Project Management Practices181 6 by NO9Q47

VIEWS: 7 PAGES: 41

									RELATES Implementation




                                 Project
                  Management
                               Practices




Prepared by :           ...............................................................
Date :                  ................................................................




Project Management Practices
RELATES Implementation



PROJECT MANAGEMENT PRACTICES .................................................................... 1

DOCUMENT CONTROL................................................................................................. 1

PROJECT ADMINISTRATION PRACTICE................................................................ 2
  OVERVIEW OF PROJECT ADMINISTRATION ......................................................................... 2
   General Description of Project Administration Practice ............................................. 2
   Statement(s) of Work Addressed .................................................................................... 2
  RESOURCES & TEAM COMPOSITION .................................................................................. 3
   Responsibility ................................................................................................................ 3
PROJECT LIBRARY PRACTICE.................................................................................. 8
  PRACTICE OVERVIEW ........................................................................................................ 8
    General Description of Practice ................................................................................... 8
    Logical Knowledge Base ............................................................................................... 8
    Physical Knowledge Base ........................................................................................... 11
    Knowledge Base Standards ......................................................................................... 12
    Version Control ........................................................................................................... 14
    Security & Access Authority ........................................................................................ 15
    Physical File Storage .................................................................................................. 15
    Document Templates ................................................................................................... 15
    Knowledge Base Environment .................................................................................... 16
FINANCIAL PRACTICE. .............................................................................................. 17
  FINANCIAL PRACTICE OVERVIEW .................................................................................... 17
    Deliverables and Requests .......................................................................................... 17
    Financial Tracking and Reporting .............................................................................. 17
    Invoicing and Milestone Procedures........................................................................... 18
    Time and Expense Reporting....................................................................................... 18
    Milestone Confirmation/Notification .......................................................................... 19
    Time and Expense Report ............................................................................................ 20
PROJECT COMMUNICATION PRACTICE. ............................................................ 22
  COMMUNICATION PRACTICE OVERVIEW.......................................................................... 22
   Communication Schedule ............................................................................................ 22
   Weekly Status Reporting .............................................................................................. 23
   Monthly Status Reporting ............................................................................................ 23
   Project Status Meeting Package ................................................................................. 24
   Project Manager's Preparation Guidelines ................................................................ 25
   Project Status Meeting Agenda ................................................................................... 26
   Project Status Meeting Minutes .................................................................................. 27
PROJECT CHANGE CONTROL PRACTICE. .......................................................... 28
  OVERVIEW OF CHANGE CONTROL ................................................................................... 29
   General Description of Project Change Control Practice.......................................... 29
   Statement of Work Addressed ...................................................................................... 29
   Inputs to Practice ........................................................................................................ 29
   Outputs or Deliverables of the Practice ...................................................................... 30
  RESOURCES ..................................................................................................................... 30

Project Management Practices
RELATES Implementation


   Responsibility .............................................................................................................. 30
   Team Composition ...................................................................................................... 30
  CHANGE ORDER PROCEDURE .......................................................................................... 31
  REPORTING PROCEDURES AND COMPLETION ................................................................... 34
   Responsibility .............................................................................................................. 34
   Routing ........................................................................................................................ 34
   Sign-Off and Hand-Off Procedures............................................................................. 34
   Sign-Off Requirements ................................................................................................ 34
ESCALATION MANAGEMENT PRACTICE ............................................................ 35
  OVERVIEW OF ESCALATION MANAGEMENT PRACTICE .................................................... 35
   General Description of Escalation Management Practice ......................................... 35
   Outputs or Deliverables of Practice............................................................................ 36
  RESOURCES ..................................................................................................................... 36
   Project Manager ......................................................................................................... 36
   Skill Sets Required ....................................................................................................... 36
   Team Composition ...................................................................................................... 36
  SAMPLE: PROBLEM ESCALATION REPORT ....................................................................... 37
   Definitions of Fields for Problem Escalation Report ................................................. 38




Project Management Practices
 RELATES Implementation




 Project Management Practices

 Document Control
DOCUMENT DISTRIBUTION
               NAME                                    TITLE                         ORGANIZATION
 ABC                                    Managing Director / Sponsor            BCS
 A123                                   RELATES team member                    BCS
 B321
 C789




CHANGE HISTORY
        DATE                         CHANGE DESCRIPTION                              APPROVED BY
  rd
 3 August 20xx        1.   Change ABC Bank Knowledge Base to RELATES           CML
                           Knowledge base
                      2.   Change RELATES project to Project Library
                      3.   The content in this practice referencing ABC Bank
                           is not changed as it becomes an example of a
                           customer for SW Provider.
                      4.   Global change of ABC Bank to another customer
                           to be done with next RELATES project




 Project Administration Practice


 Project Management Practices                                                           Page 1 of 38
RELATES Implementation



Overview of Project Administration
                The Project Management Office (PM Office) is the primary focal point for
                the overall management of the project. The PM Office is responsible for
                the communication, documentation, administration and service center for
                the RELATES Project.


General Description of Project Administration Practice

                The PM Office is responsible for disseminating, collecting, and maintaining
                project information. The PM Office maintains a library of information and
                documents that are compiled and developed during the project. Finally, the
                PM Office provides the financial services for the project as described in the
                Financial Practice section.


Statement(s) of Work Addressed

                The Project Administration Practice addresses the administrative
                responsibilities as described in Project Planning and Organization section of
                the Implementation Statement of Work.




Project Management Practices                                                     Page 2 of 38
RELATES Implementation




Resources & Team Composition
                The following identifies the Project team members by title and describes the
                specific roles and responsibilities they have within the RELATES team.


Responsibility

                Project Steering Committee
                       ABC Bank
                              [to include names from ABC Bank]

                        SW Provider
                             KC Tan
                             Eric Lim
                             ABC 123
                             Guhan Periasamy

                The responsibilities of the Project Steering Committee includes :-

                       Contract signing
                       Endorse the final project plan
                       Review status/progress of project
                       Resolve business/operations issues
                       Approve Change Requests
                       Review and validate project milestones
                       Resolve any issues relating to the scope of implementation


                Re-Engineering Team
                      ABC Bank
                             [to include ABC Bank identified personnels]

                        SW Provider
                             ABC 123
                             Dr A123
                             MS B321

                The responsibilities of the Re-engineering Team includes :-

                       Participate in Re-engineering program
                       Review process and operations re-design
                       Formulate tasks and activities required to support/facilitate the Re-
                        engineering program
                       Establish performance measurement
                       Provide recommendations to Steering Committee



Project Management Practices                                                      Page 3 of 38
RELATES Implementation




                ABC Bank Project Manager
                [to include name of ABC Bank PM]

                The project will be the responsibility of the ABC Bank Project Manager
                with the assistance and support from the SW Provider Project Manager. The
                responsibilities of the ABC BANK Project Manager are as follows :-
                       Produce the project plan
                       Direction and coordination of all ABC BANK resources required to
                        successfully implement and complete the project
                       Approve the project documents
                       Report on project status regularly
                       Ensure user procedures are modified to compliment the system’s use
                        (process re-engineering)
                       Ensure that the proper number of team members are available and
                        active
                       Ensure training is provided to the system users
                       Form the Acceptance Committee to accept the solution during
                        acceptance testing
                       Ensure that technical and end user representatives are identified to
                        provide a single point of contact
                       Escalate any contractual issues or problems to the Steering
                        Committee or the appropriate Bank and SW Provider management
                       Ensure that the proposed resolution of any issues or problems is
                        approved promptly
                       Schedule ABC BANK and SW Provider Progress Meetings
                       Organize and maintain Project files / library
                       Defining Corrective Measures
                       Management of sub contractors ie. Renovation or any other
                        contractors by ABC Bank

                SW Provider Project Manager
                ABC 123

                The SW Provider Project Manager is only responsible for coordinating SW
                Provider implementation activities. The SW Provider Project Manager's
                responsibilities will include:
                       Direction and coordination of SW Provider resources required to
                        successfully implement and complete the project
                       Preparing and updating plans of SW Provider resources
                       Ensuring that SW Provider Procedures and Implementation
                        Methodologies are followed and that excellent standards of quality
                        are maintained
                       Application and Management of Change Control procedures to SW
                        Provider implementation tasks.
                       Management of implementation business partners


Project Management Practices                                                    Page 4 of 38
RELATES Implementation




                Development Team

                    ABC Bank
                    [name]                  - IT Technical
                    [name]                  - IT Business
                                            - User Representative - Acceptance
                                            - User Representative - Documentation

                    SW Provider
                    C789             - Team leader
                    D345             - developer
                    E456             - developer
                    F567             - developer
                    G678             - developer


                Database Team

                    ABC Bank


                    SW Provider
                    B321
                    Z123


                Network/System Team

                    ABC Bank


                    SW Provider
                    C123             - Network consultant
                    D342             - Systems consultant

                The responsibilities of the all the respective team members comprises of
                active participation and ownership of the following major activities:
                   Current Environment Analysis
                   Product definition
                   Initial Product and Parameter Set-up (System configuration)
                   System installation for the Loans Centres
                   Documentation of all related processes and reports
                   Formal and informal training in the use and control of RELATES
                   Product and Parameter Verification
                   Integration & Acceptance Testing
                   Conduct and Coordinate Branch Training
                   Branch PC conversion to NT

Project Management Practices                                                 Page 5 of 38
RELATES Implementation




                Each of these activities is defined at a more detailed level in the Statement
                Of Work.
                IT Technical representative will be responsible for the programming, design
                and configuration of the respective modules involved in each of these
                activities.
                IT Business, User and Business Representative will be responsible for
                assisting the IT Technical team members in the following areas :-
                   Provide input on the loans workflow
                   Provide input on the functionality of the solution
                   Provide input on the acceptance criteria
                   Participate in the preparation of user procedures and operational
                    procedures
                   Participate in definition, preparation, and delivery of training
                   Participate in training sessions
                   Participate in the cutover to RELATES
                   Use the new system after it is operational.


                Infrastructure Team

                    ABC Bank
                    [name]                    - IT Technical
                    [name]                    - IT Technical


                Responsibilities of the Infrastructure Team includes :-
                 Installation of hardware and software for Loan centres
                 Conversion of all branches PC to NT
                 Network installation and administration
                 System administration
                 Preparation of development, test and training directories and
                   environment
                 System configuration and performance management

                Deployment Team

                To Be Determined (whether it’s ABC Bank or joint effort with SW Provider)

                The Deployment Team will be responsible for the followings :-




Project Management Practices                                                      Page 6 of 38
RELATES Implementation


                   Prepare Branch user procedures and operational procedures
                   Coordinate and perform acceptance test
                   Define, prepare and conduct user training
                   Coordinate and support branch cutover procedures
                   Support branch data conversion, audit and control procedures
                   Support all the respective processes involved in the RELATES system
                   Provide first line support for branches operations




Project Management Practices                                                 Page 7 of 38
RELATES Implementation




Project Library Practice
Practice Overview
                The Project Management Office organises and maintains the RELATES
                Project knowledge base. Knowledge is information in the form of electronic
                files and physical documents produced and collected over the life of the
                project. It includes project deliverables and work products, business
                models, correspondence, reports, contracts, working papers and
                presentations.


General Description of Practice

                The knowledge base typically has two areas - an electronic repository in the
                form of a standard directory structure on a local area network, and a
                physical file storage area. The logical knowledge base will reside on a
                central file server and organised according to a standard directory structure.
                In order to maintain strict controls, document catalogue adding privileges
                are restricted to the Project Manager and the Project team members.

                Physical copies of documents are kept in the following places:

                   Project Management Office Document File
                   ABC Bank Document room


                Only assigned personnel on the ABC Bank project have permission to
                access the server. The server is the central depository for minutes, project
                status reports, change requests, site specific information, and other general
                project information.


Logical Knowledge Base

                For the purpose of organising the knowledge base, a standard directory
                structure has been set up with a parent directory named ABC Bank
                Knowledge Base and four sub-directories namely, Archives, Projects,
                Reference Library and Standards. Archives, Reference Library and
                Standards are directories established to hold common files including
                reference materials, standards and procedures. The Projects directory is
                structured to hold multiple projects within a programme. The following
                diagram illustrate the resulting directory structure. Note that while ABC
                Bank currently has only one programme, the knowledge base can be
                structured to accommodate multiple programmes.



Project Management Practices                                                      Page 8 of 38
RELATES Implementation


                                           RELATES
                                        Knowledge Base


      Archives            Project Library          Reference Library         Standards



                                 Project                  Application              Forms
                               Management                Development

                                                          Contract &             Procedures
                                      ISSUES               Proposal

                                                           Customer              Templates
                                      CHANGE              information

                                                         Presentation
                                      STATUS



                                        PLAN             Specifications



                                      CORRESP
                                                             ARCHITECTURE

                                      MEETING
                                                                DETAILED

                                       LESSON
                                      LEARNED                 FUNCTIONAL


                                 T raining
                                                            T raining
                                                            Manuals
                                 Working



                                     IT
                               Infrastructure



                                   INSTALLATION



                                     SYSTEM
                                  ADMINISTRATION




                 The following table describes the purpose of each file storage directory
                 within the logical knowledge base.

                          Directory                    Description

                  RELATES                       Directory containing RELATES project
                  KNOWLEDGE BASE
                  ARCHIVE                       Sub-directory containing all files which are
                                                archived, i.e. files which are no longer used
                                                or used rarely. Archive directory containing
                                                all archived projects for the RELATES
                                                Implementation programme. Each project
                                                will be archived as a single file using Win
                                                Zip and named with the project code name
                                                and a running number. For example, ABC
                                                BANK-RELATES-01.ZIP, ABC FINANCE-
                                                RELATES-01.ZIP , etc.

Project Management Practices                                                     Page 9 of 38
RELATES Implementation



                 Project Library                Sub-directory      containing      RELATES
                                                Implementation. Should there be more than
                                                1 project within ABC Bank, then this sub-
                                                directory will be replicated for the acquired
                                                project
                 Project Management             Project management directory for RELATES
                                                project. It contains all information relating to
                                                the management of all the project.
                                      Change Contains all Change Request forms and the
                                             Change Request Log for the project.
                               Correspondence Contains all internal and                external
                                              correspondence for the project.
                                        Issues Contains all Issue Work sheets and the Open
                                               Issues Log for the project.
                                      Meeting Contains the agenda and minutes for all
                                              project meetings.
                                         Plan Contains all project planning and tracking
                                              deliverables including the Statement Of
                                              Work, Practices & Methods, Project
                                              Schedule and Project Budget.
                                        Status Contains Project Status Reports created on a
                                               weekly basis for the project. Also holds all
                                               ad-hoc status reports
                           Lessons Learned Contains Lesson Learned Reports to share,
                                           review and to learn among team members
                                           and all associates for SW Provider.
                 WORKING                        -   Working directory
                 IT INFRASTRUCTURE              -   Installation & Administration
                 TRAINING                       -   All training
                 REFERENCE                      Sub-directory containing all related reference
                 LIBRARY                        materials, technical documentation and
                                                specifications for the projects. The Contract
                                                and proposal are also contained here.
                 STANDARDS                      Sub-directory containing all standards used
                                                by programmes.
                                        Forms Contains all standard forms.
                                   Procedures Programmes standards and procedures.
                                    Templates Contains templates for standard programme
                                              and project work products.



Project Management Practices                                                       Page 10 of 38
RELATES Implementation




Physical Knowledge Base

                The physical knowledge base organisation refers to the physical files and
                papers maintained outside of the electronic repository.
                The information in this knowledge base will be organised into four standard
                files as described in the table below.

                 File Name                   Description

                 Project Control File        Contains the project charter, project plan
                                             (schedule, budget, risk and quality), financial
                                             details, internal correspondence, external
                                             correspondence, status reports and approvals.
                 Issues File                 Contains all Issue Work sheets and the Open
                                             Issues Log for the project.
                 Change Request File         Contains all Change Request forms and the
                                             Change Request Log for the project.
                 Deliverable File            Contains all deliverables created for the
                                             project, i.e. functional specifications,
                                             procedure manual.
                Some projects will require multiple files of a particular type to
                accommodate the volume of information. Each file should therefore be
                labeled with its applicable period.


Knowledge Base Standards

Introduction
                This section outlines the standards to be applied to documents within the
                knowledge base .ie. file naming standards, document properties, version
                control, security & access authority, document template, physical file
                storage.

Project Deliverables
                These types of work products consist of documents such as Functional
                Specifications, Procedure Manuals, etc. The name format for such
                documents consists of an alpha long-name identifier of the deliverable
                (XX…..XXX) combined with a version number (99). For example;
                “Approval Part 1-01.DOC” where : ‘Approval Part 1’ identifies the
                document as a Approval Document and ‘01’ identifies Version 01



Project Management Practices                                                    Page 11 of 38
RELATES Implementation


                If previous draft versions of a document are to be kept as separate files, they
                should be stored in the Working directory and named as appropriate. The
                latest draft should reside in the Deliverables directory and be named as
                described above.


Project Schedule
                Project schedule file names consist of alpha long-name identifier combined with a
                version number. For example;
                “ABC BANK RELATES 01.1 – yymmdd.MPP”            refers to the project plan
                version 1.1 of ABC Bank Bank Berhad RELATES project.
                “ABC FINANCE RELATES 01.1 – yymmdd.MPP” refers to the project plan
                version 1.1 of ABC Bank Finance Berhad RELATES project.




Project Status Reports
                These reports are named in the format with an alpha long-name identifier
                plus yymmdd where yymmdd represents the Year, Month and Day of the
                period end date for which the report applies. For example;
                “ABC BANK RELATES Status Report 990725.DOC” refers to the ABC
                Bank Bank RELATES project status report for the period ending 25th July
                1997.
                “ABC FINANCE RELATES Status Report 991010.DOC” refers to the
                ABC Bank Finance Berhad RELATES project status report for the period
                ending 10th October 20xx.


Change Request Log
                Change Request Log file name has the format with an alpha long-name
                identifier plus yymmdd where yymmdd represents the Year, Month and Day
                of the period end date for which the log applies.


Change Request Forms
                Change Request file names has the format with an alpha long-name
                identifier plus yymmdd where yymmdd represents the Year, Month and Day
                of the period end date for which the form applies and combined with the
                change request number. For example;
                “ABC BANK Change Request 9999.DOC” where 9999 represents the
                change request number




Project Management Practices                                                       Page 12 of 38
RELATES Implementation


Problem Log
                The Problem Log file name has the format with an alpha long-name identifier
                plus yymmdd where yymmdd represents the Year, Month and Day of the
                period end date for which the form applies.


Problem Escalation Forms
                Problem Escalation Form file name has the format with an alpha long-name
                identifier combined with yymmdd-99 where :
                yymmdd represents the Year, Month and Day.
                99 is a sequential number that uniquely identifies issues received in a single
                day. Use of this number enables users to create up to 99 issues on the same
                day. For example:
                “ABC BANK RELATES Problem Escalation 991023-01.DOC” is the first
                issue to be logged on 23rd October 20xx.


Project Correspondence
                Correspondence documents are saved in the format with an alpha long
                name plus yymmdd-99 where :
                The standard alpha ids and their correspondence types are:
                        FAX            Facsimile
                        MEMO           Memo
                        LETTER         Letter
                yymmdd represents the Year, Month and Day. 99 is the sequential number
                of the fax, memo, letter. Use of this number allows users to create several
                memos or faxes on the same day. For example:
                FAX990723-01           Fax number 1 created on 23rd July 20xx.
                FAX990723-02           Fax number 2 created on 23rd July 20xx.
                MEMO990701-01          Memo number 1 created on 1st July 20xx.
                MEMO990710-01          Memo number 1 created on 10th July 20xx.


Agendas and Minutes
                These documents are saved in the format with an alpha long name plus
                yymmdd-99 where :
                The standard alpha ids and their record types are:
                AGENDA         Meeting Agenda
                MINUTES        Meeting Minutes


Project Management Practices                                                     Page 13 of 38
RELATES Implementation


                yymmdd represents the Year, Month and Day. 99 is the sequential number
                of the document. Use of this number allows users to create several memos
                or faxes on the same day. For example:
                MINUTES990701-01 Minutes number 1 created on 1st July 20xx.
                MINUTES990701-02 Minutes number 2 created on 1st July 20xx.
                MINUTES990706-02 Minutes number 2 created on 6th July 20xx.

Document Properties
                Document properties will be documented where the tool allows. The
                mandatory properties to be entered in the ‘File -Properties’ section include:
                Title:            The Document title
                Subject:          The project name (eg. Deployment)
                Author:           Team member responsible for the development of the
                document
                Other document properties ie. Company, Category, Keywords, Comments
                may be entered to satisfy project specific requirements.



Version Control

Version Numbers
                The location and format of version numbers for all documentation should
                be included on every page of the document including the front page.
                The format for version numbers will be 99.9 where:
                99     Represents the major version number for the document. Valid
                values are 01 to 99;
                9      Represents the minor release version number for the document.
                Valid values are 1 to 9.
                The First version number to be allocated is 1.0.

Draft Numbers
                The location and format of Draft numbers for all documentation should be
                included on every page of the document including the front page.
                The format for Draft numbers will be 0.X where:
                X        Represents the draft number for the document. Values are A to Z.
                The first Draft number to be allocated is 0.A, the second draft, 0.B and so
                on.



Project Management Practices                                                    Page 14 of 38
RELATES Implementation


                Documents under development must be allocated a draft number. This
                draft number will be incremented each time the document is changed and
                redistributed for review.
                When the document is finally approved, the draft number is removed and
                the document changed to ‘Final 1.0’.


Security & Access Authority
                The level of Security and Access Authority will depend on the staff role and
                the particular directory. In general,
                 any directories or information pertaining to the Programme in general
                will be able to be read by all staff, however, only the Project Manager and
                Project office staff will have write access.
                 any directories or information pertaining to an individual project will
                again be able to be read by all staff. The Project Manager and Project Team
                members will be given write access to their individual project directories
                and sub-directories.
                The security and access authorities for each role can be summarised by the
                following table :

                 Project Role            Archive    Projects    Reference    Standards
                                                                 Library
                 Project Manager            W          W           W             W
                 Project Leads              R          W            R            R
                 Project Team               R          W            R            R
                 Members
                 Programme Sponsor           R         R            R            R

Physical File Storage
                Each Project Lead is responsible to establishing and maintaining all
                physical files for their project. These files are to be held by the Project
                Manager and made available to the Project Office and other team members
                as required. At the conclusion of the project all files are to be provided to
                the Project Office for archiving.



Document Templates
                Templates for the standard documents will be created and stored in the
                Template directory. These templates should be used for the standard
                documents for which they exist. A list of the available templates is provided
                in Templates sub-directory.


Project Management Practices                                                    Page 15 of 38
RELATES Implementation


                This table below describes the list of templates to be made available to
                project team staff. These templates will be located in the
                ABC BANK KNOWLEDGE BASE\Standards\Templates directory.


                          Document                  Tool               Template
                Problem Log                       MSExcel       Problem Log
                Problem Escalation Form           MSWord        Problem Escalation Form
                Change Request Log                MSExcel       Change Request Log
                Change Request Form               MSWord        Change Request Form
                Montly Status Reports             MSWord        Monthly Status Report
                Weekly Status Reports             MSWord        Weekly Status Report
                Fax                               MSWord        Fax
                Memo                              MSWord        Memo
                Meeting Agenda                    MSWord        Agenda
                Meeting Minutes                   MSWord        Meeting Minutes
                Timesheet                         MSWord        Timesheet



Knowledge Base Environment
                This section outlines the technical environment required to adequately
                support the Project Knowledge Base.


Technology requirements

                Technology required to support this knowledge co-ordination plan includes:
                   a central file server to support the knowledge base with a tape backup
                    capability;
                   personal computers for all staff to enable access to the knowledge base
                    server and project files;
                   personal computers attached to a LAN environment on which the
                    knowledge base resides;
                   standard Microsoft Office ‘95 products - Word, Excel, Project and
                    PowerPoint; and
                     archiving software (WinZip) to support archiving of project files


Facility requirements
                Accommodation is required for the Project Manager in addition to
                sufficient storage cabinets for archiving physical project files.




Project Management Practices                                                   Page 16 of 38
RELATES Implementation



Financial Practice
Financial Practice Overview
                The primary goals of the RELATES Project Financial Practice are to exceed
                internal and external customer requirements. This will be achieved by
                maintaining detailed records of all costs and expenses relating to the
                project, and by invoicing the customer in a timely and accurate manner. It
                is the responsibility of the Financial Practice to invoice and recover all
                billable revenue, while ensuring that proper accounting, reporting, and
                tracking of revenue and costs are conducted.

                The Financial Practice defines the following major functions for the ABC
                Bank RELATES Project:

                   Deliverables and Requests
                   Financial Tracking and Reporting
                   Invoicing
                   Time and Expense Reporting


Deliverables and Requests

                As detailed below, the primary deliverables of the Financial Practice are
                properly documented invoices, ad hoc internal, and external customer
                requests.


Financial Tracking and Reporting

                All relevant financial information is tracked and reported on a monthly
                basis. As detailed below, auditable financial books are maintained by the
                Financial Practice tracking all financial aspects of the project including
                reporting of and expenditures for:

                   Associate and contractor time reporting
                   Associate travel expenses meals, lodging, car rental, air fare, tolls,
                    parking, phone, etc.
                   Equipment/tools
                   Miscellaneous expenses
                   Office supplies
                   Special incentive payments (bonuses)




Project Management Practices                                                       Page 17 of 38
RELATES Implementation



Invoicing and Milestone Procedures

                In order for invoicing to occur, proper written authorization must be
                received. After completion of each milestone the Project Manager will
                communicate to the Financial Manager that the work has been completed.
                Customer invoicing will occur only upon receipt of completed forms
                (Attachment : Milestone Completion Form).



Time and Expense Reporting

                The Time and Expense Reporting Forms, are the mechanisms by which
                actual project tracking of time and expenses is performed. Associates and
                contractors on the ABC Bank RELATES Project are required to submit a
                Time and Expense Form to the Project Manager. All ABC Bank
                RELATES time and expenses will be input into the system for them by the
                Project Manager. Please review Attachments for procedures and forms.




Project Management Practices                                                Page 18 of 38
RELATES Implementation




Milestone Confirmation/Notification
                                       ABC Bank RELATES Project
                                    Milestone Confirmation/Notification
            1) Software Installation




ABC Bank Program Manager                       [ABC Bank Program manager]

ABC Bank Project Manager

                                                [ABC Bank Project manager]


                    The above signatures officially confirm that the noted Milestone has been completed.

           This form must be submitted on a by Site basis for each Milestone completed in order for Billing to occur.

                           Please remit as soon as Milestone is completed and signature obtained to:




Project Management Practices                                                                       Page 19 of 38
RELATES Implementation




Time and Expense Report


                 Time and Expense Worksheet
                    - Month Of July 20xx
 Location               ABC Bank – Kuala Lumpur, Malaysia                                Date              1/7/99


 List rates
         Phase                 Title       SW Provider Billing Period         Days   Customer Rate Extended Price
                                          (M) Sdn. Bhd.
                                            Consultant
                                              Name

 Project Management         Project       (Insert Name)   April 7-9              3     $1,200.00         $3,600.00
                            Manager
 Project Management         Project       (Insert Name)   April 14-18            5     $1,200.00         $6,000.00
                            Manager
 Project Management         Project       (Insert Name)   April 21-25            5     $1,200.00         $6,000.00
                            Manager
 Project Management         Project       (Insert Name)   April 28-30            3     $1,200.00         $3,600.00
                            Manager
 Project Management                                                              0     $1,200.00           $0.00
                                                                      Total     16                       $19,200.00


 Others (please          (Insert Title)   (Insert Name)   (Insert Billing        0       $0.00             $0.00
 explain)                                                    Period)
 Others (please explain)                                                         0       $0.00             $0.00
 Others (please explain)                                                         0       $0.00             $0.00
 Others (please explain)                                                         0       $0.00             $0.00
 Others (please explain)                                                         0       $0.00             $0.00
                                                             Grand Total        16                         $0.00




Project Management Practices                                                             Page 20 of 38
RELATES Implementation




Expense Worksheet - Month Of July 20xx




 Location ABC Bank



 ** List charges


      SW Provider              Consultant Name        SW Provider          Consultant Name
      Associate (A)                                   Associate (A)
           or                                              or
     Contractor (C)                                  Contractor (C)

              A                 (Insert Name)                A              (Insert Name)


 Air Travel                                      0 Air Travel                                    0
 Auto Rental                                     0 Auto Rental                                   0
 Entertainment                                   0 Entertainment                                 0
 Lodging                                         0 Lodging                                       0
 Lump Sum Expenses                               0 Lump Sum                                      0
                                                   Expenses
 Meals                                           0 Meals                                         0
 Mileage                                         0 Mileage                                       0
 Parking/Tolls                                   0 Parking/Tolls                                 0
 Phone                                           0 Phone                                         0
 Rental Car Fuel                                 0 Rental Car Fuel                               0
 Other (Explain)                                 0 Other (Explain)                               0


                   Total                         0                 Total                         0




Project Management Practices                                                     Page 21 of 38
RELATES Implementation




Project Communication Practice

Communication Practice Overview
                Timely, accurate and appropriate communication of the information
                required for effective and efficient management of project activities are
                critical to project success. Reports, presentations and meetings are all styles
                of communication that can be employed.


Communication Schedule

                The following table summarises the planned frequency for each type of
                communication.

                 Communication                         As Needed        Weekly      Fortnightly    Monthly
                 Project Status Report
                 Steering Committee Report
                 Risk & Issue Review Session
                 Project Coordination Session
                 Branch & HO Office Briefing
                 Note
                 Project Team Briefing Session

                This frequency should be reviewed periodically to ensure the
                communication remains valuable and effective. A summary of the complete
                communication plan is provided in the table below.

                The following table identifies the provider and target audience for each type
                of communication and the planned frequency. Note that for sessions, the
                provider is the person or group responsible for organising and facilitating
                the session. The target audience are session participants.

                                           Project        Project         Project       Steering     Branch
                                           Office         Manager         Teams        Committee      Off
                                                                                                      Mgr
                 Project Status Report    Weekly           Weekly
                 Steering Committee       Monthly          Monthly
                 Report
                 Risk & Issue Review     Fortnightly      Fortnightly
                 Session
                 Project Coordination     Weekly                          Weekly
                 Session
                 Branch & HO Office      As Needed        As Needed
                 Briefing Note
                 Project Team                              Weekly
                 Briefing Session

                 Provider                        Target Audience



Project Management Practices                                                                 Page 22 of 38
RELATES Implementation



Weekly Status Reporting

                Provide electronic versions of the project work plan.

                The Project Manager places an updated electronic version of the project
                plan on the server in order that it be available to the ABC Bank RELATES
                team.

                Present weekly status to ABC Bank.

                Each [agree on a day with ABC Bank ie. Monday or Wednesday], status
                report and a milestone chart displaying the number of tasks scheduled to be
                accomplished by specific given dates and the number of tasks actually
                completed are presented at the ABC Bank RELATES Status meeting.


Monthly Status Reporting
                A printed version of the project plan in Microsoft ProjectTM format is
                produced once a month.




Project Management Practices                                                  Page 23 of 38
RELATES Implementation




Project Status Meeting Package
Document Preparation Information
Project Name               Prepared By (Print)   Signature                  Date Prepared

GENERAL INFORMATION
Customer                                         Project Manager            Security Classification

ORIGINATOR INFORMATION
ORIGINATOR                                       SW PROVIDER ORGANIZATION NAME

SW PROVIDER ORGANIZATION ADDRESS

PHONE NUMBER                         FAX NUMBER                    E-MAIL

Meeting Information
Current Meeting Topic

Previous Meeting Topic                                                      Previous Meeting Date




Project Management Practices                                                Page 24 of 38
RELATES Implementation



Project Manager's Preparation Guidelines

Purpose

                 In general, the purpose of the status meeting is to determine, and arrange to
                 adjust if necessary, the status of the project in a structured, somewhat
                 formal setting. The focus is to compare actual with planned events. Note
                 that these meetings are kept short and are not used to solve problems.

                 More specifically, the successful project status meeting accomplishes the
                 following:

                    The current status of the project is reviewed.
                    Any significant new variances are reported; their causes are explained,
                     and actions that have been or will be taken to reduce negative variances
                     are described.
                    The status of action items assigned at previous meetings is reported.
                    New action items are assigned.

Preparation Checklist

      Review the Project Team Status Reports and other supporting reports (quality, financial, schedule, and so on),
      analyze any significant variances from the Project Plan, and investigate their causes.

      Review the Issue/Action Item Log, and follow up on the status of any items that were targeted for completion
      before this meeting.

      Note any significant accomplishments (such as attaining a major milestone) that should be highlighted at the
      meeting (which is an opportunity to provide positive reinforcement and recognition to team members).

      Anticipate any new issues that may be raised at the meeting, and prepare an appropriate response.

      Prepare agenda and topics of discussion according to the status meeting's particular topics.

      Prepare handouts.

      Notify selected attendees; prepare and distribute agenda.


Agenda Guidelines

The Meeting Overview Package contains a list of probable topics of the various status
review meetings that will be held during a project's life. Insert topics specific to a
particular status meeting in the "Specific Agenda Items" section of the agenda.




Project Management Practices                                                                  Page 25 of 38
RELATES Implementation



Project Status Meeting Agenda

Document Preparation Information
Project Name           Prepared By (Print)      Signature                 Date Prepared

Announcement Information
To                                From                       Date

Meeting Information
Date                Start Time    End Time        Location

Meeting Purpose

Called By                                         Phone             Fax

Sponsored By                                      Phone             Fax


Agenda Items                        Presenter                 Time
Welcome And Introductions

Agenda Review

Specific Agenda Items

Other Business

Summary

Close




Project Management Practices                                         Page 26 of 38
RELATES Implementation



Project Status Meeting Minutes
Project Name               Prepared By (Print)    Signature             Date Prepared


Meeting Information
Date                Start Time        End Time      Location


Meeting Purpose

Present


Absent


Items Discussed                                  Action By          Dateline




Page Number: __________________            Date: ________________




Project Management Practices                                         Page 27 of 38
RELATES Implementation




Project Change Control Practice

Overview of Change Control
                The term Change Order is a written order to SW PROVIDER, issued and
                signed by ABC Bank, after execution of this Agreement authorizing a
                change in the SOW or an adjustment in the Contract Sum, Work Schedules
                or the Completion Date, Change Orders are controlled through use of a
                Change Control Process.


General Description of Project Change Control Practice

                The Project Change Control Practice provides the orderly mechanism to
                change the project attributes:

                Technical Requirements
                Scope of Work and Time Schedules
                Price

Statement of Work Addressed

                This practice provides the detailed description of the processes to meet the
                Change Control requirements defined under Project Management, Control
                and Reporting in the Statement of Work.


Inputs to Practice

                The inputs to the practice are:

                   Latest Approved Version of the Project Plan
                   Latest Approved Specification documents ie. FS, Detailed
                    Specifications
                   Contract
                   Change Request
                   Solution Alternatives
                   Approved Change Orders




Project Management Practices                                                    Page 28 of 38
RELATES Implementation



Outputs or Deliverables of the Practice

                The outputs to the practice are:

                   Approved Revision of the Project Plan
                   Approved Revision of the Specification documents i.e FS, Detailed
                    Specification
                   Approved Contract Revision
                   Approved Change Order

Resources
                The Project Management Office (PM Office) manages all Change Requests
                for the project. These responsibilities are defined to the SW PROVIDER
                Managing Director and are to be carried out in cooperation with both the
                ABC Bank and SW PROVIDER Project Manager or Implementation
                Manager.


Responsibility
                   Review Change Requests
                   Provide recommendations to Steering Committee
                   Approve/Reject Change Requests

Team Composition

                   ABC Bank Project Manager
                   SW PROVIDER Project Manager
                   SW PROVIDER Managing Director
                   ABC Bank Steering Committee
                                         STEERING
                                        COMMITTEE




                      USER                                     ABC
                 REPRESENTATIVES                           BANK/OPENSYS
                                                           PROJECT MGR

                                                             Development
                                                                Network
                                                               Database
                                                             Infrastructure


Project Management Practices                                                  Page 29 of 38
RELATES Implementation



Change Order Procedure
                Project Team Member Prepares a Change Request Form

                Any member of the project team copies and completes the Change Request
                form. The individual can use the hard copy included in this section or
                either of the electronic copies located in the server \\ .

                Project team member submits the completed Change Request form to the
                Project Manager:

                   Via email to <>
                   Fax to
                   Hand deliver

                Project Manager prepares formal change request by the following
                procedure:

                   Logs the Change Request into the Change Request Folder.
                   Reviews the project scenarios with the SW PROVIDER Project Team
                    for impact to the project and recommends solutions.
                   Presents impact and solution alternatives to the Program Manager and
                    executive steering committee
                   Approves or obtains approval from the Program Manager and executive
                    committee

                A Rejected Change Request:

                The rejected Change Request is logged in the Change Request Folder as
                disapproved.

                An approved Change Request:

                The approved Change Request and impact statement is forwarded to the
                ABC Bank Program Manager.

                ABC Bank Program Manager acts on the Change Request as follows:

                   Approves: The Project Manager notifies all affected teams of the
                    Approved Change Request (Change Order) and updates the project plan,
                    contract, and other pertinent documentation to reflect the change.

                   Rejects: The Project Manager logs the rejected Change Requests in
                    the Change Request Folder as disapproved and notifies the originator of
                    the request rejection.




Project Management Practices                                                  Page 30 of 38
RELATES Implementation



PROPOSED CHANGE

Baseline Description

Change Description

Reason For Change

GENERAL INFORMATION
Customer                                         Change Request No.   Date Requested
                                                 CR
Originator                 Department/Company    Phone                FAX

AFFECTED DOCUMENTS
Original Contract          T&C Section           Schedule

Change Order Number

WBS NO.                    Code Module No.       Spec. No.            Drawing No.

OTHER REFERENCES

DOCUMENT PREPARATION INFORMATION
Project Name               Prepared By (Print)   Signature                      Date Prepared
Profile
AUTHORIZATION
Name (Print)               Signature             Phone                Date

CUSTOMER DISPOSITION
   Approved         Comments (If Appropriate)
   Suspended
   Disapproved
CUSTOMER AUTHORIZATION
Name (Print)               Signature             Phone                Date




Project Management Practices                                                 Page 31 of 38
RELATES Implementation



                      Project Assessment & Impact Statement

1.0   BACKGROUND
      Describe circumstances resulting in need for change request.           Include timing,
      personnel involved, and summary of the issues.

2.0   TECHNICAL IMPACT
      Define the product or technical design changes necessary to implement the change
      request. Identify all work breakdown structure elements and work packages affected
      by the change. If additional resources are required or if resources must be shifted,
      show the impact on the existing work package implementation.

3.0   FINANCIAL IMPACT
      Identify and analyze projected financial consequences of making the requested
      change. Estimate cost differentials as precisely as possible, and include a
      recommendation on any changes in the customer's obligations per terms and
      conditions in the contract. Include an assessment of the impact on project
      profitability. Relate costs in the following categories: labor, material/subcontracting,
      and overhead and other load factors.

4.0   SCHEDULE IMPACT
      Identify projected timing consequences required by the requested change. Estimate
      effect on length of the critical path and attainment of deliverables and major
      milestones. Include an assessment of short-term consequences versus impact on
      longer term project completion.

5.0   PERFORMANCE IMPACT
      Identify projected customer satisfaction consequences inherent in the requested
      change.     Estimate effect on attaining technical and administrative project
      specifications. Include an assessment of trade-offs between breadth and depth in
      project scope impacts.

6.0   CONTRACT IMPACT
      Identify which clauses in the contract are affected by the change, and submit
      proposed contract modification text for discussion. If subcontractor contracts are
      affected, describe the changes that must be made and the consequences resulting.

7.0   RECOMMENDATION
      Provide judgment on the best course of action to take with respect to this change
      request.




Project Management Practices                                                    Page 32 of 38
RELATES Implementation




Reporting Procedures and Completion

Responsibility

                The SW Provider Project Manager is responsible for obtaining agreement
                from ABC Bank that the procedures defined in this practice are acceptable
                and meet ABC Bank’s requirements as defined in the applicable Statement
                of Work sections.


Routing

                The PM Office will communicate the status of change requests to all core
                team members and members of Re-engineering on a weekly basis via E-
                Mail.

Sign-Off and Hand-Off Procedures

                The Project Manager prepares a draft version of the practice for review by
                SW PROVIDER internal review.

                After an internal review, a draft version of the practice is given to ABC
                Bank for review and comment.

                The Project Manager incorporates ABC Bank comments and prepares a
                final version for acceptance by the Steering Committee.

Sign-Off Requirements

                The SW PROVIDER Program Manager and the ABC Bank Program
                Manager sign the following acceptance document.




Project Management Practices                                                 Page 33 of 38
RELATES Implementation




Escalation Management Practice

Overview of Escalation Management Practice
                The RELATES Project Problem Reporting Process is used to report and
                track the problems, issues, and concerns and inquiries not normally handled
                at the site. The Project Management Office is the designated contact for all
                technical and operational problems, concerns, and inquiries. The Project
                Managers are the designated contact point for Technical and Operational
                Concern/Problem escalation and communication. It is their responsibility
                to coordinate or resolve the issue. The documented problem report and/or
                resolution is sent to the Project Manager via E-mail or FAX by the PM
                Office within one hour of reporting.


General Description of Escalation Management Practice

                All problems and issues whether technical or operational both routine or
                urgent are reported to the RELATES Project Management Office by phone
                at: 2482230 or FAX : 2482239 anytime

                There are five originators for most problems or concerns:

                   Project Managers
                   Team Leaders
                   SW PROVIDER Technical Support Staff

                All problems are documented on a format (attached) by the SW
                PROVIDER PM OFFICE resource. Problems are prioritized (according to
                the escalation process attached) and are put into the respective folders in the
                server \\ and a one page report E-mailed or Faxed within the hour to:

                   Originator
                   Project Managers
                   Team Leaders
                   Technical Support Staff

                This process is to be used for:

                Technical Problems - Network, Server, and Desktop Hardware or Software
                Operational and Procedural Problems - Process/Procedure breakdown or
                execution.
                 Specific Upper Level Customer Concerns/Issues - all customer inquiries
                   that the Project Managers can not satisfy.



Project Management Practices                                                     Page 34 of 38
RELATES Implementation


                   Specific Upper Level SW PROVIDER Concerns/Issues - all issues that
                    SW PROVIDER has with the customer that would jeopardize our
                    ability to satisfy our obligation.
                   Budgetary Problems - expense related - cost overrun - resources,
                    materials, travel etc.
                   Schedule Problems - Project schedule related conflicts
                   Escalation - See Escalation Process.

                The originator provides evaluation of the problem specific to its impact on
                schedule, performance, and customer satisfaction and determine if the
                problem is routine or urgent.

                The Project Manager or the Program Manager can escalate or countermand
                the priority.

Outputs or Deliverables of Practice

                As soon as the concern is resolved, a copy of concern and its resolution is
                faxed or E-mailed to appropriate personnel according to the process
                outlined above. When a global issue is answered, all PM and team
                members are notified of the resulting beneficial information.


Resources

Project Manager

                The Project Manager coordinates responses and tracks all escalated issues.

Skill Sets Required

                Project management experience with a working knowledge of the Microsoft
                OfficeTM suite.

Team Composition

                The Project Manager and all RELATES team members.




Project Management Practices                                                   Page 35 of 38
RELATES Implementation




Sample: Problem Escalation Report
Problem Number:                         Originator:________________Site

Date & Time:______________     Coordinator:                    Manager :

Technical  Operational  IssueCostScheduleOther

Site Specific  Global               Priority: Routine  Urgent 

Concern/Problem Description:




Attempted Means To Resolve:




Other Comments:



Resolution:




Assigned To: _____________________________ Date Closed:
Verified by : _____________________________ Date : ______________________




Project Management Practices                                                Page 36 of 38
RELATES Implementation



Definitions of Fields for Problem Escalation Report
                Problem, concerns or issues generated by team members:

                Problem Number - Number is made up of: the prefix ‘XX’ for the type of problem, dash,
                your site two letter code, dash, your first and last initials, dash, date (yymmdd),dash and
                three digit sequence number. Example: XX-MC-GC-991010-001.

                Originator - Name of person reporting problem

                Site - Site location

                Coordinator - Site Coordinator Name

                Manager - Site Manager Name

                Type Problem:
                 TN  Technical Network Related Problem
                 TS  Technical Server Related Problem
                 TD  Technical Desktop PC or Software Problem
                 P  Operational or Procedural
                 I  Customer Concern/Issue
                 A  SW PROVIDER Concern/Issue
                 C  Cost Problem
                 S  Schedule Problem
                 O  Other

                Site Specific or Global Problem

                Priority - Routine, Urgent

                Explanation of problem/inquiry - Short description of the Concern/Problem

                Attempted means of resolve - Give brief description of what has been done to resolve the
                Concern/Problem.

                Other Comments - Any comments that may be relevant to the Concern/Problem, such as
                customer attitude.

                Assigned to - Name of resource who will resolve or who has ownership for resolution

                Date closed - Date of resolution and communication to originator.

                Verified by – resolution checked and verified by

                Date – Date verified & closed by verified personnel

                Schedules

                The PM Office refers all Technical Problems by phone to the appropriate resource in the
                Technical Support Staff (TSS) for resolution immediately. The TSS resource contacts the
                originator within 15 minutes for all urgent technical problems and within 60 minutes for all
                routine technical problems. If the originator is not contacted within 15 minutes by the TSS
                resource then he or she contacts Technical Services immediately.




Project Management Practices                                                                Page 37 of 38
RELATES Implementation



                Routing and Communication

                CONTACT          NAME                      PHONE              PAGER NUMBER




                Resolution and Reporting

                Problem resolution for:   Routine problems is 4 hours.
                                          Urgent problems is 1 hour.


                Problems not resolved within these time frames are reported to the RELATES Program
                Manager and Technical Services Manager via E-mail (eg. from an ACCESS database)
                daily for disposition. Copies of the daily notification report are provided to the PM




Project Management Practices                                                          Page 38 of 38

								
To top