Enterprise Performance Life Cycle (EPLC) Stage Gate Reviews Kevin Lyday & Robin Eggleston

1. Enterprise Performance Life Cycle (EPLC) Stage Gate Reviews Kevin Lyday & Robin Eggleston February 6, 2009

2. Agenda Enterprise Performance Life Cycle Overview Framework EPLC Stage Gates Purpose Benefits Types Thresholds Roles and Responsibilities Critical Partners Summary Questions & Answers 2 2

3. EPLC Framework Overview • Enhances Information Resource (IR) governance through rigorous application of sound investment and Project Management principles and industry best practices • Establishes a structure for investments and projects to consistently achieve successful outcomes • Improves the quality of project planning and execution, reducing overall project risk HHS EPLC CDC UP 3

4. HHS EPLC Framework 4

5. Stage Gate Review – Purpose The Stage Gate Review is: An evaluation process by which a project is authorized to progress from one life cycle phase to the next A collaborative practice in which key stakeholders play an important role in assessing the project’s overall health and quality of execution A phase-driven go/no-go decision point where project activities are reviewed to assure it is appropriate to proceed to the next phase The risks associated with moving into the next life cycle phase The successful accomplishment of the phase objectives Emphasis of Stage Gate reviews The plan for the next life cycle phase 5

6. Stage Gate Review - Benefits • Ensures that sound project management, quality and technical practices are followed • Confirms completeness and accuracy of deliverables • Ensures compliance with Federal, HHS and CDC policies • Facilitates risk and issue mitigation and resolution • Minimizes project delays and cost overrun • Can save money! 6

7. Stage Gate Review - Types Center IR Governance or delegated body CDC IR Governance Initiation Requirements Analysis Development Test Operations & Maintenance Disposition Project Selection (end of Concept) Project Baseline (end of Planning) Preliminary Design (middle of Design) Operational Readiness (middle of Implementation 7

8. Stage Gate Review - Thresholds 8

9. Stage Gate Review – Roles and Responsibilities 9

10. Critical Partners During Stage Gate Reviews, the Critical Partners will review documents for completeness, accuracy, adequacy and make recommendations to the appropriate IR governance organization. * Indicates roles only; not full time employees

11. The Stage Gate Review Process * * Indicates federal FTE that is responsible for the project

12. Stage Gate A - Initiation Purpose: The Initiation Stage Gate Review considers whether the Business Needs Statement justifies proceeding to the Concept Phase for development of a full Business Case and preliminary Project Management Plan. May be Delegated Example Initiation Assessment Questions:

13. Stage Gate B – Project Selection Review Purpose: The Project Selection Review (PSR) is a formal inspection of a proposed IT project by the IT governance organization to determine of it is a sound, viable, and worthy of funding, support and inclusion in the organization’s IT investment Portfolio. Example Project Selection Review Questions: IR Must Perform

14. Stage Gate C – Project Baseline Review Purpose: The Project Baseline Review (PBR) is a formal inspection of the entire project and performance measurement baseline initially developed for the IT project. The PBR includes review of the budget, risks, and user requirements for the investment. Example Project Baseline Review Questions: IR Must Perform

15. Stage Gate D – Requirements Analysis Purpose: The documented requirements are validated and further analyzed and decomposed into functional and non-functional requirements that define the automated system in more details with regard to inputs, processes, outputs, and interfaces. Example Requirements Analysis Assessment Questions: May be Delegated

16. Stage Gate E – Preliminary Design Review Purpose: The Preliminary Design Review (PDR) is a formal inspection of the high-level architectural design of an automated system, its software and external interfaces, which is conducted to achieve agreement and confidence that the design satisfies the functional and non-functional requirements and is in conformance with the enterprise architecture. IR Must Perform Example Design Assessment Questions:

17. Stage Gate F - Development Purpose: The Development Stage Gate Review evaluates whether the project should proceed to the Test Phase. May be Delegated Example Development Assessment Questions:

18. Stage Gate G - Test Purpose: The Test Stage Gate Review evaluates whether the project should proceed to the Implementation Phase. Example Test Assessment Questions: May be Delegated

19. Stage Gate H – Operational Readiness Review Purpose: The Operational Readiness Review (ORR), is a formal inspection conducted to determine if the final IT solution or automated system/application that has been developed or acquired, tested, and implemented is ready for release into the production environment for sustained operations and maintenance support. Example Operational Readiness Review Questions: IR Must Perform

20. Stage Gate I – Operations & Maintenance Purpose: The Operations & Maintenance (O&M) Stage Gate Review evaluates whether the project should be released into the full-scale production environment for sustained use and operations/maintenance support. Example O&M Assessment Questions: May be Delegated

21. Stage Gate J - Disposition Purpose: The operation of an automated system or other IT solution is formally ended in accordance with organization needs and pertinent laws and regulations. Example Disposition Assessment Questions: May be Delegated

22. CDC Stage Gate Review Plans • CDC projects will be integrated into the EPLC Stage Gate Review process by September 2009 • Current investments are being reviewed to determine the active projects with their cost and schedule baseline • Projects are being assessed to determined their “life cycle position” and will be assigned to the appropriate level of CDC IR Governance • Begin stage gate reviews for major and tactical projects in January & February 2009 • Begin stage gate reviews for all other projects in April 2009 • Projects will have one stage gate review by September 2009 and the required reviews for CPIC

23. Summary • Stage Gate Reviews are an integral component of the EPLC • Coordinating Centers, Coordinating Offices & Offices of the OD must have a IR governance structure and critical partners identified • There is latitude for deciding who does the 6 gates that can be delegated • Tools and training are being prepared to assist IR governance structures and critical partners in establishing processes and achieving required competencies • All projects at CDC should have at least 1 Stage Gate by September 30, 2009

24. Questions & Answers