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Improved Exhibit 300s Through Better Project Management

Explore how project management techniques can improve Exhibit 300 development, from initiation to closeout. Learn the key impacts per phase and gain insights into better project planning and oversight.

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Improved Exhibit 300s Through Better Project Management

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  1. Improved Exhibit 300s Through Better Project Management By Kimberly Smith, PMP

  2. Agenda • Mapping the PMBOK and CPIC processes • Review the significant impacts per phase • Discuss impacts to the E300 • Wrap-up

  3. Initiate Plan Monitor & Control Execute Close Mapping the PMBOK and CPIC processes Pre-Select/ Select Control Evaluate

  4. Initiation ~ Pre-Select /Select • Evaluate the idea • Determine if an agency need is being met • Be sure there is a benefit to the Government • Justified Cost; Identified Risk; Evaluated Alternatives; Scope Defined • Approval of the investment

  5. Ensure consistency with A-94* Create a template for reusability Evaluate viable options Seek options beneficial to the government E300 Impacts: Basis for the summary of spending Initiate The Cost Benefit Analysis • Ensure the purpose of the investment • Substantiate the business case • Gain approval • Establish Scope • Know the Risk

  6. Ensure the purpose of the investment • Substantiate the business case • Gain approval • Establish Scope • Know the Risk Initiate Scope Management • Create description • Determine deliverables • Establish boundaries • Determine development lifecycle • Gain Stakeholder validation • Document and track E300 Impacts: Established lifecycle milestones

  7. Ensure the purpose of the investment • Substantiate the business case • Gain approval • Establish Scope • Know the Risk Initiate Risk Management • Evaluate risk • in Scope • in Cost • in Milestones • in Schedule E300 Impacts: Enable risk adjusted cost & schedule; support documents

  8. Planning ~ Pre-Select /Select • Create Project Management Plan • Validate/create the lifecycle costs • The acquisition strategy is developed • The performance baseline is set • The performance measures are identified

  9. Develop Project Management Plan • Validated lifecycle costs • Acquisition/Development details • Performance measure • Develop Project Management Plan • Validated lifecycle costs • Acquisition/Development details • Performance measure Plan Plan • Develop Project Management Plan • Validated lifecycle costs • Acquisition/Development details • Performance measure Plan The Plan • Develop integrated Project Management Plan Including, but not limited to: • WBS • Schedule • Integrated support plans • Performance baseline • Risk documentation E300 Impacts: Basis for the milestone plan

  10. Develop Project Management Plan • Validated lifecycle costs • Acquisition/Development details • Performance measure Plan The Performance Baseline • Create an integrated milestone plan based on the WBS • Verify all the lifecycle is represented in the baseline • Establish the earned value management methodology E300 Impacts: Establishes the support for the baseline

  11. Execute/Monitor & Control ~ Control • Carry out the activities in the plan • Assess the progress of the project • Track performance measure • Evaluate risk • Update and track EVM

  12. EVM • Track progress against the plan • Make necessary adjustments • Update EVM routinely • Understand the receiving audience E300 Impacts: Measured from the milestone plan • Execute the plan • Monitor project progress • Track performance measure • Update and evaluate risk • Update and track EVM • Performance measure Execute /Control

  13. Risk Management • Execute the risk management plan • Review for effectiveness • Update the risk list • Review for impact to the cost and schedule E300 Impacts: Establish risk responses and support document • Execute the plan • Monitor project progress • Track performance measure • Update and evaluate risk • Update and track EVM • Performance measure Execute /Control

  14. Evaluate/Close • Validate the goals • Close out acquisition • Review lessons learned • Document the return on the investment • Finalize the project repository with final updates • Evaluate the performance gap • Perform operational analysis • Retire the system

  15. Review Lesson Learned • Determine if processes should be updated • Compare the progress against the baseline • Share the knowledge such that oversight bodies gain insight • Validate the goals • Review lessons • Finalize project documents • Close out acquisitions • Operational Analysis Evaluate & Close

  16. Operational Analysis • Review investment effectiveness • Identify improvement opportunities • Finalize when the project is complete E300 Impacts: Look for opportunities to change states • Validate the goals • Review lessons • Finalize project documents • Close out acquisitions • Operational Analysis Evaluate & Close

  17. Wrap-Up • PMBOK based Project Management provides the basis for the E300 baseline • The chosen alternative • The milestones • The lifecycle cost • E300 discipline • Promotes good stewardship • Keeps the Project Manager proactive

  18. Questions ?

  19. Contact Info Kimberly Smith, PMP Project Management Officer Federal Finance Financial Management Service (202) 874-6588, Office Phone E-mail: Kimberly.Smith@fms.treas.gov

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