E-PROCUREMENT MODULES by zS6MyAen

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									   Department of Workforce Solutions
                   SHARE
            GRANTS PROJECT
P R OJ EC T CHA R TER FOR C ER T IFIC A TION
                  EXECUTIVE SPONSOR
        NEIL MEONI, DEPUTY CABINET SECRETARY

                   BUSINESS OWNERS
     NEIL MEONI, NMDWS DEPUTY CABINET SECRETARY
    DONNA TRUJILLO, NMDWS CHIEF FINANCIAL OFFICER




                  PROJECT MANAGER
                     MARY WHITE

             REVISION DATE: AUGUST 2, 2010
                    REVISION: 0002
DWS SHARE GRANTS PROJECT

                                                      TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................. 1
1. PROJECT BACKGROUND .................................................................................................................................... 3
    1.1 Executive Summary ........................................................................................................................................... 3
    1.2 Summary of the foundation planning and documentation for the project ...................................................... 3
    1.3 Project Certification Requirements ................................................................................................................... 4
2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS ..................................................................................................... 4
    2.1 Agency Justification........................................................................................................................................... 4
    2.2 Business Objectives ........................................................................................................................................... 5
    2.3 Technical Objectives ......................................................................................................................................... 7
    2.4 Impact on Organization..................................................................................................................................... 7
    2.5 Transition to Operations ................................................................................................................................... 8
3.0 PROJECT/PRODUCT SCOPE OF WORK .............................................................................................................. 9
    3.1 Deliverables ....................................................................................................................................................... 9
    3.1.1 Project Deliverables ....................................................................................................................................... 9
       3.1.2 Product Deliverables ................................................................................................................................ 10
    3.2 Success and QUALITY METRICS ....................................................................................................................... 11
4.0 SCHEDULE ESTIMATE ..................................................................................................................................... 12
5.0 BUDGET ESTIMATE ........................................................................................................................................ 13
    5.1 Funding Source(s)............................................................................................................................................ 13
    5.2 Budget by Major Deliverable or Type of expense ........................................................................................... 14
    5.3 Budget by Project Phase or Certification Phase .............................................................................................. 14
6.0 PROJECT AUTHORITY AND ORGANIZATIONAL STRUCTURE ........................................................................... 15
    6.1 STAKEHOLDERS ............................................................................................................................................... 15
    6.2 PROJECT GOVERNANCE PLAN ......................................................................................................................... 16
    6.3 PROJECT MANAGER ........................................................................................................................................ 16
       6.3.1 PROJECT MANAGER CONTACT INFORMATION ....................................................................................... 16
       6.3.2 PROJECT MANAGER BACKGROUND ........................................................................................................ 17
    6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES ............................................................................................... 17
    6.5 Project Management Methodology ................................................................................................................ 19
7.0 CONSTRAINTS ............................................................................................................................................... 20
8.0 DEPENDENCIES .............................................................................................................................................. 21
9.0 ASSUMPTIONS .............................................................................................................................................. 21
10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY ........................................................................................ 23
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING ................................................................................ 24
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V .............................................................................. 26
13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES .................................................................................. 27
14.0 PROJECT CHARTER CERTIFICATION APPROVAL SIGNATURE ......................................................................... 27




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DWS SHARE GRANTS PROJECT
REVISION HISTORY

REVISION NUMBER    DATE           COMMENT
0001               12/10/09       Original
0002               8/2/2010       Revised with new Business Owners and for
                                  DWS focus.




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  DWS SHARE GRANTS PROJECT

1. PROJECT BACKGROUND

  1.1 Executive Summary
  The Department of Workforce Solutions (DWS) has not been able to satisfactorily capture and
  manage financial information for Grants related activities using the SHARE financial
  application. SHARE is the state designated financial management system.
  The SHARE Grants application supports the key business processes that are associated with the
  administration of grant activity. Grants is not a standalone application as it leverages
  functionality that is delivered within the SHARE Project Costing, Contracts, Billing, and
  Receivables modules to provide a fully integrated Grants Management solution, referred to as
  the “Grants Suite”.
  The purpose of the project is to implement an integrated Grants Management solution for the
  Department of Workforce Solutions. NMDWS will serve as the prototype agency for modeling
  a successful implementation of this functionality by producing a “Cookbook” for use by other
  agencies with similar needs.
  Changes will be made on the NMDWS interface and will not affect other agencies. However,
  the changes made will be used as a model to provide similar solutions to other agencies with a
  similar need.
  The project is a collaborative effort between DFA, DoIT and NMDWS to successfully
  implement a Grants Management solution and create a “Cookbook” that can be used for the ease
  of implementing enterprise level Grants functionality for the State of New Mexico.


  Goals of the Project
      Achieve accurate Federal and State Program Funding Control, new and improved Grant and Project
       accounting methods, Time and Labor allocations to Projects and certified Federal and State
       Reports.
      NMDWS Program Managers will be able to determine the financial status of their Program Budget
       according to Grant and Project Income, Activity, and Expenditures.
      Set up Project, Activity, and Combo codes with the long-term perspective of the Project / Program,
       to span multiple Federal or State fiscal years, calendar years, or special budget request periods.
      Create and amend contracts in the Contracts Module for federal and state funding, competitive
       funding, and other contracts associated with our Agency (Joint powers agreements,
       intergovernmental agreements, memorandums of understanding, data sharing agreements and
       resource sharing agreements.)



  1.2 Summary of the foundation planning and documentation for the project




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  DWS SHARE GRANTS PROJECT

   NMDWS received funding from the Job Creation and Worker Assistance Act of 2002 and
  Section 903 of the Social Security Act, as amended, also known as the federal Reed Act, and
  made available to DWS in Subsection 21 of Section 7 of Chapter 33 of Laws 2005 as extended
  by Subsection 18 of Section 7 of Chapter 109 of Laws 2007 as extended by Subsection 23 of
  Section 7 of Chapter 28 of Laws 2007 as extended by Subsection 28 of Section 7 of Chapter 3 of
  Laws 2008 to meet federal accounting and reporting requirements not addressed by the base
  component of the statewide human resources, accounting and management reporting system
  project (hereinafter referred to as “SHARE”); and pursuant to the general Appropriation Act of
  2009, the legislature has extended through fiscal year 2012 the period of time for DWS to
  implement change to the SHARE reporting requirements not addressed in the base component
  of the SHARE system.


  An Executive Steering Committee has been formed to provide a governance model for this
  project and a Memorandum of Understanding has been completed between DoIT and DWS for
  the purpose of identifying for DoIT, DWS’ ability to operationalize existing business systems
  functions needed to enhance DWS’ use of the SHARE system.



  1.3 Project Certification Requirements
  The project meets the DoIT certification requirements in dollar size and impact to multiple
  agencies. Included in this is the requirement to provide monthly project reporting to the DoIT,
  IV&V risk assessment reporting, and project management guidance and leadership to the
  project.


2.0 JUSTIFICATION, OBJECTIVES AND IMPACTS

  2.1 Agency Justification
  NUMBER                     DESCRIPTION
  JUSTIFICATION 1            The SHARE Grants Project will enhance and meet critical need
                             through the implementation of a comprehensive Grants Management
                             automated solution. NMDWS is striving to automate its agency’s
                             administrative and human resource operations, while ensuring timely
                             and accurate reporting to USDOL and DFA. It will identify the
                             procedural changes, system configuration changes, and data cleanup
                             necessary to achieve two important goals:
                                   Improve system functionality allowing users to expertly use,
                                    maintain and support the Grants Suite including: Grants,
                                    Project Costing, Contracts, Commitment Control, Accounts
                                    Receivable, Billing, and General Ledger.



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DWS SHARE GRANTS PROJECT

NUMBER                    DESCRIPTION
                                  Establish a prototype for the SoNM enterprise agencies to
                                  use for implementing the same module functionality.
                          SHARE is part of the DoIT statewide strategy to reduce the cost and
                          complexity of information technology operations through an
JUSTIFICATION 2
                          Enterprise model. NMDWS will serve as the Pilot Agency.
                          This project supports the DFA Fiscal Year 2009 Strategic Plan
JUSTIFICATION 3
                                 Implement the processes to effectively and efficiently operate
                                  SHARE
                                 Provide reliable tools to the end-users of SHARE and well
                                  engineered and linked processes that produce desirable,
                                  predictable results

2.2 Business Objectives


NUMBER                    DESCRIPTION
BUSINESS                  NMDWS will use the PeopleSoft SHARE Grants Suite to accurately track
OBJECTIVE 1               and account for Federal dollars for Programs like Workforce Investment
                          and Wagner-Peyser.

BUSINESS                  NMDWS Contracts, Projects and Funding Commitment Control will be
OBJECTIVE 2               defined under our Business Unit (63100) in the system according to the
                          terms of the Federal and State Funding and Procurement rules. We will be
                          able to verify association of Project to Contract — track the type, phase
                          and/or status of projects (e.g., Open, Closed, Initiated, etc.) — and use the
                          system to break down transactions to a very detailed level of Activities,
                          Sub-projects, Phases, and Sub-categories.

BUSINESS                  NMDWS will be able to determine Project costs and percentage completed.
OBJECTIVE 3               We will monitor funds distribution by Project and Activity in the system
                          with cost share and allocation percentages. We can increase or decrease
                          limit amounts of the Project Budget in the system if programs gain or lose
                          funds, and we can set alerts to notify when a Project goes “Over the Limit.”

BUSINESS                  NMDWS will generate billings and draws for projects based on fixed
OBJECTIVE 4               amounts and/or costs accumulated. We will report on the expenditures by
                          Fund, Project, and Activity –which will satisfy the requirements of the
                          State and Federal authorities and help to eliminate over 120 hours of
                          manual workarounds each month and quarter.




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DWS SHARE GRANTS PROJECT

NUMBER             DESCRIPTION
BUSINESS           Using the delivered functionality of the SHARE PeopleSoft System,
OBJECTIVE 5        NMDWS will capture all employee time reported, categorize, allocate,
                   review and report the cumulative hours and positions paid associated with
                   NMDWS Federal and State Projects.




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DWS SHARE GRANTS PROJECT


2.3 Technical Objectives
NUMBER                     DESCRIPTION

Technical Objective 1      Improvements will be within the existing system functionality
                           under NMDWS Business Unit. Configurations will not affect other
                           state agencies.

Technical Objective 2      No system modifications to core PeopleSoft system. No “Development
                           Requests” will be required to DFA.

                           Manual work-around processes replaced with Technical System
Technical Objective 3      configurations according to PeopleSoft best practices.


Technical Objective 4      Use Testing environment for system reporting enhancements, Internal /
                           External Interfaces, documentation and training end users.

Technical Objective 5      Implement the appropriate user security necessary to allow access to the
                           appropriate funding and project information.

Technical Objective 6      Provide updated system documentation, including Cookbook.

Technical Objective 7      Provide appropriate system data cleanup




2.4 Impact on Organization
AREA                    DESCRIPTION
NMDWS                   The implementation of a comprehensive Grants solution will
                        provide an effective, efficient operation resulting in reengineered
                        business processes and procedures. As a result, our agency will be in
                        compliance with USDOL and DFA requirements.

END USER                Deliver training and understanding of system functionality and
                        features to business users.
BUSINESS                Provide consistent system solutions to financial management needs.
PROCESSES




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DWS SHARE GRANTS PROJECT




2.5 Transition to Operations
AREA                   DESCRIPTION
PRELIMINARY            Operations
OPERATIONS
LOCATION               Software is currently installed on the SHARE hardware which is
                       located at the Simms Data Center/Santa Fe, New Mexico
                       Business Processing
                       This project will develop new business processes, replace current
                       customizations, and implement delivered functionality not previously
                       configured.
                       IT Staff
                       This project will use contractors for expertise in system configuration
                       changes and the data cleanup. Existing NMDWS, DFA/FCD staff
                       have technical experience in the PeopleSoft module that will
                       complement the required skills to complete this project successfully.
DATA SECURITY,         Security - The project will follow the current SHARE State Security
BUSINESS               standards with front end web and network security authentication.
CONTINUITY             System level access is determined by pre-defined security roles
                       currently within the PeopleSoft software. System will be supported
                       by anti-virus software managed by DoIT.
                       Business Continuity –DFA/FCD is currently in the process of
                       developing a business continuity plan for SHARE.      DoIT is
                       responsible for the Disaster Recovery Plan for SHARE.


MAINTENANCE            Systems Maintenance will follow SHARE’s operations maintenance
STRATEGY               plan. All changes that change the functionality of the modules will
                       be in accordance with the SHARE Change Management Policy.
INTEROPERABILITY       N/A
RECORD RETENTION       SHARE Record Retention policy will apply. State Records and
                       Archive Center (SRCA) Record Retention policy will apply.
CONSOLIDATION          The Grants Suite is currently implemented on the State’s SHARE
STRATEGY               ERP system. This is in direct support of the Governor’s Executive
                       Order 2004-014 -CONSOLIDATING AGENCY INFORMATION
                       TECHNOLOGY OPERATIONS AND GOVERNANCE.




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  DWS SHARE GRANTS PROJECT


3.0 PROJECT/PRODUCT SCOPE OF WORK

  The SHARE Grants project was undertaken as a collaborative effort between NMDWS, DFA
  and DoIT to successfully implement an integrated Grants Management solution for the
  Department of Workforce Solutions using the SHARE software. NMDWS will serve as the
  prototype agency for modeling a successful implementation of this functionality and produce a
  “Cookbook” for use by other agencies with similar needs. The PeopleSoft Grants Suite is
  currently installed and the purpose of this project is to make configuration changes that will
  allow NMDWS to efficiently and effectively manage their Grant processes.

  3.1 Deliverables

  3.1.1 Project Deliverables
  Project Charter                   The Project Charter sets the overall scope for the project,
                                    the governance structure, and when signed is considered
                                    authority to proceed with the project. The Project Charter is
                                    used to provide the Project Certification Committee with
                                    adequate knowledge of the project and its planning to
                                    certify the initiation phase of the project
  Certification Form                The Request for Certification and Release of Funds form is
                                    submitted when a project proceeds to any of the DoIT
                                    certification phases.

  Project Management Plan           “Project management plan” is a formal document approved by
                                    the executive sponsor and the Department and developed in the
                                    plan phase used to manage project execution, control, and project
                                    close.
                                     “Independent verification and validation (IV&V)” means the
  IV&V Contract & Reports           process of evaluating a project to determine compliance with
                                    specified requirements and the process of determining whether
                                    the products of a given development phase fulfill the
                                    requirements established during the previous stage, both of which
                                    are performed by an organization independent of the lead agency.

  IT Service Contracts              The Department of Information Technology and the State
                                    Purchasing Division of General Services have established a
                                    template and process for all IT related contracts.




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DWS SHARE GRANTS PROJECT

                             The DoIT     Initial PROJECT RISK ASSESSMENT
Risk Assessment and
                             template which is meant to fulfill the following
management
                             requirement:

                             “Prepare a written risk assessment report at the inception of
                             a project and at end of each product development lifecycle
                             phase or more frequently for large high-risk projects. Each
                             risk assessment shall be included as a project activity in
                             project schedule.” Project Oversight Process memorandum

Project Schedule             A tool used to indicate the planned dates, dependencies, and
                             assigned resources for performing activities and for meeting
                             milestones. The de-facto standard is Microsoft Project

Monthly Project Status       Project status reports. For all projects that require Department
Reports to DoIT              oversight, the lead agency project manager shall submit an
                             agency approved project status report on a monthly basis to the
                             Department.

Project Closeout Report      This is the Template used to request that the project be
                             officially closed. Note that project closure is the last phase
                             of the certification process


3.1.2 PRODUCT DELIVERABLES
Requirements Documents    A Requirements Document will be developed that defines the
                          Grants Project scope of work. Vendor presentations are
                          scheduled and once a vendor has been selected the project scope
                          will be defined in greater detail

Design Documents          Design documents for the business process development and the
                          re-configuration of the Grants modules will be developed as part
                          of the Planning and Implementation phases of the project.

Systems Specifications    All re-configuration and enhancements will be implemented
                          within the existing SHARE application platform.


Systems Architecture      The project will not make any changes or modifications to the
                          existing SHARE PeopleSoft operating platforms. Architecture
                          will be scalable to allow for growth, provide interoperability
                          with other systems, have a secure web front end, be security
                          rules based and provide multiple security layers for user
                          authentication.




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DWS SHARE GRANTS PROJECT

System and Acceptance        The Grants Project users will test changes to system
Testing                      functionality, reporting accuracy and accuracy of new business
                             processes.
                             DoIT SHARE Team will test system operational performance
                             and statewide acceptance.


Operations requirements      Current SHARE operations methodology will be followed.




3.2 Success and QUALITY METRICS
NUMBER                  DESCRIPTION

QUALITY METRICS 1       Integrate Grants with Projects, Contracts, Receivables, Billing, and
                        General Ledger. Provide data for integration with a wide range of
                        complementary PeopleSoft applications and third-party project
                        management systems (nVision), (XML) applications for Federal
                        Reporting Online.

QUALITY METRICS 2       Track transactions from the beginning of the procurement cycle,
                        through budget check to billing.

QUALITY METRICS 3       Ability to customize, calculate, and submit Grant Draw-down
                        (invoices). Automatic generation of entries for revenue recognition;
                        Manage bill cycles and streamline processes to create a customized
                        billing system




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  DWS SHARE GRANTS PROJECT




4.0 SCHEDULE ESTIMATE

  Project Phase   Start Date     Completion   Goals
                                 Date
  Initiating      May 2009       December     Determine project goals and deliverables,
                                 2009         Begin development of Project Management
                                              Plan, draft IV & V contract and plan. Keeping
                                              to the Department of Information Technology
                                              guidelines, our Workforce Technology
                                              SHARE staff completed the required DoIT
                                              Initiation Phase, including creating the
                                              NMDWS SHARE Grants project plan, phases
                                              and assessments, establishing an executive
                                              steering committee, developing a
                                              communication strategy, and evaluating
                                              procurement options.

  Planning        July 2010      December     Perform software functionality assessment;
                                 2010         develop list of procedural and configuration
                                              changes; Assess NMDWS Business Needs;
                                              Conduct a Fit-Gap.
                                              Create functional design documentation with
                                              any proposed modifications defined during the
                                              fit-gap; Create Implementation environments;
                                              Review a grant setup: pre-award, post-award,
                                              budgets; Layout, Adopt, Plan Best Practices;
                                              Plan for changes
                                              Development of Risk Assessment &
                                              Mitigation Plan, completion of Project
                                              Management Plan, Project Schedule, Scope
                                              definition and cost estimates for configuration
                                              changes and data cleanup, resource planning.
                                              Plan Vendor presentations, proposals and
                                              vendor selection. Finalize Vendor contract
                                              and hire consultants.
                                              Finalize Project Manager contract and hire
                                              consultant.
                                              Finalize IV&V contract and hire IV&V
                                              consultant.
                                              Set-up Base Tables and Installation Options;
  Implementing    January 2011   May 2011     Design Security Requirements; Design Testing
                                              Plans; Finalize Baseline Project Plan; Build




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  DWS SHARE GRANTS PROJECT

                                                      and Test Modifications; Perform Configuration
                                                      Validation; Document New Processes and
                                                      Procedures, Develop Enterprise Cook Book
                                                      and Training Manuals and, Cutover to
                                                      Production.
  Closing                               June 2011     DoIT Closure Report, IV &V Close out report,
                                                      Lessons Learned Post Mortem.



5.0 BUDGET ESTIMATE



  5.1 Funding Source(s)


  SOURCE                           AMOUNT                                 ASSOCIATED
                                                                          RESTRICTIONS
  Job Creation and Worker                              $1, 700,000.00 1.7 remaining of
  Assistance Act of 2002 and                                          appropriated $3.5
  Section 903 of the Social
                                                                      million. This
  Security Act, as amended, also
                                                                          funding expires
  known as the federal Reed
                                                                          June 30, 2012.
  Act; made available in
  Subsection 21 of Section 7 of
  Chapter 33 of Laws 2005 as
  extended by Subsection 18 of
  Section 7 of Chapter 109 of
  Laws 2007 as extended by
  Subsection 23 of Section 7 of
  Chapter 28 of Laws 2007 as
  extended by Subsection 28 of
  Section 7 of Chapter 3 of
  Laws 2008.




  TOTAL FUNDS                                         $1,700, 000.00




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DWS SHARE GRANTS PROJECT


5.2 Budget by Major Deliverable or Type of expense
IT E M                                                            COST ESTIMATE
Software                   SHARE                                                    $0.00
Consulting Services        Assessment, Software                              $400,000.00
                           Functionality and Data Cleanup
Expenses                   Included in Consulting Services                          $0.00
Annual Maintenance         Hardware and Software                                    $0.00
                           Maintenance paid by DoIT
IV&V                                                                          $50,000.00
Project Management                                                           $150,000.00
Contingency                                                                          0.00
TOTAL BUDGET                                                                 $600,000.00

5.3 Budget by Project Phase or Certification Phase
PHASES                     PLANNED CERTIFICATION DATE                    AMOUNT
Initiating & Planning                                                             $600K
Implementing                Configuration, unit testing, transition to            $1.1M
                            operations, training.
Closing                     By June 30, 2011                                      $0.00
TOTAL                                                                             $1.7M




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  DWS SHARE GRANTS PROJECT

6.0 PROJECT AUTHORITY AND ORGANIZATIONAL
STRUCTURE

  6.1 STAKEHOLDERS
   NAME                STAKE IN PROJECT                   ORG     TITLE

   Neil Meoni          Executive Sponsor                  NMDWS   Deputy Secretary

   Donna Trujillo      Project Sponsor                    NMDWS   Chief Financial Officer

   Steven Yore         SHARE System Technical Oversight   DoIT    SHARE System
                                                                  Manager

   Susan Steinberg     SHARE System Technical Oversight   DFA     SHARE Deputy Project
                                                                  Director

   Cynthia Brindley    Budget Functional Owner            DWS     Budget Director

   Susan Aragon        Grants Functional Owner            DWS     Grants Manager

   Janelle Rodriguez   HR Functional Owner                DWS     HR Manager
                                                                  Deputy Chief
   Ron Martinez        Technical Oversight                NMDWS   Information Officer

   Clyde DeMersseman   Legal Oversight                    NMDWS   Legal Counsel
                       SHARE System Development
   John Prihoda                                           NMDFA   Project Director
                       Oversight
                                                                  Administrative
   Edwin Jaramillo     Cost Functional Owner              NMDWS   Operations Manager


   John Schwartz       Receivable Functional Owner        NMDWS   Financial Coordinator

   Andrea Chavez-      SHARE Contracts Functional Owner           Procurement Officer
                                                          NMDWS
   Martinez

   Bernadette Chavez   Procurement Functional Owner       NMDWS   Procurement Agent




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DWS SHARE GRANTS PROJECT

6.2 PROJECT GOVERNANCE PLAN
DWS SHARE Grants Project




6.3 PROJECT MANAGER
6.3.1 PROJECT MANAGER CONTACT INFORMATION
NAME               ORGANIZATION         PHONE #(S)   EMAIL
                   NMDWS                 841-8561    Mary.White@state.nm.us
Mary White




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DWS SHARE GRANTS PROJECT


6.3.2 PROJECT MANAGER BACKGROUND
DWS has contracted with a full-time project manager.

6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES
ROLE                      RESPONSIBILITY

Executive Project         The point person for the project
Sponsor                   Responsibilities include:
                              Champion the project
                              Consider potential changes facing the organization and assess
                                the organizational impact
                              Decide which changes will be instituted, communicate
                                priorities and provide resources to ensure success
                              Responsible for creating an environment that enables changes
                                to be made on time and within budget
                              Participate in planning sessions
                              Member of Steering Committee
                              Ultimate project responsibility
Project Director          Responsibilities include:
                              Champion the project
                              Consider potential changes facing the organization and assess
                                the organizational impact
                              Decide which changes will be instituted, communicate
                                priorities and provide resources to ensure success
                              Responsible for creating an environment that enables changes
                                to be made on time and within budget
                              Participate in planning sessions
                              Member of Steering Committee
                              Ultimate project responsibility
                              Decision authority regarding system module set-up
                              Reviews work of Consultants
                              Project Team Support Member Assignments

Steering Committee        Is chartered to provide governance over the direction and support of
Member                    the project.
                          Responsibilities include:
                              Attend and participate in meetings
                              Review and provide comment on presented documentation



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DWS SHARE GRANTS PROJECT

ROLE                   RESPONSIBILITY
                             Balance larger picture versus details of the project
                             Review project funding and expenditures
                             Champion the project
                             Contributes to lessons learned
Business Owner         The person within each of the participating Departments who is
                       responsible for all operations and management of any and all activities
                       occurring within the department. Responsibilities Include:
                            Maintain overall project direction and implementation
                            Ensure staff availability
                            Approve expenditure of funds
                            Issue Resolution
                            Empower Project Manager
Project Manager        The person who must make all decisions related to the operation of the
                       system, staffing assignments,
                       Responsibilities Include:
                           Ultimate project success.
                           Diagnose potential problems
                           Participate as “change” agents
                           Develop realistic plans to deal with critical issues and execute
                             changes effectively
                           Problem Solving
                           Project Planning
                           Project Budgeting
                           Project Schedule
                           Contract Management
                           Training Plans
                           Communicate with Project Team Support Members, Business
                             Owners and Steering Committee.
                           Contributes to lessons learned.
Project Team Support   Staff assigned to the project on an as needed basis.
Members                Responsibilities Include:
                           Define Grants Suite Requirements
                           Define Business Requirements
                           Module set-up input
                           Functional Testing
                           Completion of assigned tasks
                           Data Gathering
                           Data Input



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DWS SHARE GRANTS PROJECT

ROLE                      RESPONSIBILITY
                                System Administration
                                Provide Resources as needed.
Technical Support         DoIT SHARE Team and NMDWS SHARE Team assigned to assist in
                          defining infrastructure requirements and providing on-going support
                          Duties Include;
                              Review project deliverables to ensure quality and consistency
                              Participate in testing and implementation activities
                              Perform system configurations based on detailed specifications
                                 and instructions.
                              Assist consultant team to provide system technical and
                                 functional documentation.
                              Review all requests for report, system process and security
                                 roles / permissions
                              Assist consultant team to create and run technical interfaces,
                                 system reports and processes and develop NMDWS Technical
                                 business processes / procedure manuals
                              Assist consultant team to Create and manage Security Profiles
                                 & Permissions and develop NMDWS Technical business
                                 processes / procedure manuals
                              Assist consultant team to Create and manage Workflows and
                                 develop NMDWS Technical business processes / procedure
                                 manuals
                              Assist consultant team and Enterprise SHARE Team with help
                                 desk planning, facilitates coordination, and issue resolution,
                                 and develop NMDWS Technical business processes /
                                 procedure manuals for NMDWS and SoNM


6.5 Project Management Methodology
This project will be led by a qualified Project Manager. The project will follow a phased
approach with a deliverables based methodology for review and acceptance by the Project
Team, the Executive Sponsor and the Steering Committee. Microsoft Project software will be
used for indentifying tasks/sub-tasks, time and resource requirements, risks and status.




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  DWS SHARE GRANTS PROJECT


7.0 CONSTRAINTS

   NUMBER                  DESCRIPTION
   1                       System modifications and enhancements must be integrated with
                           other SHARE/PeopleSoft modules without adverse effects.
   2                       Collaborate with stakeholders represented in the Executive
                           Steering Committee.


   Priority   Constraint   The Project will be governed by the following prioritization of
                           Comment
   (H,M,L)                 the three key interrelated constraints of project Scope, Schedule
                           (elapsed time), and Budget. The project constraint prioritization
   High       Schedule     is: project priority is to maintain the project
                           The
                           schedule.
                           The above prioritization will drive the manner in which the
                           project is managed, the way changes of scope will be handled,
   Medium     Scope        If a scope change is requested, the change will
                           and the approach to resolving issues. Note that project change
                           need to be implemented in the current project
                           requests that include the Budget constraint would have to be
                           timeframe (schedule).
                           decided at the steering committee level. Change requests that do
   Low        Budget       not involve the Budget constraint might be made at the project
                           Budget must be preserved, but Schedule and
                           Scope are considered and reviewed maintain
                           level where they will be expected tofirst whenthe overall project
                           Schedule and when addressing Schedule/Scope changes.
                           making project decisions.


   3                       Deployment must be scheduled before June 30, 2011.




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  DWS SHARE GRANTS PROJECT


8.0 DEPENDENCIES
        M- Mandatory dependencies are dependencies that are inherent to the work being done.
        D- Discretionary dependencies are dependencies defined by the project management team. This may also
         encompass particular approaches because a specific sequence of activities is preferred, but not mandatory
         in the project life cycle.
        E-External dependencies are dependencies that involve a relationship between project activities and non-
         project activities such as purchasing/procurement


   NUMBER           DESCRIPTION                                                                TYPE M,D,E
   MDEP-1           Project must be certified by the DoIT and approved for release of          M
                    funds.

   MDEP-2           IV&V services must be part of the project                                  M
   MDEP-3           Project must be scheduled on the SHARE master schedule for use             M
                    of the development/testing environments

   DISCDEP-1        SHARE software will be maintained and supported in house with              D
                    the DOIT staff.

   DISCDEP-2        Project Manager will be hired                                              D
   EXDEP –1         Availability of Federal Grant Funding                                      E

   EXDEP-2          Vendor will be hired                                                       E

   MDEP-4           Project must be completed by June 2011                                     M


9.0 ASSUMPTIONS

  NUMBER               DESCRIPTION

         1             Stakeholder participation and buy-in

         2             Timely decisions from the project team and executive leadership

         3             Project leadership will have adequate time for project planning activities

         4             Project will be appropriately staffed with dedicated resources for
                       phases/scenarios

         5             Appropriate resources from the professional services vendors will be




                                                   PAGE 21
DWS SHARE GRANTS PROJECT

NUMBER        DESCRIPTION
              dedicated to the project in order to complete the project within the defined
              timelines

6             No baseline changes to the SHARE system

7             Deployment/Implementation will be at the NMDWS agency level only.




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  DWS SHARE GRANTS PROJECT

10.0 SIGNIFICANT RISKS AND MITIGATION STRATEGY

  Risk 1
                                        Probability: Possible                     Impact: MEDIUM
   Description - Insufficient funds
                                                                                  Funds may not be sufficient to
   allocated to support this project.                                             accomplish training and transition to
                                                                                  operations.
                                        Mitigation Strategy: Contingency funding commitment of Financial Resources
                                        beyond those anticipated
                                        Contingency Plan: Provide key personnel training and take the train-the-trainer
                                        approach to ensure that the agency is responsible to training its own staff in case
                                        of a funding shortfall

  Risk 2
                                        Probability: Possible                       Impact: High
   Description- Lack of sufficient                                                  Schedules will be delayed, costs may
   personnel to support the project                                                 increase and project may not receive
   during testing and quality                                                       the thought and testing required for
   assurance phases.                                                                smooth transition into
                                                                                    production/implementation Surprises
                                                                                    may occur during the initial go-live
                                                                                    period
                                        Mitigation Strategy: Hiring of additional support staff. Engage management in
                                        the risk and mitigation effort.
                                        Contingency Plan: Identify scope priorities and schedule slippage opportunities.
                                        Monitor closely the workload and personnel assignments. Utilize outside
                                        resources if budget will accommodate

  Risk 3
                                        Probability: Expected                      Impact: Low
   Description Reliance on                                                         Outside consultants bring industry
   outsourced resources to                                                         expertise in SHARE functions and best
   accomplish project goals.                                                       practices.


                                        Mitigation Strategy: All critical tasks assigned to state personnel. Closely monitor
                                        and manage outside contractor teams. Monitor costs closely. Include business
                                        and technical in all phases of the project to assure agency ownership of the
                                        deliverable.
                                        Contingency Plan: Monitor situation closely and utilize all functionality available.
                                        Hire contractors for only short term needs.



  Risk 4
                                        Probability: Possible                      Impact: High
   Description
   Availability of a development
   environment to maintain integrity
   of configuration changes, testing
   and training.




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  DWS SHARE GRANTS PROJECT
                                          Mitigation Strategy:
                                          Work with the DoIT SHARE systems team to get on the SHARE master schedule
                                          for testing etc.

                                          Contingency Plan: Escalate conflict resolution to higher management levels.




11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING

         GRANTS PROJECT COMMUNICATION PLAN
     Media             Audience            Content                  Message                  Message                Frequency
                                           Developer                Deliverer
     Presentation      Steering            Project Manager       Project Sponsor    Project Kickoff at              One Time
                       committee &                                                  beginning of Planning
                       Project Team                                                 Phase (new team)
                                                                                    Includes the following:
                                                                                      Assembling and
                                                                                       introducing the team
                                                                                      Reviewing
                                                                                       communications plans
                                                                                      Communicating team
                                                                                       goals and objectives
                                                                                      Reviewing plans
                                                                                      Identifying challenging
                                                                                       areas
                                                                                      Establishing
                                                                                       accountability and
                                                                                       responsibilities
                                                                                      Obtaining team and
                                                                                       individual
                                                                                       commitments


     Meeting           Steering            Project               Project            Review project progress         Monthly
                       Committee           Director/Project      Director/Project   including financials,
                                           Manager               Manager            milestones, risks, and issues
                                                                                    Obtain deliverable
                                                                                    approvals as appropriate

     Meeting           Project Team        Project Manager       Project Team       Review Process &                Weekly
                                                                                    Performance

     Working           Audience            Project Manager       Project Manager    Ad-hoc meetings that are        As needed
     Meetings          determined based    and/or Project        and/or Project     needed to work through
                       on information      Team Lead             Lead               issues, obtain information
                       needed                                                       or to provide information

     Lessons Learned   Project Team &      Project Manager       Project Manager    Review what went well and       One Time
                       Stakeholders                                                 areas for improvement

     Report –          Steering            Project Manager       Project Director   Project status, including       Quarterly
     PowerPoint        Committee &                                                  financials, milestones, risks
                       DoIT/PCC                                                     and issues.




                                                              PAGE 24
DWS SHARE GRANTS PROJECT
   Media            Audience   Content              Message                 Message   Frequency
                               Developer            Deliverer
   Report – Excel   DoIT       Project Manager   Project Manager   Project Status     Monthly (by
   Spreadsheet                                                                        the 10th of
                                                                                      each month)

   Report –         CFO        Project Manager   Project Manager   Project Status     Monthly (by
   MSWord                                                                             the 5th of
                                                                                      each month)




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  DWS SHARE GRANTS PROJECT

12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V

  IV&V will be initiated through an IV&V contract at the planning and initiation phase shortly
  after the initial project certification.




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   DWS SHARE GRANTS PROJECT

13.0 PROJECT CHARTER AGENCY APPROVAL SIGNATURES


                          SIGNATURE                DATE


 EXECUTIVE SPONSOR        NEIL MEONI

                          NMDWS DEPUTY SECRETARY

 PROJECT DIRECTOR         DONNA TRUJILLO

                          NMDWS CHIEF FINANCIAL
                          OFFICER

 PROJECT MANAGER          MARY WHITE




14.0 PROJECT CHARTER CERTIFICATION APPROVAL
SIGNATURE


                          SIGNATURE                DATE

PLANNING PHASE
DOIT / PCC APPROVAL                                12/9/2009

IMPLEMENTATION PHASE
DOIT/PCC APPROVAL




                                 PAGE 27

								
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