Treasury Board of Canada Secrétariat du Conseil du Trésor
Secretariat du Canada
Enhanced Management Framework
Project Tracking & Oversight Process
Document Revision Draft 1.0
Date of Issue: January 2000
Process Owner: Enhanced Management Framework
PPTO-PS-003
Canada
Table of Contents
1. Introduction ..................................................................................................1
1.1 Purpose ........................................................................................................................... 1
1.2 Scope .............................................................................................................................. 1
1.3 Roles ............................................................................................................................... 1
1.4 Definitions and Acronyms ................................................................................................ 2
1.5 References ...................................................................................................................... 2
1.6 Inquiries ........................................................................................................................... 3
2. Process .........................................................................................................4
2.1 Entry Criteria .................................................................................................................... 4
2.2 Process Map .................................................................................................................... 4
2.3 Inputs ............................................................................................................................... 6
2.4 Activities .......................................................................................................................... 7
2.5 Outputs ............................................................................................................................ 8
2.6 Verification and Validation ............................................................................................... 8
2.7 Exit Criteria ...................................................................................................................... 9
2.8 Metrics ............................................................................................................................. 9
2.9 Records Control Table .................................................................................................... 9
2.10 Controlled Documents Table ........................................................................................... 9
Annex A – Lexicon ............................................................................................10
Annex B – Acronyms ........................................................................................11
Annex C – Flowcharting Symbols....................................................................12
Annex D – Bibliography ....................................................................................13
Annex E – Document Change Control.............................................................14
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking and Oversight Process PPTO-PS-003
Owner Approved by Date Version Page i
EMF J. Ginley January 2000 1.0
1. Introduction
1.1 Purpose
The purpose of this document is to describe the process to be followed by a project
manager to track a project.
1.2 Scope
This process is applicable to any Information Management/Information Technology
(IM/IT) project and to any phase of the IM/IT development life cycle.
1.3 Roles
Everyone in the organisation has a role to perform in this process.
Role Description/Responsibilities
Project Leader (PL) This is the person appointed by the sponsoring department to
be accountable for all external and internal aspects of a
capital project.
http://www.publiservice.tbs-sct.gc.ca/pubs_pol/dcgpubs/TB
M_122/ABKGLOS_e.html
Project Manager This is a person formally appointed to manage a project with
(PM) specific accountability for achieving defined project
objectives within allocated resources. A project manager
has access to, and a formally defined relationship with, the
project leader to which the specific project has been
assigned.
http://www.publiservice.tbs-sct.gc.ca/pubs_pol/dcgpubs/TB
M_122/ABKGLOS_e.html
Project Team Software engineer or writer assigned to a project
Member (PTM)
Responsible for completing project tasks, providing input to
plans, and providing status
Project Management This is a distinct and temporary organisational unit led by the
Office (PMO) project manager tasked to administer a project. It consists of
assigned full or part-time members of the sponsoring
department and, when appropriate, representatives of
participating departments working together in accordance
with any interdepartmental agreements or memorandums of
understanding.
http://www.publiservice.tbs-sct.gc.ca/pubs_pol/dcgpubs/TB
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 1
EMF J. Ginley January 2000 1.0
Role Description/Responsibilities
M_122/ABKGLOS_e.html
Quality Assurance Responsible for support of quality assurance activities.
(QA)
Configuration Responsible for support of configuration management
Management (CM) activities.
1.4 Definitions and Acronyms
Refer to Enhanced Management Framework Lexicon.
Refer to Enhanced Management Framework Acronyms.
Refer to Enhanced Management Framework Web Links
1.5 References
1.5.1 Traceability
This process was designed to satisfy the SEI Software Capability Maturity
Model goals for Level 2 Key Practice: Software Project Tracking and
Oversight.
1.5.2 Policies
Treasury Board Secretariat Policies:
Capital Plans - Glossary
Management of Major Crown Projects
Procurement Review Policy
Project Management
Project Approval
The policies above are located at the following URL:
http://www.publiservice.tbs-sct.gc.ca/pubs_pol/dcgpubs/TBM_122/siglist_e.ht
ml
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 2
EMF J. Ginley January 2000 1.0
1.5.3 Standards
Annex A – Flowcharting Symbols
1.5.4 Processes
PPTO-PS-001 Project Management Process
PPTO-PS-002 Project Planning Process
PEER-PS-001 Peer Review Process
1.5.5 Procedures
PPTO-PD-001 Estimate Software Product Size Basic Procedure
PPTO-PD-002 Estimate Project Resources/Schedule Basic Procedure
1.5.6 Guidelines
EMF Business Case Guideline
1.5.7 Templates
PPTO-TM-001 Process/Procedure Template
PPTO-TM-002 Project Plan Template
PPTO-TM-003 Project Estimates Template
EMF Project Charter Template
1.5.8 Checklists
PPTO-CK-001 Project Management Checklist
1.5.9 Training
For further information on training:
Go to www.cio-dpi.gc.ca/emf-cag/index_e.asp
1.5.10 Tools
For further information on tools:
Go to
http://www.cio-dpi.gc.ca/emf/Publications/SoftwareToolsReport/stf_e.html
1.6 Inquiries
For further information on this process:
Go to www.cio-dpi.gc.ca/emf-cag/index_e.asp
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 3
EMF J. Ginley January 2000 1.0
2. Process
2.1 Entry Criteria
The following entry criteria describes the input’s state, an event, or an expired amount
of time, which is required before this process can begin.
Details of Entry Criteria
Approved Business Case
Approved Project Charter
Approved Set of Requirements, as required by your IM/IT methodologies
Approved Project Plan
2.2 Process Map
The overall process flow given below shows the interaction and flow among the
activities. More details about the activities can be found in 2.4 Activities.
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 4
EMF J. Ginley January 2000 1.0
Project Tracking Process
1
Project Planning
2
Obtain Tracking
Requirements
3
Obtain Baseline
4
• Collect Actuals
• Compare Actuals
to Plans
5
• Evaluate Status
and Performance
• Monitor risks
6
• Status Meeting
• Project Review
• Commitment
Review
Yes Re-planning No Project Yes Post
Needed? Complete? Mortem
Organisation Title/Subject Number
TBS/CIOB/EMF Project Planning Process PPTO-PS-002
Owner Approved by Date Version Page 5
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2.3 Inputs
The following inputs are used in this process. Where they don’t exist, identify any
associated risks.
Input Detail of Inputs and remarks Ref.
Project Plan Original or Revised PPTO-TM-002
Project Actuals The current status of the project
Organisation Title/Subject Number
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2.4 Activities
The following activities are performed in this process. Document all assumptions,
risks, constraints etc. in the Project Plan.
No. Activities Action Detail of Activities and Remarks Ref.
by
1 Project PM Project planning in the context of PPTO-PS-002
Planning overall project management is PPTO-PS-001
documented in the referenced
documents.
2 Obtain PM Obtain the data collection requirements PPTO-PS-002
Tracking for project tracking from the Project
Plan. PPTO-PS-001
Requirements
PPTO-TM-002
3 Obtain PM Obtain the baselined estimates from PPTO-PS-002
Baseline the Project Plan. PPTO-PS-001
PPTO-TM-002
4 Collect PM Collect and store the current actual PPTO-PS-002
Actuals values of the tracking data, and PPTO-PS-001
compare them to the baselined
Compare PPTO-TM-002
estimates.
Actuals to
Plans Perform according to Project Plan
Schedule.
5 Evaluate PM Evaluate the project's performance and PPTO-PS-002
Status and status relative to the plan. Identify the PPTO-PS-001
Performance reasons for deviations from the plan;
identify both delays and accelerations; PPTO-TM-002
Monitor Risks
and monitor risks.
6 Status Determine whether the project's PPTO-PS-002
Meeting objectives, plan, or resources need to PPTO-PS-001
be adjusted.
Project
Review Re-planning Needed?
Commitment [Yes] Go to activity 1.
Review
[No] Is project completed?
[Yes] Write postmortem.
[No] Go to activity 4.
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
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2.5 Outputs
The following outputs are produced or modified by the activities in this process.
Output Detail of Outputs and Remarks Ref.
Project Logs Update issue log, decision log, action log and risk
and Status log.
Report
Document:
Reasons for deviations from the plan
Corrective actions taken
Recommendations for further adjustments
Track and report on requirement changes, size,
schedule, cost, quality, people and resources such as
equipment, tool, training, development
environments, infrastructure, as defined in the
Project Plan.
Assess and document status as per the schedule and
reporting requirements defined in the Project Plan.
Store the logs and status reports in the project’s
quality records to form part of the projects historical
data.
Project Conduct a postmortem to capture lessons learned.
Postmortem
2.6 Verification and Validation
Output To determine if the outputs are within specification,
Validation
Use the (PEER-PS-001) Peer Review Process
and any techniques described in your IM/IT
methodology.
Use validation techniques referred to in your
IM\IT methodology such as testing,
demonstration, analysis and inspection.
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 8
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2.7 Exit Criteria
Details of Exit Criteria
Client approves, revises or terminates the project, product or services.
Approved postmortem.
2.8 Metrics
Refer to Enhanced Management Framework, Exposure Draft Executive Toolkit,
November 22, 1999 for the Project Health Check Dashboard.
2.9 Records Control Table
Not applicable at this time. Populate table if seeking ISO certification. For more
information, refer to (PPTO-TM-001) Process/Procedure Template.
Description Storage Location Filing / Index Minimum
(no. and name) Storage Period
2.10 Controlled Documents Table
Not applicable at this time. Populate if seeking ISO certification. For more
information, refer to (PPTO-TM-001) Process/Procedure Template.
Number Name Revision Owner
Date
(or version)
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 9
EMF J. Ginley January 2000 1.0
Annex A – Lexicon
Refer to the Enhanced Management Framework Lexicon or insert a reference to your
organisation’s Lexicon.
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 10
EMF J. Ginley January 2000 1.0
Annex B – Acronyms
Refer to the Enhanced Management Framework Acronyms or insert a reference to your
organisation’s Acronyms.
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 11
EMF J. Ginley January 2000 1.0
Annex C – Flowcharting Symbols
Parallelograms represent inputs and outputs
to or from a process/procedure.
Rectangles represent individual Diamonds represent important decision points
process/procedure activities. in the process/procedure.
Lines with arrowheads connect symbols to Circles represent connectors when a
show the progression or direction of the process/procedure flowchart continues on the
activities. next page.
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 12
EMF J. Ginley January 2000 1.0
Annex D – Bibliography
Caputo, Kim, CMM Implementation Guide: Choreographing Software Process Improvement.
Addison Wesley, Reading, Massachusetts, 1998.
Refer to Enhanced Management Framework Web Links.
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 13
EMF J. Ginley January 2000 1.0
Annex E – Document Change Control
Revision Date of Issue Author(s) Brief Description of Change
Number
0.1 1999-09-23 EMF/PPTO Draft 0.1
1.0 1999-11-09 EMF/PPTO First Draft
1.0 2000-01-13 EMF/PPTO Second Draft
Organisation Title/Subject Number
TBS/CIOB/EMF Project Tracking & Oversight Process PPTO-PS-003
Owner Approved by Date Version Page 14
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