TMP Template TM-PP-03 v1.0 3/20/07 TASK MANAGEMENT PLAN TEMPLATE TM-PP-03 V1.0 MARCH 20, 2007 Systems Engineering Process Office, Code 20203 Space and Naval Warfare Systems Center 53560 Hull Street San Diego CA 92152-5001 Approved for public release; distribution is unlimited TMP Template TM-PP-03 v1.0 3/20/07 Introduction -ii PREFACE This template provides the format and content of a Task Management Plan (TMP) for work efforts characterized by a specific focus and minimal staffing. This tasking could include, but not be limited to, significant work efforts within a larger project, external Statements of Work (SOW) for science and technology research, or general analysis to resolve product/service solutions. All tasks, to be consistent with the Project Management (PM) Policy, require the establishment, maintenance, and tracking of a plan that defines the task activities. The required planning includes estimating the attributes of the work/service product, sub-tasks, resources, and cost; and, producing a planning document with associated schedule, risks, and a tracking mechanism. The Space and Naval Warfare (SPAWAR) Systems Center (SSC) San Diego System Engineering Process Office (SEPO) assumes responsibility for this document. SEPO welcomes and solicits feedback from users of this document so that future versions will reflect improvements, based on organizational experience and lessons learned. Questions or comments regarding this document may be communicated to SEPO via the Document Change Request (DCR) form located on the next page or on the SSC San Diego PAL. This document is updated in accordance with the SEPO Configuration Management Procedure. SEPO makes copies of this document available on the SSC San Diego Process Asset Library (PAL) at http://sepo.spawar.navy.mil/. TMP Template TM-PP-03 v1.0 3/20/07 Introduction -iii DOCUMENT CHANGE REQUEST (DCR) Document Title: Task Management Plan Template Tracking Number: Name of Submitting Organization: Organization Contact: Phone: Mailing Address: DCR Description: Date: Change Location: (use section #, figure #, table #, etc.) Proposed change: Rational for Change: Note: For the Systems Engineering Process Office (SEPO) to take appropriate action on a change request, please provide a clear description of the recommended change along with supporting rationale. Send to: Commanding Officer, Space and Naval Warfare Systems Center, Code 20203, 53560 Hull Street, San Diego, CA 92152-5001 Fax : (619) 553-6249 Email : sepo@spawar.navy.mil Submit online: http://sepo.spawar.navy.mil/DCR Form 11/2004 TMP Template TM-PP-03 v1.0 3/20/07 Introduction -iv RECORD OF CHANGES A -ADDED M -MODIFIED D -DELETED VERSION NUMBER DATE NUMBER OF FIGURE, TABLE OR PARAGRAPH A M D TITLE OR BRIEF DESCRIPTION CHANGE REQUEST NUMBER TMP Template TM-PP-03 v1.0 3/20/07 Introduction -v DOCUMENT CONVENTIONS Standard conventions are used within this document to direct the reader to specific sections of the text. These sections provide instructions and explanations and require users to substitute their own taskspeccifi information for the generic information provided or to “fill in the blank.” The conventions used in this document are shown below. [[text]] Global changes. Items that appear in regular text and are surrounded by double brackets represent changes that can be made globally throughout the document. Italics Individual changes. Items that appear in bold italics represent items that need to be changed in that location only. The bold italics are not meant to appear in the completed version of the document. Italics Instructions and explanations. Each section of the template has been annotated with a guidance box to assist the reader in drafting the content. For example: Guidance The guidance box provides explanations, in italics, as required to assist the user in understanding the context of the document section description and/or provides amplifying information. Watermark To further assist in drafting the required information, the sections contain a sample of a hypothetical project. A watermark has been placed diagonally across the page to indicate that the text is an example of the type of information that should appear in each section. The samples have been constructed such that if extracted from the template with their associated paragraph number they would create a good first draft of a TMP. Users should first review the generic information contained in the TMP Template samples to ensure an understanding of task scope, relationships to other plans, and responsibilities for the positions within the task. It is important to understand that the samples do not fit all tasks but serve as a representative example, requiring tailoring to meet task specific needs. Tailoring should follow the directions contained in the Standard Process Asset Architecture (SPAA) document available from the SSC San Diego PAL. The TMP begins on the next page with TMP title and approval pages. Delete this Document Conventions page and all preceding pages in the final version of your TMP. Remember to update the header to reflect the appropriate document configuration identifier for your TMP. [[Task Title]] TMP [[Document Configuration Identifier]] [[Date]] TASK MANAGEMENT PLAN FOR THE [[TASK TITLE]] [[DOCUMENT CONFIGURATION IDENTIFIER]] [[DATE]] Place project logo here [[Project Name, Code]] Space and Naval Warfare Systems Center 53560 Hull Street San Diego CA 92152-5001 Approved for public release; distribution is unlimited. [[Task Title]] TMP [[Document Configuration Identifier]] [[Date]] ii TASK MANAGEMENT PLAN FOR [[TASK TITLE]] [[DOCUMENT CONFIGURATION IDENTIFIER]] [[DATE]] Approvals: _____________________________ ____________ [[xxx]] Task Leader Date _____________________________ ____________ [[Project Manager]] Date [[Task Title]] TMP [[Document Configuration Identifier]] [[Date]] 1 Guidance: Section 1 of the TMP defines the objective of the task in terms of ‘What’ product or services are to be delivered. The statement of objectives must be consistent with initiating statements in the tasking agreement (i.e., SOW) and/or other relevant system-level or business-level documents. 1. TASK OBJECTIVE: The objective of this document is to describe the plan for coordinating and reporting the effort towards meeting the Balanced Score Card (BSC) I7 (Standardize Technical Work Processes) objective. Implementation of I7 is the responsibility of each department through their Department Process Improvement Plans. Guidance: Section 2 of the TMP provides a brief statement of the business or system needs to be satisfied by the task, with a concise summary of the higher-level objectives that the task is supporting or facilitating. The section describes ‘Why’ the task is being initiated and may include some historical perspective on the problem being solved. 2. BACKGROUND to OBJECTIVE: The Space and Naval Warfare (SPAWAR) Systems Center (SSC) San Diego embarked on an effort in 2003 to define a BSC for the Center. The BSC contains several strategic goals and associated measures, which are detailed in the SSC San Diego Strategy Map, reference (a). One of these goals includes a strategic objective to “Standardize Technical Work Processes”, also referred to as I7. Standardizing technical work processes will help the Center build and deliver products and services more efficiently and effectively. Each strategic objective of the Center’s BSC has a Measure Data Sheet associated with it which defines the purpose and goals of the measure for each fiscal year through the year 2010. The measure data sheet for BSC I7 appears in reference (b). Center management reviews the status of the BSC strategic objectives at the Center’s Strategic Planning Meetings on a periodic basis. Guidance: Section 3 of the TMP describes the scope of the task’s work effort. This may include, but is not limited to, defining the work effort boundaries, relationship to parent task for project, and appropriate policy guidance. 3. TASK PLAN SCOPE: This plan covers the activities related to establishing and maintaining a BSC I7 data reporting, collection, and analysis mechanism for the departments and the Center. The plan follows the SSC San Diego Project Management Guide, reference (c) and has been tailored for this project. This plan will be updated as required. Guidance: Section 4 of the TMP describes the assumptions for the task. Factors may include, but are not limited to, schedule, budget, resources, reuse, imposed standards/policies/procedures, states of readiness, etc. 4. TASK ASSUMPTIONS: Assumptions related to this plan are listed below: a. Each department will detail their plans for implementing BSC I7 in their Department Process Improvement Plans which may be based on the Department Process Improvement Plan Template, reference (d). b. Each department will be responsible for collecting and reporting department BSC I7 measure data to the measure owner in accordance with the BSC I7 schedule. [[Task Title]] TMP [[Document Configuration Identifier]] [[Date]] 2 c. The Strategic Planning Board is responsible for resolving noncompliance issues related to meeting BSC I7 goals and data reporting requirements. Guidance: Section 5 of the TMP identifies interfaces to planning entities both external and internal to the sponsoring organization. This should include, but is not limited to, the following: the parent organization planning documents, tracking requirements (i.e., MS Project input requirements, task status reporting), and other external entities that interact with the parent organization. Representations such as charts and diagrams may be used to depict the relationship of the task’s plan to other planning/tracking entities. 5. RELATIONSHIP TO OTHER PLANS: The Project Management Plan (PMP) for the SSC San Diego Process Improvement Initiative, reference (e) provides an overarching plan for Center-level process improvement activities. This BSC I7 plan is a subset of reference (e). Each department has a specific process improvement plan, which details the plan for implementing BSC I7 within their department. These relationships are shown in Figure 1. Figure 1. Plan Relationships Guidance: Section 6 of the TMP provides a complete list of all documents and other sources of information impacting management of the task. Each document should be identified by title, report number, date, author, path/name for electronic access, and publishing organization. Other sources of information, such as electronic files, are identified using unique identifiers such as date and version number. 6. REFERENCES: Documents related to this task are listed below: a. SSC San Diego Balanced Scorecard Strategy Map b. BSC I7 Measure Data Sheet c. SSC San Diego Project Management Guide, PR-OPD-29, SSC San Diego d. Department Process Improvement Plan Template, TM-OPD-05, SSC San Diego e. PMP for the SSC San Diego Process Improvement Initiative, PL-OPF-01, SSC San Diego f. SEPO Configuration Management Procedure, PR-OPD-32, SSC San Diego g. SSC San Diego Process Improvement Initiative Quality Assurance Plan, PL-OPD-01, SSC San Diego PMP for SSC San Diego PI Initiative BSC I7 Plan Code 230 PI Plan Code 240 PI Plan Code 260 PI Plan Code 270 PI Plan Code 280 PI Plan Code 290 PI Plan Code 210 PI Plan [[Task Title]] TMP [[Document Configuration Identifier]] [[Date]] 3 Guidance: Section 7 of the TMP identifies the group/units/staff positions (i.e., ‘roles’) and states the nature of each major work activity and supporting process for which they are responsible. A matrix of work roles and responsibilities may be used to depict these assignments. 7. ROLES/RESPONSIBILITIES: Table 1 lists the roles and responsibilities applicable to this plan. TABLE 1. ROLES AND RESPONSIBILITIES Strategic Planning Board Overall responsibility for the BSC. Approve measure definition, and targets. Oversee implementation of BSC I7. Provide department resources and support for BSC I7. Resolve non-compliance issues. SEPO Help achieve BSC I7 by providing training in standardized processes; provide templates, processes, procedures, and consultation in support of BSC I7 implementation. BSC I7 Measure Owner Project Manager of BSC I7. Responsible for updating reference (b), and collecting, analyzing and reporting BSC I7 status. SPI Agents Provide BSC I7 targets for their Department. Plan and track BSC I7 efforts within their Department. Report BSC I7 status to the BSC I7 measure owner on a monthly basis. Guidance: Section 8 of the TMP provides an overview of the resources and the times allocated to their assigned work activity. Resource allocation may include, but is not limited to, personnel by category and factors such as computing resources, testing and simulation facilities, and administrative support. This section is to serve as a summary of resource requirements for the task and may be presented in a structured or tabular form. 8. RESOURCES ALLOCATIONS: Resources needed for this task are listed below: a. Measure Owner: 100 hrs. b. SEPO: 25 hrs. c. SPI Agents: 50 hrs. each (includes collecting and reporting data, Dept PI Plan development) d. Strategic Planning Board: 5 hrs. (each Dept. Head) Guidance: Section 9 of the TMP provides a summary of the schedule and budget for the task. The level of detail should be restricted to an itemization of the major work activities, with management check points, and supporting processes as depicted, for example, by the top level of the work breakdown structure. This section provides scheduling relationships among work activities in a manner that depicts the timesequeencin constraints and illustrates opportunities for concurrent work activities. Any constraints on scheduling of particular work activities caused by external factors are indicated in the work activity schedule. The schedule should include frequent milestones that can be assessed for achievement using objective indicators to assess the status of work products completed at those milestones. Techniques for [[Task Title]] TMP [[Document Configuration Identifier]] [[Date]] 4 depicting schedule relationships may include milestone charts, activity lists, activity Gantt charts, activity networks, etc. 9. PERIOD OF PERFORMANCE MILESTONES: Map start/end dates of process model and total. A separate MS Project schedule is maintained for this plan. [Insert Gantt Chart image from MS Project or Excel] Guidance: Section 10 of the TMP specifies the metrics, reporting mechanisms, and control procedures necessary to measure, report, and control the task’s critical success measures such as the task requirements, schedule, budget, and resources. All elements of the control plan should be consistent with the organization’s standards, policies, and procedures for project control as well as with any contractual agreements for task control. This section specifies the methods, tools, and techniques to be used in collecting and retaining measurements. The measurement’s collection description specifies the measurements to be collected, the frequency of collection, and methods to be used in validating, analyzing, and reporting the metrics derived from the measurements. 10. TRACKING AND REPORTING: Each Department SPI Agent reports the BSC I7 data on a monthly basis. The measure owner compares the planned versus actual data and reports that data semiannuuall to the Strategic Planning Board. Each department has a documented Department Process Improvement Plan in which they are required to detail the number of projects, along with the specific set of best practices that they plan to implement in each fiscal year through the year 2010. Measures to be reported are listed below: a. Number of projects per department. b. Number of project managers per department. c. Number of Project Management Core Course (PMCC) graduates who are project managers. d. Number of PMCC graduates who have completed homework assignment. e. Number of verified projects implementing standardized processes (e.g., reference (c), CMMI, ISO 9001, Top Ten Best Practices) vs. planned. f. Effort and activities associated with meeting goals and objectives. Guidance: Section 11 of the TMP specifies the risk management approach for identifying, analyzing, and prioritizing risk factors. The task’s WBS should include risk management events and work activities. Risk factors that should be considered include risks in the task-sponsor relationship, contractual risks, technological risks, risks caused by the size and complexity of the product, risks in the development and target environments, risks in personnel acquisition, skill levels and retention, risks to schedule and budget, and risks in achieving acquirer acceptance of the product. The risk management approach should include defining contingency plans and the conditions for their invocation. 11. RISK MANAGEMENT: Assumptions may not be met. (Risks are documented separately using the “Risk Radar” risk management tool). [[Task Title]] TMP [[Document Configuration Identifier]] [[Date]] 5 Guidance: Section 12 of the TMP describes the constraints on which the task is based such as the schedule, budget, resources, technology to be employed, and required product/service interfaces. 12. CONSTRAINTS: Constraints for this task are listed below: a. Resources that can be applied to this effort are limited to three work years of combined effort. b. Must follow reference (e). c. BSC measure as currently defined. Guidance: Section 13 of the TMP specifies the development methodologies, special notations, and required tools and techniques to be used to specify, design, build, test, integrate, document, deliver, modify and maintain the task deliverable and non-deliverable work products. In addition, the technical standards, policies, and procedures governing development and/or modification of the work products/services arespecified. 13. TOOLS: I7 data sheet and target goals; Risk Radar; briefing templates Guidance: Section 14 of the TMP specifies the control mechanisms controlling changes to the product/service requirements and configurations. This section also specifies the mechanisms to be used in assessing the impact of requirements changes on product scope and quality, and the impacts of requirements changes on schedule, budget, resources, and risk factors. Configuration management mechanisms include change control procedures and a change control board. Techniques that may be used for requirements control include traceability, prototyping and modeling, impact analysis, and reviews. The strategy for quality assurance is described. 14. CONFIGURATION MANAGEMENT AND QUALITY ASSURANCE: CM will be performed in accordance with the SEPO Configuration Management Procedure, reference (f). QA will be performed in accordance with the SSC San Diego Process Improvement Initiative Quality Assurance Plan, reference (g). Guidance: Section 15 of the TMP lists the work products that will be delivered, the delivery dates, delivery locations, and quantities required to satisfy the terms of the task agreement. In addition, this section specifies the delivery media and any special instructions for packaging and handling. The list of project deliverables may be incorporated into the TMP directly or by reference to an external document such as a contract data requirements list (CDRL). Objective criteria for determining acceptability of the deliverable work products/services are specified. Any technical processes, methods, or tools required for product acceptance are specified in the acceptance description. Methods such as testing, demonstration, analysis and inspection should be specified in this plan. It is recommended that written agreement on product/services acceptance should be signed by representatives from the task and the sponsoring organization. 15. DELIVERABLES: Deliverables related to this task are listed below: a. BSC I7 Plan and schedule as approved by the Project Management Council (PMC). b. Data analysis reports as approved by SEPO c. Monthly report (BSC I7 tracking spreadsheet) as approved by SEPO [[Task Title]] TMP [[Document Configuration Identifier]] [[Date]] 6 d. Status briefings to the Strategic Planning Board as approved by the PMC. Guidance: Appendices may be included, either directly or by reference to other documents, to provide supporting details that could detract from the TMP if included in the body of the TMP. These appendices could contain plans/process descriptions for the supporting processes that span the duration of the task. These plans/processes include, but are not limited to, the technical solution processes, configuration management, verification and validation, quality assurance, reviews and audits, problem resolution, and subcontractor management. Plans/processes are developed to a level of detail required to ensure repeatability. 16. INDEX OF APPENDICES: a. WBS b. Staff loading c. Cost estimates d. Process descriptions (i.e., CM, etc)____________________________________ e. Other _________________________________________________________________ DOCUMENT CHANGE REQUEST (DCR) Document Title: Task Management Plan for the [[Task Title]] Tracking Number: Name of Submitting Organization: Organization Contact: Phone: Mailing Address: DCR Description: Date: Change Location: (use section #, figure #, table #, etc.) Proposed change: Rationale for Change: Note: For the appropriate authority to take appropriate action on a change request, please provide a clear description of the recommended change along with supporting rationale. Send to: Commanding Officer, Space and Naval Warfare Systems Center, Code [[2xx]], 53560 Hull Street, San Diego, CA 92152-5001 Fax to: indicate appropriate fax number Email to: indicate appropriate email Submit online: indicate appropriate URL DCR Form 2/2005