DEPARTMENT OF HEALTH



PROJECT MANAGEMENT

Introduction

The DOH ISDM is executed through the use of effective project pr...
DEPARTMENT OF HEALTH




Process
The project manager and customer coordinator assignments indicated on the Project Proposa...
DEPARTMENT OF HEALTH




Test Team
The initial membership of the Test Team should be established. The appropriate function...
DEPARTMENT OF HEALTH




Activities / Tasks
1.   Determine any additional customer deliverables and update the list (note:...
DEPARTMENT OF HEALTH




Project Plan Form
                            Department of Health
                              ...
DEPARTMENT OF HEALTH


 Requirement Specification
 Configuration Plan
 Migration Plan (What & When)
 Test Plan


Platform ...
DEPARTMENT OF HEALTH




Chief, Bureau of Network Computing Systems



Other Authorization Needed


Signature of ISDM Admi...
DEPARTMENT OF HEALTH




Project Plan Instructions
                                    Department of Health
              ...
DEPARTMENT OF HEALTH



REVIEW TEAM: Review team members will sign the plan indicating commitment to reviewing
deliverable...
DEPARTMENT OF HEALTH



Chief, Bureau of Applications Development: The signature of the Bureau Chief of Applications
Devel...
DEPARTMENT OF HEALTH




This Page Intentionally Left Blank




           ISDM Version 2.0          30
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PROJECT MANAGEMENT

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Transcript of "PROJECT MANAGEMENT"

  1. 1. DEPARTMENT OF HEALTH PROJECT MANAGEMENT Introduction The DOH ISDM is executed through the use of effective project processes under the guidelines of the Project Management Institute (PMI) Project Management Body of Knowledge (PMBOK). DOH IRM has adopted the PMBOK as their project management process for use on all information system projects. With enforcement of the standards from PMBOK, DOH will maintain consistent controls over information system projects. Project management is being addressed in the ISDM as an integral component to the overall process of information system development. As expected the role of project management is key to the definition and coordination of all phases, activities and tasks of a project. The work products and deliverables of the project management processes are key to assisting the project teams in completing required ISDM deliverables and implementation of the final work product the application system itself. The project management efforts in planning for a project are one of the key deliverables of this process. The following section discusses the role of project planning. The emphasis on project planning must be during the initial project proposal phase and then thereafter as maintenance during the other phases and activities of the initial plan until the project has been completed. DOH is committed to ensuring that all work products and deliverables from both the project management process and the ISDM processes are to be delivered for each project in order to provide the best possible information system services to it’s clients. Further information can be found through the acquisition of the PMI PMBOK through Information Resource Management (IRM). Information on the deliverables and samples of deliverables for project management and the ISDM process can also be acquired from the IRM group. Project Planning Function The purpose of this activity is to produce a Project Plan that determines how the project will be conducted. The Project Plan establishes effort estimates and a schedule for the project. In addition, the Plan should: • Finalize team membership. • Determine roles and percent of time devoted to the project. • Identify the technical approaches that will be used to produce the application. • Identify completion criteria for key tasks and deliverables. The Project Manager works with the development staff and the customer to assign team members and to dedicate resources. The appropriate persons must sign the project plan to approve the expenditure of additional resources and start the actual development of the new project. ISDM Version 2.0 20
  2. 2. DEPARTMENT OF HEALTH Process The project manager and customer coordinator assignments indicated on the Project Proposal are confirmed, or new assignments will be made. One of these individuals will also fill the role of project manager based on the development responsibility. The Project Manager is responsible for leading the project through the ISDM process. The project manager is responsible for keeping all project documentation up-to-date. This may be accomplished by filing all project documents, including the Project Proposal, in an electronic project file. A folder should be created on the IRM Network drive under the development project folder. The Project Manager should put copies of all documents in this folder. Forms with signatures should be kept by the Project Manager. The project manager submits the Project Plan, and any other documents requested, to the ISDM Administrator for review. In addition, project managers are responsible for keeping the ProjeX electronic management system up to date on a weekly basis, as part of DOH-required project tracking/oversight procedures. The project manager closes out the project in ProjeX when the project has been completed (i.e., accepted by the customer or, alternatively, cancelled for one reason or another). Any additional customer deliverables should be identified at this time and listed in the Project Plan Template. Development Team The first step should be to finalize the selection of the development team members. The Proposed Scope section of the Project Proposal should guide the project manager and customer coordinator in determining the areas of DOH, and outside the Department (if applicable), from which team members should be selected. Once the development team has been selected, they will work together to develop the Project Plan. At the beginning of the planning activity, development area staff will also be assigned to the review team. Review Team The appropriate functional areas will be represented on the review team: ♦ Application Development ♦ Database administration ♦ Data administration ♦ Network administration ♦ Web Master ♦ Server administration ♦ Systems administration ♦ Quality Assurance ♦ Customer Representative ISDM Version 2.0 21
  3. 3. DEPARTMENT OF HEALTH Test Team The initial membership of the Test Team should be established. The appropriate functional areas will be represented on the test team: ♦ Customer coordinator ♦ Developer ♦ Data Administrator ♦ Database Administration ♦ Quality Assurance Analyst Project Plan One or more meetings of the project manager and customer coordinators should be held to gather the information necessary to estimate effort for each phase and set up the project schedule. The project manager must determine the particular approaches and techniques that will be used to complete the project. It is at this step that the project manager tailors the project from the overarching, generic ISDM framework. Using the Project Plan template, project specifics are analyzed and documented. Topics addressed could be: If any of the development team members are located outside of Tallahassee and it becomes necessary to bring the whole team together, how will it be accomplished? How will customer sign-off of deliverables be accomplished? Will rapid prototyping be used during Design and/or Development to facilitate communication between the analysts and the customers? And so on. Other issues addressed in the Project Plan include the hardware and software selections, billing requirements and storage requirements. The project manager creates an estimated project schedule in electronic format that is accessible by all development team members. The project schedule must include at a minimum, the planned start and end dates for each stage. The project schedule should also include the resources needed if known at the time (which programmers are assigned to which major tasks or modules). The project manager updates the project schedule as major milestones are reached and keep the schedule up to date. DOH has adopted Microsoft Project as the tool that must be used to create and maintain a project schedule. After the Project Plan has been finalized, it should be sent to the ISDM Task Force for approval. Upon ISDM Task Force approval, the Project Plan should be presented to the customer for approval. The Service Level Agreement should be updated and added as an addendum or appendix to the original SLA. When there are changes to the content of any document a project revision log will be created and reflect the changes made to the documents content. If there is an existing revision log for the document it will be updated to reflect the current change. The project manager prior to continuing to the next phase will review the project revision log. ISDM Version 2.0 22
  4. 4. DEPARTMENT OF HEALTH Activities / Tasks 1. Determine any additional customer deliverables and update the list (note: changes to functional requirements will require going back to Requirements Phase) 2. Determine the scale of the work (i.e., ascertain whether the level of effort qualifies as routine maintenance, a small, medium or large project) 3. Develop the Project Plan 4. Develop Project Schedule 5. Conduct Walkthrough of Project Plan and Project Schedule 6. Present Project Plan and Schedule to the ISDM Task Force 7. Update ProjeX 8. Update the SLA Deliverables / Outputs ♦ Project Plan ♦ Project Schedule ♦ Updated SLA ♦ Project Revision Log ♦ Walkthrough Checklist Roles ♦ Customer Coordinator ♦ Client Representative ♦ Project Manager Validation Procedures: Walkthroughs 1. When the Project Plan is in final draft, distribute the document to selected members of the customer representatives, development team, and review team. 2. Schedule a Walkthrough meeting at least two working days after members receive document. 3. Conduct Walkthrough. 4. After walkthrough meeting, document author(s) resolve any defects with document. 5. Distribute final version of the Project Plan to original walkthrough team members. 6. Allow two working days for approval/disapproval evidenced by email receipt. 7. If no response after two working days, assume approval by member. 8. If disapproval, author and member resolve issue off-line in two working days. 9. Baseline final document; Update as necessary. Note: final draft means all spelling, punctuation, grammar, style, and other editorial errors are fixed. Forms ♦ Project Plan ♦ Walkthrough Review Checklist NOTE: Please review the Project Plan form and set of instructions that are located below for an explanation of this document. Also, review the Walkthrough Review Checklist located in Appendix A. If there are any questions regarding the form or instructions contact the ISDM Administrator for clarification. ISDM Version 2.0 23
  5. 5. DEPARTMENT OF HEALTH Project Plan Form Department of Health Project Plan Date Account # Project Name Version Description of Project Estimated Resources Phase Person Hours Design Development Testing Implementation Maintenance Approach & Techniques Description Development Team Role Name Signature FTE Review Team Role Name Signature Test Team Role Name Signature FTE Deliverables to Customer Description Project Plan / Timeline ISDM Version 2.0 24
  6. 6. DEPARTMENT OF HEALTH Requirement Specification Configuration Plan Migration Plan (What & When) Test Plan Platform Selection Description Hardware Software Programming Language Estimated Storage Requirements Data Software / Programs Selected Tools Tool Description DOH Training Requirements Name Software Hardware Acceptance Test Approach Description The individuals or their designee in the positions listed below must acknowledge receipt and review of this document by signing and dating on the appropriate line. Your signature represents your area's commitment to providing those resources. If for some reason commitment cannot be made, you must still sign, date and enter Non-Commitment on the signature line. Enter your reason for non-commitment in the areas of the document where you have concerns. Name Signature Date Customer, Title Customer Division Director or Medical Director, Title Chief, Bureau of Applications Development Chief, Bureau of Planning & Administration ISDM Version 2.0 25
  7. 7. DEPARTMENT OF HEALTH Chief, Bureau of Network Computing Systems Other Authorization Needed Signature of ISDM Administrator Comments Enter initials and date along with your comments. ISDM Version 2.0 26
  8. 8. DEPARTMENT OF HEALTH Project Plan Instructions Department of Health Project Plan Instructions DATE: The date of the Project Plan. ACCOUNT #: Same billing/cost center number entered on Project Proposal. PROJECT NAME: Same as Project Proposal. VERSION: Same as Project Proposal. DESCRIPTION OF PROJECT: Same as Project Proposal. The Description and the Background are identical to those of the Project Proposal. They are duplicated here in order to allow this document to stand-alone. ESTIMATED RESOURCES: For each phase listed, specify the estimated resources that the phase will take to complete. This information will be used to create an electronic timeline for the project. APPROACH and TECHNIQUES: Describe the strategy and techniques that will be used to develop the application. The following are examples of the types of questions, which will be answered and documented within this section: ♦ If any of the development team members are located outside of Tallahassee and it becomes necessary to bring the whole team together, how will it be accomplished? ♦ How will sign-off of deliverables be accomplished? ♦ Who will need to be involved and at what stage? ♦ Who will be responsible for surveying the potential customers to determine their existing hardware and determine additional hardware needs? ♦ Will rapid prototyping be used to facilitate communication between the analysts and the customer members of the development team? ♦ Will Joint Application Development (JAD) sessions be held to determine the requirements? DEVELOPMENT TEAM: List each role that will be filled and the name of the person who will fill that role. Also list the FTE (percent of full-time) that each person will be able to devote to the role. Each team member should sign the plan. Team members' signatures indicate that they will carry out the tasks specified for their role(s). The following roles need to be included: ♦ Project Manager ♦ Customer Coordinator ♦ Developer ♦ Data Administrator ♦ Database Administrator ♦ Quality Assurance Analyst ISDM Version 2.0 27
  9. 9. DEPARTMENT OF HEALTH REVIEW TEAM: Review team members will sign the plan indicating commitment to reviewing deliverables in a timely manner. The following roles need to be included: ♦ Database Administrator ♦ Data Administrator ♦ Network Administrator ♦ Web Administrator ♦ Server Administrator ♦ Systems Administrator ♦ Quality Assurance Analyst TEST TEAM: List each role that will be filled and the name of the person who will fill that role. Also list the FTE (percent of full-time) that each person will be able to devote to the role. Each team member should sign the plan. Team members' signatures indicate that they will carry out the tasks specified for their role(s). The following roles need to be included: ♦ Project Manager ♦ Customer Coordinator ♦ Test Team ♦ Developer ♦ Quality Assurance Analyst DELIVERABLES to Customer: Provide a list with description of the deliverable(s) that will be provided to the customer. PLATFORM SELECTION: Provide a description of the selected Platform's hardware, software and it's programming language. This information should be specified for each platform on which the application will reside (ex. development, beta, Y2K, and production). ESTIMATED STORAGE REQUIREMENTS: Enter the estimated storage requirements for the systems data, software and programs. Storage requirements should be specified for each platform on which the application will reside (ex. development, beta, Y2K, and production). SELECTED TOOLS: Provide the name of the tool(s) selected to produce the deliverables of the project along with a brief but concise description of each. DOH TRAINING REQUIREMENTS: List the training (software / hardware) needed by DOH staff to produce or maintain the application. ACCEPTANCE TEST APPROACH: Identify and describe the approach that will be used for acceptance testing the system. Customer, Title: The signature of the individual or their designee indicating they have reviewed the document and are in agreement with the content and submittal of the project plan. If for some reason commitment cannot be made, you must still sign, date, enter Non-Commitment on the signature line and enter the reason for non-commitment in the areas of the document where you have concerns. Customer Division Director or Medical Director, Title: The signature of the individual or their designee representing the customer's management indicating they have reviewed the document and are in agreement with the content and submittal of the project plan. If for some reason commitment cannot be made, you must still sign, date, enter Non-Commitment on the signature line and enter the reason for non-commitment in the areas of the document where you have concerns. ISDM Version 2.0 28
  10. 10. DEPARTMENT OF HEALTH Chief, Bureau of Applications Development: The signature of the Bureau Chief of Applications Development or their designee indicating they have reviewed the document and are in agreement with the content and submittal of the project plan. If for some reason commitment cannot be made, you must still sign, date, enter Non-Commitment on the signature line and enter the reason for non-commitment in the areas of the document where you have concerns. Chief, Bureau of Planning & Administration: The signature of the Bureau Chief of Strategic Technology or their designee indicating they have reviewed the document and are in agreement with the content and submittal of the project plan. If for some reason commitment cannot be made, you must still sign, date, enter Non-Commitment on the signature line and enter the reason for non-commitment in the areas of the document where you have concerns. Chief, Bureau of Network Computing Systems: The signature of the Bureau Chief of Network Computing Systems or their designee indicating they have reviewed the document and are in agreement with the content and submittal of the project plan. If for some reason commitment cannot be made, you must still sign, date, enter Non-Commitment on the signature line and enter the reason for non-commitment in the areas of the document where you have concerns. Other Authorization Needed: The signature of an individual in an approval capacity outside the ITP division indicating that they have reviewed the document and are in agreement with the content of the project plan. If for some reason commitment cannot be made, you must still sign, date, enter Non-Commitment on the signature line and enter the reason for non-commitment in the areas of the document where you have concerns. Signature of ISDM Administrator: The signature of the ISDM Administrator indicating that they have reviewed the document and are in agreement with the content of the project plan. If for some reason commitment cannot be made, you must still sign, date, enter Non-Commitment on the signature line and enter the reason for non-commitment in the areas of the document where you have concerns. COMMENTS: This area can be used to enter any comments that someone has related to the project plan. The individual entering comments must enter their initials and the date the comments were entered. ISDM Version 2.0 29
  11. 11. DEPARTMENT OF HEALTH This Page Intentionally Left Blank ISDM Version 2.0 30

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