP.02.020: Determine Project Scope
Task PM.PIP.02.030: Identify High Level Solution
Task PM.PIP.02.040: Review and Compile Products
Step PM.PIP.03: Project Organisation
Task PM.PIP.03.010: Define Project Organisation
Task PM.PIP.03.020: Determine Training Requirements for Project Team
Task PM.PIP.03.030: Review Project Organisation
Step PM.PIP.04: Scheduling and Budgeting
Task PM.PIP.04.010: Define Project Approach and Schedule
Task PM.PIP.04.020: Define Initial Project Budget
Task PM.PIP.04.030: Perform Risk Analysis
Task PM.PIP.04.040: Define Next Stage Activities and Schedule
Task PM.PIP.04.050: Review and Compile Products
Step PM.PIP.05: Business Case
Task PM.PIP.05.010: Determine the Project Costs
Task PM.PIP.05.020: Quantify Benefits
Task PM.PIP.05.030: Review Risk Analysis
Task PM.PIP.05.040: Perform Cost Benefit Analysis
Step PM.PIP.06: Project Control Procedures
Task PM.PIP.06.010: Customise Quality Assurance Plan
Task PM.PIP.06.020: Customise Configuration Management Plan
Task PM.PIP.06.030: Customise Communications Plan
Task PM.PIP.06.040: Customise Progress Reporting Procedures
Task PM.PIP.06.050: Customise Problem Reporting Procedures
Task PM.PIP.06.060: Customise Issues Management Procedures
Task PM.PIP.06.070: Customise Cost Control Procedures
Task PM.PIP.06.080: Define Exception Management Procedures
Task PM.PIP.06.090: Define Other Project Controls
Task PM.PIP.06.100: Review and Compile Products
Step PM.PIP.07: Project Initiation and Planning Stage Assessment
Task PM.PIP.07.010: Complete Project Plan
Task PM.PIP.07.020: Review Project Plan
Task PM.PIP.07.030: Prepare Stage End Assessment
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clearly and explicitly defines the objectives and scope of the project
develops an overall schedule of activities and resources required to carry out the
whole project
develops a detailed schedule of activities and resources required to carry out the next
stage of the project
defines a project organisation structure which can be used to effectively manage and
carry out the necessary work
establishes a convincing business case for the project
gains commitment and approval to the project from the appropriate level of senior
management
so that
The Process Flow of the PIP Stage is depicted in Figure 1: Project Management Process
Overview
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so that
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4. Project Manager updates the Project Charter with Project Sponsor views.
5. Identify Key Resources that may be of assistance in the Project Initiation & Planning
Phase.
6. Project Manager drafts the preliminary Project Organisation Chart (See Appendix 2:
Project Organisation). Apply the Project Organisation Technique in the Process
Library.
Task PM.PIP.01.030: Prepare Project Initiation & Planning Stage Schedule
The Project Manager:
1. Plans the activities (work breakdown structure), effort, resources, and time scales for
the Project Initiation & Planning Stage by reviewing any previous studies addressing
the area of interest.
2. Creates a blank project in Project Engineer.
3. Create a project level task and rename it to the Project Name
4. Import the PIP kernel and demotes to a Stage level
5. Identifies other projects that are closely associated with the proposed project and
review them with the appropriate Project Managers.
6. Reviews the activities in Project Initiation & Planning Kernel and customises the PIP
WBS.
7. Identify resources to perform Project Initiation & Planning Stage.
8. Requests Project Office Console Administrator to create new resources in POC
(Project Office Console)
9. Imports required resources into from POC into Project Engineer
10. Assigns resources to tasks in Project Engineer
11. Estimates the effort for each task per resource.
12. Updates the schedule based on available resources
13. Check Project file into POC and schedule project using Project Planner
14. Determines any constraints that must be observed during Project Initiation & Planning
15. Documents any assumptions that have been made in producing the schedule
16. Creates a Project Initiation & Planning Stage schedule and make available in Advisor
by changing the status from Plan to Schedule.
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takes into account the project background, including previous and related initiatives
uses pictures instead of words whenever possible
identifies the Business Objective that is the underlying reason for the project
clearly defines the objectives of the project in relation to the Business Objective
identifies the major business requirements that the project must meet
identifies the constraints the project must work within
clearly and explicitly defines what the project will and will not cover
so that
a clear and commonly understood target and benchmark is available to project
members and other interested parties by which they can steer the direction of the
project and assess the quality of the final product.
Task PM.PIP.02.010: Identify Business Drivers, Objectives, & Success Criteria
1. Project Manager, with the help of a Business Analyst, conducts a series of Interactive
Development and/or interview sessions with the business and management
representatives to identify major objectives and critical requirements for the new
project.
2. Business Analyst complete the following Documents:
a. Business Needs/Drivers (See Appendix 3: Business Needs/Drivers)
b. Business Solution Document (See Appendix 4: Business Solution)
c. Problem/Requirement List (See Appendix 5: Problem/Requirement List)
3. Project Manager completes the Objective Section of the Project Plan (See Appendix
6: Project Plan)
Task PM.PIP.02.020: Determine Project Scope
1. Project Manager, with the assistance of a Business Analyst, defines the scope of the
project in Interactive Development Sessions with the business and management
representatives.
2. Business Analyst compiles graphical:
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3.
4.
5.
6.
7.
8.
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so that
the project benefits from having a group of people who can operate in an integrated
fashion and who understand exactly the roles they must play in contributing to the
success of the project
Task PM.PIP.03.010: Define Project Organisation
1. Project Manager defines the Project Organisation using the Project Organisation
Technique.
2. Establish Initial Project Organisation
a. IS Projects Office Manager confirms or recruits and appoints Project Manager
for Project & Initiation Stage.
b. PSC, IS Projects Office Manager or Project Manager recruits and appoints
Project Sponsor
3. Identify Key Business Areas
a. Project Manager identifies and names all impacted Business Areas including
IS and external suppliers.
b. Project Manager completes the first column of the Project Organisation
Worksheet with Key Business Areas. (See Appendix 2: Project Organisation)
c. Project Manager revises Project Scope Paragraph in the Project Plan if
required.
4. Identify involved personnel for each business area
a. Project Manager identifies and records resource names per Business Area.
b. Project Manager identifies and records resource names per Business Area
that will represent external suppliers and/or customers
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c.
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so that
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2.
3.
4.
5.
6.
Product Name
Product Description
Product Type
Product Path
Product Default Tool that will be used to create and update
product
7. Product Example
8. Product Keyword
vi. Resources.
1. Do NOT create resources in Project Engineer. All Resources are
created in central resource pool in POC
2. Create Resource Types in PE
3. Import Resources from the POC
a. Open Database/Resource Pool dialog in PE
b. Connect to MPC Server and supply following
Information:
i. Service name: http://lp-db2-01/poc
ii. Your User ID
iii. Your Password
c. Select IHD Resource Pool
d. Select Group by: All Resources
e. Select Resources to import to PE
4. Create Resources if resource does not exist in IHD Resource
Pool in POC.
a. POC Administrator to create required Resources in POC
with information supplied by Project Manager or
Resource manager per resource:
i. Resource Name (21 Characters Maximum)
ii. Title
iii. Phone
iv. E-Mail
v. Description
vi. Login ID. Firstname and initial letters of
surname (e.g. ClaireV for Claire Vermeulen or
AlisonLR for Alison le Roux)
vii. Password. Initial password of pass
viii. The name of the resources functional manager.
ix. Resource Type (Labour, Material or Equipment)
x. Resource Pool = IHD Resource Pool
xi. The Department the Resource functionally
belongs in.
xii. Workweek = IHD Standard Work Week
xiii. Availability Level = 100%
xiv. Overtime Percent Type
xv. Availability Date
xvi. Termination Date
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10. Notify the IS Projects Office or POC Administrator of any additional resources that will be
required. The IS Projects Office will have the responsibility of providing resources to the
Project Manager.
11. Update Project Engineer
12. Check in <project. to POC
13. Schedule with Project Planner, save another baseline and save to POC.
14. Check out <project> to PE.
Task PM.PIP.04.050: Review and Compile Products
1. Review the following products using the Walkthrough Review Approach with contributing
parties:
a. Project WBS
b. Effort Estimate
c. Schedule
d. Project Budget
e. Risk Management Action Plan.
2. Use the Change Control Procedure to manage changes to Baselined products.
3. Compile all the Informal Products (Work Papers produced on the Task Level), Key
products (Interim Deliverables produced in the Step Level) into the Project Plan (Major
Deliverable).
4. Check Products into Harvest Change Manager for Configuration Control
5. Inform the IS Projects Office Manager that the Project Plan is complete.
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so that
the Project Steering Committee (PSC) has good quality quantitative information to
guide their decision as to whether to proceed with the project.
Task PM.PIP.05.010: Determine the Project Costs
1. Review the project budget and determine that all costs have been identified.
2. Review and calculate Risk Contingency costs and update the Project Budget in the
Project Plan.
3. Identify and describe different options.
4. Estimate the cost of operating and maintaining the final product over its intended
lifecycle. The following areas need to be considered for Product life-cycle operating costs
for the completed system/solution:
a. Hardware and software procurement (licenses & maintenance renewal)
b. Backup/recovery media, disaster recovery, off-site storage
c. Environmental resources
d. Consumables (paper, etc.)
e. Staff requirements (operations, support, training)
5. Complete the Costs paragraph in the Cost/Benefit Analysis Worksheet for each option.
See Appendix 16: Cost/Benefit Analysis Worksheet. It is important to note that the initial
Project Budget did not include the total product life-cycle costs (operations and support)
that may add significantly to the overall cost of the product solution. This cost, the product
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life-cycle cost, is estimated in this task and is then used later as part of the Business
Case.
Task PM.PIP.05.020: Quantify Benefits
1. Identify and quantify all benefits associated with the final product of the project.
2. Categorize the benefits as tangible, intangible or strategic.
a. Tangible benefits may include:
i. additional income
ii. return on improved cash flow
iii. reduction in headcount
iv. discontinuing operation of existing computer system
v. elimination of license fees
vi. avoidance of recruiting additional staff
vii. avoidance of additional office space
b. Intangible benefits may include:
i. improved staff morale
ii. improved company image
iii. reduced staff turnover
iv. reduction in number of accidents
v. better information on which to base decisions
c. Strategic benefits may include:
i. improving IHDs position in the marketplace
ii. providing information that was not previously available
iii. preparing a base for future projects
3. Assign a financial value (in Rand) to each tangible benefit.
4. Document any calculations used to determine tangible benefits.
5. If possible, calculate the strategic value of the solution to the company as well as
intangible benefits.
6. Complete the Benefits paragraph in the Cost/Benefit Analysis Worksheet. See Appendix
16: Cost/Benefit Analysis Worksheet.
7. Determine the Return on Investment (ROI) by completing the ROI Spreadsheet. See
Appendix 17: ROI Spreadsheet
Task PM.PIP.05.030: Review Risk Analysis
1. Determine any additional risk management activities associated with conducting the
project.
2. Update the Risk Analysis Checklists (See Appendix 9: Risk Analysis Checklist for External
Dependency Risks, Appendix 10: Risk Analysis Checklist for Business Case Risks,
Appendix 11: Risk Analysis Checklist for Organisational Risks, Appendix 12: Risk Analysis
Checklist for Planning Risks, Appendix 13: Risk Analysis Checklist for Technical Risks
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and Appendix 14: Risk Evaluation Summary Form) and Risk Management Action Plan
(Appendix 15: Risk Management Action Plan) with any additional information.
3. Revise the Project Schedule as necessary using Project Engineer and Project Planner.
Task PM.PIP.05.040: Perform Cost Benefit Analysis
1. Compile the costs, benefits, risk analysis, and return-on-investment products into the
Business Case. See Appendix 18: Business Case
2. According to the organisational standards, analyse the benefits against costs in light of
the risk, in order to determine the project's financial viability. This analysis should
consider:
a. Cost vs. value of the benefits
b. Project budget vs. the IHD budget
c. Return on Investment (ROI)
d. Payback
e. Discounted cash flow
i. Net Present Value (NPV)
ii. Internal Rate of Return (IRR)
3. If a poor Cost/Benefit Ratio occur, adjust the Project Plan Scope, WBS, Estimates or
assigned Resources.
4. Update Project Engineer and reschedule using Project Planner.
5. Include the following in the Business Case:
a. Cost summary
b. Benefit summary
c. Tangible benefits
d. Replaced costs
e. Cost containment
f. Increased revenue
g. Intangible benefits
h. Calculation of net benefit
6. Include the Business Case in the Project Plan (See Appendix 6: Project Plan)
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so that
all project work is carried out in a quality manner, as effectively as possible.
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1. Customise the IHD IS Configuration Management Plan to create the Project Configuration
Management Plan (See Appendix 20: Project Configuration Management Plan ) that will
define:
a. where the products of the project will be stored
b. how updates to the products (both change requests and problems) will be
controlled
2. Product Baselining.
a. Define the Storage Location.
b. Define Folder Structure
c. Define Product Baselining Procedures. When and how a product will be
controlled.
d. Create Project on Harvest Change Manager Administrator.
e. Activate Project so that it is available to Project members in Harvest Change
Manager Workbench.
f. Document the standard points in the development process where product
baselines will be established.
g. Define the type of baselines (rolling or frozen).
h. Define Configuration Items (CIs or Products) that compose each Baseline.
i. Define the dependencies and relationships between Configuration Items
(CIs). Complete the Configuration Item Relationship Document (See
Appendix 21: Configuration Item Relationships). This provides a basis for
impact analysis of Change Requests and grouping of items for Change
Packages.
j. Complete the Baselining Procedures Appendix in the Project Plan. See
Appendix 6: Project Plan
3. Change Control Procedures
a. Define the Change Control mechanisms that will be used in the project for
creating a product Baseline from CIs.
b. Establish a change control log on HEAT for the project.
4. Complete the Project Plan with the following products:
a. Baselining Procedures
b. Configuration Item Relationships
c. Project Configuration Management Plan
Task PM.PIP.06.030: Customise Communications Plan
1. Define mechanism for:
a. intra-group communication procedures to coordinate day-to-day activities
among team members.
b. inter-group coordination procedures outlining how activities will be
coordinated across teams (e.g., requirements, development, testing,
configuration management, process quality assurance, infrastructure,
architecture, data base administration, etc.)
c. standards for meeting agendas and minutes
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c.
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iv. Review status of open issues and determine any further action
required on these issues.
v. Review any new Change Requests, and add activities to the Project
Schedule to analyse or action changes.
vi. Review accomplishments that show the project is progressing as
planned.
d. Follow-up Project Board Checkpoint:
i. Record the decisions made by the Project Board and take any
appropriate action.
ii. In some cases, there will be a series of additional project activities
that are required to address the Project Board's requirements.
iii. Review the overall project and stage plans and identify any changes
that are required.
iv. If the section of the plan that requires change is subject to change
management, follow the change management procedure.
v. If the sections are not subject to change management, update them
and distribute to appropriate members of the Project Organisation.
vi. Update Project in Project Engineer and schedule with Project
Planner.
5. Progress reporting to the Project Steering Committee (PSC)
a. Prepare for PSC
i. Complete Presentation Slides per Project
ii. Distribute to IS Projects Office Manager
iii. Review with IS Projects Office Manager
b. Conduct PSC Meeting
i. IS Projects Office Manager conducts PSC Meeting
ii. Project manager attends and clarify any issues
iii. PSC Decisions are minutes
c. Follow-up PSC Meeting
i. Update Project Plans with Decisions
ii. Inform Project Team Members
6. Complete the Progress Control Procedure Appendix in the Project Plan. See Appendix 6:
Project Plan, with the above procedures.
Task PM.PIP.06.050: Customise Problem Reporting Procedures
1.
2.
3.
4.
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6. The end result of a problem report is a change request, therefore, one form is often used
to document both problems and changes (See Appendix 7: Problem Report/Change
Request Form). However, additional information is collected about reported problems. It is
important to capture root cause of the problem. Through structured analysis of the
process used to develop the defective product, information is gathered to correct the
defective process, thus preventing the same problems/defect from reoccurring. Therefore,
it is important to collect root cause analysis information for each problem identified.
Task PM.PIP.06.060: Customise Issues Management Procedures
1. Identify the types of issues that may arise on the project (e.g., project scope, technical,
resource, planning, or scheduling).
2. Define a mechanism to resolve them. Issue Management must include the following:
a. Definition of the issue form (See Appendix 27: Issue Form.) It must contain
the following information:
i. Issue Name. A unique, descriptive name that will readily identify the
issue.
ii. Issue Description. A full description of the issue. It may be phrased
as a question, thus inviting an answer.
iii. Originated by. Name(s) of the people who identified the issue.
iv. Potential Impact. Description of the potential impact that the Issue
could have on the project. This may include rough estimates of time
and effort impacts that the Issue may have.
v. Priority. An indication of the urgency of the issue. Possible priorities
are:
1. Stage stopper - the issue must be resolved for work to
continue on the current stage
2. Project stopper - the issue must be resolved by the end of
the current stage for work to continue on the project
3. Low - the issue has little impact on the project at the
moment, but could become more important if it is not
resolved
4. Interesting - it would be interesting to know more about this
issue, but we do not want to expend too much effort on it
5. Not an issue - the project team is already aware of the issue,
and has addressed it in the project and stage plans
6. Irrelevant - the issue does not affect the project in any way. It
is a non-issue
vi. Date Originated. Date the issue was identified.
vii. Status. The current status of the issue. Possible values are:
1. Unassigned
2. In Progress
3. Escalated to Project Board
4. Resolved
5. Closed (did not need to be resolved)
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vii. The Project Manager will usually prioritise Issues and decide what
actions to take. Team members should be encouraged to define
ideas on how to resolve issues.
viii. Update the issue log with the following information:
1. Potential Impact. A description of the potential impact that
the Issue could have on the project. This may include rough
estimates of time and effort impacts that the Issue may have.
2. Priority. The priority assigned to the Issue.
3. Status. The status should be updated to In Progress or
Closed.
4. Owner. The individual responsible for the resolution of the
issue.
5. Proposed Resolution. A narrative description of the
proposed resolution of the issue.
6. Target Date for Resolution. The date by which a resolution
is required
e. Monitor progress in resolving the issue.
i. The resources assigned to the Issue should resolve the issue.
ii. The Issues Log should be reviewed at the team's regular checkpoint
meetings. The people responsible for resolving issues should
describe their progress. If the Issue has been resolved, the resolution
details should be recorded on the Issues Form and the status
updated to Resolved.
iii. In some cases, the Project Manager may not have suitable authority
to resolve an Issue. In this situation, the Issue should be escalated to
the Project Board. It may be necessary to hold a special Project
Board meeting to review the Issue.
iv. Each Issue should be monitored until it is resolved. Resolution
means that the Issue is no longer a threat to the project.
v. The Issue Form should be updated as follows:
1. Potential Impact. May be updated during resolution,
depending on further information that may be obtained.
2. Priority. May be updated during resolution, depending on
the progress in resolving the issue.
3. Status. The status should be kept up to date until the Issue
is resolved.
4. Owner. The individual responsible for the resolution may
change, especially if the Issue is escalated to the Project
Board.
5. Proposed Resolution. This may be revised while the Issue
is being resolved.
6. Target Date for Resolution. This may be revised while the
Issue is being resolved. If possible, a record of target dates
should be retained.
7. Resolution. This should be completed when the Issue is
resolved.
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b. Current estimates are not typical and will not reoccur. EAC = Actual Cost to date + remaining
budget.
c. Current variances are typical of future variances.
Actual Cost to date + remaining budget modified by
a performance factor.
e. Take corrective action to bring project back within acceptable cost tolerances:
i. Reduce scope of project
ii. Increase productivity of labour resources
iii. Renegotiate costs with suppliers.
iv. Procure alternate resources form alternative suppliers.
v. Sacrifice Quality of Product
vi. Reduce number of resources (Labour and Material)
vii. Reduce effort to perform an activity
viii. Crash project. Decrease the total duration of a project.
f. Before IHD Financial Year end (December):
i. When a Project Schedule spans across a financial year-end, accrue
for Project Costs not spent in a financial year to be spent in the next
financial year.
ii. Involve Finance
g. After Project Sign-off:
i. Transfer depreciation of CAPEX Items to the relevant Line Function
Cost Centres.
ii. The date depreciation starts equals the go-live date of the projects
main deliverable.
iii. Involve Finance.
6. Update the Project Plan (See Appendix 6: Project Plan) with the Cost Control Procedure
for this project.
Task PM.PIP.06.080: Define Exception Management Procedures
1. Identify the tolerances on the project plan that will be accepted before the Project Board is
automatically alerted. Tolerance is the level of deviation from the project plan the Project
Sponsor will accept before being notified. Establish Tolerances for:
a. Actual cost vs. Estimated cost
b. Actual effort vs. Estimated effort
c. Actual time vs. Elapsed time (duration)
d. Actual resource availability vs. Planned availability
e. Actual product quality vs. Standard quality
2. The inner and outer limits of tolerance are usually expressed as a plus/minus percentage
on the planned completion date. Tolerance constitutes the authority level, or amount of
discretion that is given to the Project Manager
3. Define the procedures for dealing with exceptions. Exceptions are any major variation
(exceeding the established tolerance levels) from the project plan that requires action
from the Project Board.
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4. The exception management procedure is as follows when an exception should occur (i.e.
one of the tolerances are exceeded):
a. Analyse Cause of Exception Situation. Analyse the causes for the project
being out of tolerance and identify options for getting the project back on
plan. There are a number of reasons the project can be out of tolerance:
i. Resource availability
1. Excessive non-effective time
2. Unscheduled activities
ii. Performance
1. Motivation/Commitment
2. Higher learning curve than expected
3. Skill levels
4. Ineffective process/tool
5. Quality of work
iii. Activities
1. Unrealistic estimates
2. Dependencies (either within the project or external)
iv. Quality of products
v. Lack of business partner involvement
b. Create Exception Plan
i. Review the options for getting the project back on plan
ii. Decide if there is a clear course of action that should be taken
iii. If there is a single course of action, prepare a plan based on this
option for recommendation to the Project Board
iv. If it is not clear what option should be taken, prepare an analysis of
the options for the Project Board together with an outline exception
plan for each option.
v. An exception plan should contain:
1. Short term schedule of activities required to get the project
back on track
2. Analysis of the impact of the exception situation on the
project in terms of:
a. Cost
b. Resource Requirements
c. Time Line
d. Revised Business Case
3. Recommended changes to
a. Project Scope
b. Overall Project Schedule
c. Project Organisation
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d. Project Budget
Prepare for Exception Assessment
i. Arrange a project assessment meeting of the Project Board to decide
what course of action to take on the project
ii. Prepare an agenda and any presentation material that will be
required to present the cause of the exception situation and the
resulting exception plan(s) to the Project Board in order for them to
make a decision
iii. If possible, decide on a recommendation for the Project Board
d. Conduct Exception Assessment
i. Conduct the Project Assessment meeting
ii. The Project Board should make a decision on how to proceed with
the project that the Project Manager and Project Team can follow
e. Follow-up Exception Assessment
i. Record the decision made by the Project Board.
ii. Take the appropriate action.
1. In most cases, this will be a series of additional project
activities that are required to address the causes of the out of
tolerance situation.
2. Review the overall project and stage plans and identify any
changes that are required
3. If the section of the plan that requires change is subject to
change management, follow the change management
procedure
4. If the sections are not subject to change management,
update them.
5. Update Project Engineer, POC and Project Planner.
6. Communicate and distribute to appropriate members of the
Project Organization.
5. Complete the Exception Management Appendix in the Project Plan (See Appendix 6:
Project Plan) and add the Tolerance levels.
6. Set the tolerance levels in ADVisor.
a. Login to ADVisor.
b. Click on Project Website/Preferences/Organization
c. Set Tolerance level for:
i. Budget
ii. Effort
iii. Schedule
c.
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Requirements provide the basis for defining the project and validating the completed
solution through testing and other quality activities. The process templates support
requirements management by defining activities that include
i. Users' heavy participation in project activities through the use of the
Interactive Development technique
ii. Baselining of requirements
iii. Completion of a Requirements Traceability matrix as a part of Stage
End Assessment for each project to provide product validation
iv. Customer approval/signoff at each Stage End Assessment
4. Define the Procurement Management Plan. This may be a collection of procedures from
IHD Purchasing department.
5. Customize the IHD Subcontractor Management Plan.
a. Once a contractor is found, a documented agreement covering the technical
and non-technical (e.g., delivery dates) requirements is established and used
as the basis for managing the subcontract.
b. Part of the documentation should be a plan for the work and quality
standards and procedures.
c. If a corporate subcontractor management plan does not exist, insert the
kernel concerning Subcontractor Management.
6. Complete the relevant Appendices in the Project Plan (See Appendix 6: Project Plan)
Task PM.PIP.06.100: Review and Compile Products
1. Review each product using the Inspection Review Technique and Change Control
Procedures:
a. Exception Management Procedures
b. Tolerance Parameters
c. Quality Plan
d. Configuration Management Plan
e. Baselining Procedures
f. Configuration Item Relationships
g. Problem Reporting/Change Request Procedures
h. Issue Resolution Procedures
i. Communication Plan
j. Progress Control Procedures
k. Cost Control Procedures
l. Any other procedures defined.
2. Compile the above component products into the Parent Product - Project Control
Procedures.
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so that
a decision can be made as to whether to commit to and authorize the project
Task PM.PIP.07.010: Complete Project Plan
1. Produce the Project Plan, using all the products created in previous steps.
2. Prepare a Project Recommendation:
a. Analyse the business case for the project and prepare recommendations on
whether/how to proceed for review by the Project Board
b. This information is summarized into the Project Recommendations section of the
Project Plan. Based on the Business Case and the Risk Analysis
3. Revise the project schedule to include any activities identified during the previous tasks
using Project Engineer, POC and Project Planner.
4. Check Project Plan package into Harvest Change Manager and promote to Draft State.
Task PM.PIP.07.020: Review Project Plan
1. Freeze the Project Plan for any further changes.
2. Conduct an Inspection Review of the Project Plan, the major deliverable of the Project
Planning & Initiation Stage following the Inspection Review Technique.
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so that
this stage can reach a successful conclusion and the project can progress to the next
stage.
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gains agreement and commitment to the stage plan from the project team
initiates the on going day by day planning of stage activities
initiates the stage control procedures
informs stakeholders what the project is about and how it is progressing
so that
the project team members can begin to work as a team for the success of the stage
and project
Task PM.PCTL.01.010: Kick Off the Stage
1. Acquire new resources for the Project Team. These can be both human and non-human
resources.
2. Ensure project Team Members are trained according to Project Training Plan
3. Organise physical resources for the Project Team members:
a. Office space
b. Equipment:
i. Computer with access
ii. Printer with access
c. Telephone service
d. Supplies
e. Services:
i. Login to IHD LAN
ii. Outlook
iii. MS Office
iv. ADVisor
v. Access Cards
4. Define Commitment Calendars by creating time in POC for project members to be able to
capture actual effort in iTime.
5. Brief Project Team using the Project Pitch, a PowerPoint Presentation. Cover the
following items:
a. Define the overall Project
b. Current Status
c. Detailed plans for current stage
d. Introduce participants who may come from different parts of IHD or are from
external suppliers
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1. Issues can arise at any time and can come from any source. An issue is a matter of
concern which creates a barrier to the progress of the project. The resolution of an issue
can impact any aspect of the project, including scope, costs, benefits, risks, project
organization, estimates and schedule. The goal is to prevent issues from having an
adverse affect on a project.
2. Often, issues are identified during checkpoint reviews. Some may have a bearing on the
project, and some will be of little consequence. Any issues that arise should be evaluated
and dealt with as efficiently and effectively as possible. An issue can often linger on, even
after it has supposedly been resolved, so it is important to track issues to complete
resolution.
3. Carry out the procedure described in the Issues Management technique:
a. Identify Project Issue
b. Log Issue
i. Complete Issue Form (See Appendix 27: Issue Form)
ii. Complete Issue Log (See Appendix 28: Issue Log)
c. Assess impact of Issue.
d. Monitor progress in resolving the issue
e. Communicate issues
f. Escalate issues
Task PM.PCTL.01.040: Communicate and Market Project
1. Communicate and market the project to the organisation applying the Project
Communications Plan (See Appendix 22: Project Communication Plan). This may take
several forms, and being prepared is the best attack.
2. Update the Project Pitch (PowerPoint Presentation). For times when a quick
presentation about the project is needed, present the Project Pitch. This is a short
presentation, usually two to five power point slides that generally explains the high points
of the project. The best source of information is the Executive Summary in the Project
Plan.
3. Prepare an "Elevator Speech" for the project in PowerPoint. This speech is a very quick
look at the project. Prepared ahead of time, this speech is wonderful for when senior
management asks what you're working on. In this speech, cover the following:
a. what the product does
b. who it's for
c. what the benefits are
d. why it's unique
4. Market the Project regularly by using:
a. Email
b. Project Newsletter
c. IHD Newsletter
5. Make the Project available in ADVisor for Project Stakeholders to access and see:
a. Create Stakeholder in POC as a resource.
b. Provide URL to Stakeholders: http://lp-db2-01/advisor3/AdvService
c. Let Project Stakeholders view the Project Details on ADVisor.
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ii. Log Closure Date as the date change was QA approved. (This date will
be the date testing/QA approves the product baseline which implements
the change.)
iii. Contact the originator to ensure they are happy with the implemented
change.
4. Informal Change Control:
a. Document Individual Comments/Requests
i. Requests may be documented during an Interactive Review Meeting
where the product is reviewed/ exercised during the meeting. In the case
of an electronic prototype, some exercising of the prototype may take
place by reviewers after the meeting, on an individual basis, for a limited
time period (1 week). The following documentation guidelines can be
used to document comments/requests collected via either type of review
ii. Document problems and enhancements in a list format via e-mail or via
documents created in a word processor. Provide ample identification and
description of the problems and enhancements in the product being
reviewed
iii. Send comments/requests to the Review Facilitator
b. Summarise Comments/Requests
i. Post individual review comments/requests where they can be accessed
by all reviewers (e.g., common server directory).
ii. Roll all comments into a Walkthrough Report (See Appendix 8:
Walkthrough Report).
iii. Collect Rough Order of Magnitude (ROM) estimates for each request
iv. Identify type of request (e.g., defect, enhancement).
v. List actions required to implement each request
vi. Distribute summary (Walkthrough) report to all reviewers and other
appropriate team members and management
vii. Schedule analysis and dispositioning of comments/requests
c. Analyse and Disposition Review Comments/Requests
i. Complete analysis of the comments/requests, noting impacts to other
evolving products and/or approved base lined products. Because an
informal review is considered a part of the development process,
comments/requests are less likely to "critically impact" the project and
more likely to simply be used as additional information required to
develop the product. However, care should always be taken to ensure
that other products/objects that may be affected by the comment/request
are identified and fully understood.
ii. Document the details/actions that need to take place to resolve each
comment/request in the Walkthrough Report (See Appendix 8:
Walkthrough Report)
iii. In a meeting format, or via electronic posting, work with the review team
and quality assurance to agree on the disposition of each comment/
request. Using the same team, prioritise the comments/requests.
iv. Update the Walkthrough Report to reflect the disposition of each
comment/request.
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iii. If there is a single course of action, prepare a plan based on this option
for recommendation to the Project Board
iv. If it is not clear what option should be taken, prepare an analysis of the
options for the Project Board together with an outline exception plan for
each option.
v. An exception plan should contain (See Appendix 31: Exception Plan):
1. Short term schedule of activities required to get the project back
on track
2. Analysis of the impact of the exception situation on the project in
terms of:
a. Cost
b. Resource Requirements
c. Time Line
d. Revised Business Case
3. Recommended changes to
a. Project Scope
b. Overall Project Schedule
c. Project Organisation
d. Project Budget
c. Prepare for Exception Assessment
i. Arrange a project assessment meeting of the Project Board to decide
what course of action to take on the project
ii. Prepare an agenda and any presentation material that will be required to
present the cause of the exception situation and the resulting exception
plan(s) to the Project Board in order for them to make a decision
iii. If possible, decide on a recommendation for the Project Board
d. Conduct Exception Assessment
i. Conduct the Project Assessment meeting
ii. The Project Board should make a decision on how to proceed with the
project that the Project Manager and Project Team can follow
e. Follow-up Exception Assessment
i. Record the decision made by the Project Board.
ii. Take the appropriate action.
1. In most cases, this will be a series of additional project activities
that are required to address the causes of the out of tolerance
situation.
2. Review the overall project and stage plans and identify any
changes that are required
3. If the section of the plan that requires change is subject to
change management, follow the change management procedure
4. If the sections are not subject to change management, update
them.
5. Update Project Engineer, POC and Project Planner.
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so that
a decision can be made as to whether to commit to and authorise the project to
proceed
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2. Freeze the Stages Major Deliverables by checking into Harvest Change Manager and
promote the package to Draft Status. The Major Deliverables will differ depending on the
Project approach chosen. Refer to the Project MRI for list of Major Deliverables.
3. Perform Inspection Reviews on each Major Deliverable and apply the Change Control
Procedure.
4. Problem reports or change requests (PRs/CRs) may be generated as a result of the
inspection. Some of the PRs/CRs may be resolved immediately. If there are no requested
changes as a result of the inspection, the product is held ready for the upcoming
baselining activity.
5. All PRs/CRs must be resolved before approval.
Task PM.PCTL.02.030: Develop Schedule for Next Stage
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Refine the step- and task-level activities for the next stage
Include technical and management activities for controlling progress and change.
These include checkpoints, Project Board progress meetings, and stage assessments.
Tune the work breakdown structure for the next stage based upon the scope, objectives,
and constraints of the project:
a. remove unnecessary steps/tasks
b. include additional steps/tasks to reduce risks
Determine the sequence of activities in the steps and tasks within the next stage to reflect
activity dependencies. Define dependencies, and dependency type, between activities of
the same level (e.g., step to step, task to task).
Review the customised WBS with the Process Manager and discuss the rationale for
steps and tasks waived for the next stage.
Using estimating guidelines and metrics produce initial estimates for each step and task
within the next stage. Tune these base estimates to reflect the actual circumstances
impacting the project (level of expertise, skill type). Compare the aggregation of this
bottom up estimates, to the previous estimates for this stage.
Using the estimates for the next stage, allocate specific resources (human). The
allocation may be to activities and/or to roles and responsibilities within activities. Notify
the IS Projects Office of any additional resources that will be required. This office has
responsibility for providing resources to the project manager via Project Office Console.
Formally log all assumptions and issues identified.
Update Project Engineer, POC and Project Planner.
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5. Review the resource requirements and update the Project Organisation accordingly.
6. Review the latest statement of the project scope and ensure it still accurately reflects the
current status and plans for the project.
7. Obtain input and commitment from all groups (e.g., testing, quality assurance,
development, etc.) that must support or implement the plan.
8. Provide input to the IS Projects Office to ensure the Projects Portfolio database is current.
9. Update the Project Plan where necessary.
Task PM.PCTL.02.050: Prepare Stage End Assessment
1.
2.
3.
4.
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c.
3.
4.
5.
6.
Roles and responsibilities are defined; required resources are realistic and
available
d. Updated project plans conform to expectations for the next stage
Document approvals by requesting the signature of Project Board members on the Stage
Report
Minute the Meeting
Distribute meeting minutes or other products (e.g., updated product baselines) to
attendees
Provide the IS Projects Office with updated project information
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so that
the project resources can be re-deployed
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so that
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identifies and captures metrics and factors that will improve the development process.
captures product improvements to feed into the maintenance environment
so that
subsequent projects may learn from the successes and mistakes of this project effort
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4.
5.
6.
7.
a. User management
b. User application operational staff
c. Information systems management
Another source for feedback on the process approach/template used is data collected
during the root cause analysis of product errors. For example, for each product error, the
following questions should be answered:
a. During what task was the problem detected?
b. What type of error is it?
c. During whose process did the error initiate (prime/sub contractor)?
d. During what Stage in the process did the problem initiate?
e. During what Step in the process did the problem initiate?
f. What control (quality) process (es) missed catching the problem/error?
Analyse the data collected using trend analysis techniques and identify problem process
areas for process improvement analysis.
Root cause analysis of product errors should be completed throughout the development
process, at appropriate milestones. Root cause analysis should be conducted as early as
possible after a defect is found; however, to be most efficient, a modest backlog is
required for each analysis session.
Update Project Closure Report with findings.
1. Analyse project actual values and update the metrics database with project metrics and
2.
3.
measures. Metrics and measures which may be collated and analysed include:
a. Additional/revised weighting factors in estimating guidelines
b. Additional/revised factors for risk analysis
c. Defect rates
d. Productivity rates
e. Application size (e.g., function points or lines of code)
f. Actual effort versus estimated effort
g. Resource usage
h. Planned and actual budget utilization
i. Planned and actual resource utilization
j. Planned and actual schedule
k. Steps/tasks where a large number of errors initiated
l. Control processes that missed catching a large number of errors
m. Types of errors (with percentages) found
n. Tasks where a large number of errors were found
Identify any improvements required to:
a. Estimating models.
b. Risk analysis model.
Identify and analyse specific process activities that need improving to prevent defects on
future projects. Use trend analysis techniques on root cause analysis metrics.
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4. Perform an analysis of the process approach using the feedback and metrics collected.
5.
6.
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1. Review the results of Product and Process Improvement to ensure that all processes
have been completed according to IHD standards.
2. Capture required information to enable improvement.
3. Capture process in Project Engineer for use in Process Engineer
4. Based on the results of the review, determine if a Problem Report/Change Request form
(See Appendix 7: Problem Report/Change Request Form) should be initiated on the
process being audited. If appropriate, complete a PR/CR form to initiate process
improvement activities.
5. Distribute the results of the review, Process Quality Inspection Checklist (See Appendix
39: Process Quality Inspection Checklist - Product & Process) and any Problem
Report/Change Request Forms to the appropriate team members, the project manager,
and the Process Manager.
4. Produce a Process Improvement Report (See Appendix)) that will be fed into the Process
Improvement (SEPG) process.
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HISTORY
Issue
Changes
Date Issued
Author
0.2
25 June 2002
Pieter Erasmus
0.3
2 July 2002
Pieter Erasmus
4 July 2002
Pieter Erasmus
10 July 2002
Pieter Erasmus
0.4
0.5
Completed SOP
1.0
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APPENDICES
Appendix 1: Project Charter
Appendix 2: Project Organisation
Appendix 3: Business Needs/Drivers
Appendix 4: Business Solution Document
Appendix 5: Problem/Requirement List
Appendix 6: Project Plan
Appendix 7: Problem Report/Change Request Form
Appendix 8: Walkthrough Report
Appendix 9: Risk Analysis Checklist for External Dependency Risks
Appendix 10: Risk Analysis Checklist for Business Case Risks
Appendix 11: Risk Analysis Checklist for Organisational Risks
Appendix 12: Risk Analysis Checklist for Planning Risks
Appendix 13: Risk Analysis Checklist for Technical Risks
Appendix 14: Risk Evaluation Summary Form
Appendix 15: Risk Management Action Plan
Appendix 16: Cost/Benefit Analysis Worksheet
Appendix 17: ROI Spreadsheet
Appendix 18: Business Case
Appendix 19: Project Quality Plan
Appendix 20: Project Configuration Management Plan
Appendix 21: Configuration Item Relationships
Appendix 22: Project Communication Plan
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