State of Michigan Project Management Methodology Orientation

1. State of MichiganProject Management MethodologyOrientation November 2005

2. Objectives • Define methodology • Present business case and benefits of a project methodology • Describe purpose of the State’s Project Management Methodology • Preview State of Michigan Project Management Methodology • Answer questions regarding Project Management at the State

3. Methodology Defined • “The science of method, or orderly arrangement” – Webster • “A system of practices, techniques, procedures, and rules used by those who work in a discipline” – PMBOK

4. Business Case for PM Methodology • Today’s business environment is unforgiving • Customers have higher expectations, seek increased time efficiencies, and demand ‘quantum’ performance improvements • IT projects are not historically tied to business success--information oriented; least PM mature • IT efforts need documented path and procedures to better manage and control projects • Project methodologies offer proven techniques to manage scope, cost, and task execution

5. Benefits of Project Management • Higher project management maturity leads to better project management • A positive correlation exists between higher project management maturity and cost andschedule performances • An established and systematicapproach to PM has been proven to improve IT project success to greater than 34% (industry average)--improved quality is recognized

6. Purpose of SOM PM Methodology • “To provide a comprehensive set of procedures and techniques to the State's project managers ‘to ensure high-quality and repeatable results.’ “

7. State of MichiganProject Management Elements • Project Management Methodology, Project Management Training, Project Scheduling Tool Expertise, and the Project Management Center of Excellence establish the key elements of the State of Michigan project management support infrastructure.

8. State of MichiganMethodology Goals • Assist in the managing and monitoring of the State of Michigan’s government agencies Information Technology (IT) projects. • Provide for, and institutionalize, formal project management practices into all areas of State government.

9. Project Management Methodology • The State of Michigan Methodology is the foundation for building and identifying the types of procedures needed. • The PM methodology document describes project phases and processes to be accomplished. • The methodology is driven by the use of templates that guide the user through processes necessary to complete activities. • The methodology grows with maturity.

10. Methodology Levels Phases Processes Templates

11. Phases of the PMM • The Project Management Methodology and its phases: • Phases provide the framework for the methodology (PMBOK aligned). Initiation Planning Execution Control Closeout

12. PMM and PMBOK Human Resource Management Communications Management Procurement Management Integration Management Quality Management Scope Management Risk Management Cost Management Time Management Initiation Planning Execution Control Closeout Project Management Phases Knowledge Areas

13. PMM phases and SDLC components

14. Project Management versus System Development Life Cycle • Project Management defines the general function of managing the project from initiation to closeout. • System Development Life Cycle defines the function of managing the product from inception to implementation and maintenance.

15. Project Phase overlap Execution Level Of Activity Planning Closing Initiation Control Project Start Project Finish TIME Overlap of Phases in the Project Life Cycle

16. PMM Processes • Processes provide the “how to” of working ‘inside’ of the framework. • The Project Management Methodology document describes the processes in detail.

17. PMM Templates • Templates are the deliverables of the processes and thereby establish standardization for project activities. • Templates integrate the methodology into the everyday project environment being conducted at the State of Michigan. Initiation Planning Control Execution Closeout

18. PMM Templates • Customizable documents that allow for the insertion of dictated information in an organized manner.

19. History of PMM • 1999 Need for PMM approved • 1999 – Specifications Development • Early 2000 – RFP / Procurement Process • May 2000 – PMM Release 1 • May 2001 – PMM Release 2 • May 2003 – PMM Express Release 1 • December 2004 – PMM Release 3 • October 2005 – PMM Express Release 2

20. State of MichiganProject Management Methodology A system of standard methods and guidance to ensure that projects are conducted in a disciplined, well-managed, and consistent manner Soft Copies available at www.michigan.gov/projectmanagement and click on the PM Methodology page

21. PMM Templates Consists of 19 Templates • Budget Estimate • Planning Transition Checklist • Project Status Report • Project Change Request • Project Issue Document • Post Implementation Eval Report • Active Project Transition • Lessons Learned • PMM Feedback • Project Concept Document • Business Case • Project Charter • Project Plan • WBS • Resource Plan • Risk Management Plan • Quality Plan • Communications Plan • Change Management Plan

22. PMM Express An adaptation of the State’s Project Management Methodology (PMM) to smaller, non-complex projects Soft Copies available at www.michigan.gov/projectmanagement and click on the PM Methodology page

23. PMM Express Templates • Consists of Seven Templates • Project Charter • Project Plan • Project Status Report • Project Change Request • Project Issue Document • Post Implementation Evaluation Report (PIER) • Lessons Learned Lessons Learned

25. Initiation Phase Initiation Planning Control Execution Closeout • The Project Initiation Phase is the conceptual element of project management. • The purpose of the Initiation Phase is to specify what the project should accomplish and to gain management approval.

26. Initiation Progression Project Concept Document Project Charter Planning Phase Business Case Initiation Initiation Phase Documents

27. Project Charter Highlights • Project Objectives • Project Scope • Critical Success Factors • High-Level Project Planning Estimates • Roles & Responsibilities • Project Authority • Management Checkpoints

28. Project Charter Approval • Gives the go-ahead (approval) to expend resources on this project • Obtaining signatures assigns responsibility!

29. Planning Phase Initiation Planning Control Execution Closeout • The purpose of the Project Planning Phase is to establish requirements, define tasks, build schedules, assess risks, institute quality standards, describe deliverables, develop costs, and to document the work organization. • The process entails the identification of the ‘proper’ needs and structure for organizing and managing the project. *Note: Some Control activities occur in the Planning Phase.

30. Planning Progression Planning Control

31. Developing a Project Notebook Contents: • Project Charter • Work Breakdown Structure • Project Schedule • Resource Management Plan • Risk Management Plan • Quality Management Plan • Communication Plan • Change Management Plan • Project Status Reports • Project Successes and Lessons Learned • Any other documents that the project manager feels are important enough to include

32. Scope Input Boundaries Purchase Provide Acquire Assumptions and Constraints Modify Recruit Oversee Train Identify Promote Planning Control SCOPE ...defines a project’s place in a larger scenario

33. Communication Communicate information needs Identify people who need information Define information needs Planning Control COMMUNICATION PLAN …foundation strategy for getting the right information to the right people

34. Develop Communication Strategy • Defines the information needs of the project stakeholders and the project team by documenting what, when, and how the information will be distributed.

35. Risk Management Planning Control RISK MANAGEMENT …systematic means of managing uncertainty Risk Identification Response Development Risk Event Control

36. Documenting Risks • Identify Potential Risks that may affect (both positively and negatively) Budget, Scope or Schedule • Estimate their Probability of Occurring and their Impacton the project if they occur • Develop Mitigation Strategies for high risks

37. Quality Management Quality Planning Quality Assurance Quality Control Identify Evaluate Monitor Planning Control QUALITY MANAGEMENT …means to ensure project will satisfy needs

38. Develop Quality Strategy How is quality being addressed on the project? • Deliverable Acceptance Criteria • Describe Acceptance Criteria for deliverables as they are turned over to the customer • Applicable QA Activities • Define applicable Quality Assurance activities for the project including test and acceptance processes and documentation

39. WBS Process Flow Develop High-Level WBS Assign High-Level Responsibility Decompose WBS Assign Responsibility to Elements Create WBS Dictionary Review & Approve WBS Baseline WBS Planning Control WORK BREAKDOWN STRUCTURE …identifies all the tasks in a project WBS Development Process

40. Project Plan Signoff Signature meaning: • Commitment, not a guarantee.

41. Execution and ControlPhases Initiation Planning Control Execution Closeout • These interactive phases deal with theactual development of the project ‘product’. • Project Execution focuses on participating in, observing, and analyzing work being done. • Project Control manages processes in order tocompare actual to planned performance and takes corrective action when differences exist.

42. Status Control Execution STATUS …means by which the team and management is informed of project progress Current Status Time Status of Phase II Status of Phase I Schedule Scope Cost Quality Risk Project Elements

43. Project Status Reports

44. Issue Management

45. Change Control Change Identified Team Evaluation Committee Review Change Implemented Plans Updated Change Approved Control Execution CHANGE CONTROL …identification and management of project changes

46. Change Control Request Template • General Information (all templates have this section!) • Requestor Information • Initial Review Results • to move forward with an Impact Analysis • Initial Impact Analysis • Impact Analysis Results • Signatures (Signoff!)

47. Perform Other Project Control Functions • Scope Control • Quality Control • Schedule Control • Cost Control • Risk Control • Contract Administration, if applicable

48. Closeout Phase Initiation Planning Control Execution Closeout • The Project Closeout Phase involves the administrative and financial efforts needed to close out a project. The product is also transferred to the customer. *Note: Some Control activities occur in the Closeout Phase.

49. Post Implementation Evaluation Report Control Closeout • A Post Implementation Evaluation Report documents successes and failures of the project. • It provides a historical record of the planned and actual budget schedule. • The report contains recommendations for other projects of similar size and scope. • The report documents valuable lessons learned.

50. Obtain Project Sign-Off • Meet with stakeholders to get their final approval of the project • They are the reason for the project existing in the first place • Their approval signals the project’s completion!