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					    < Project Name >


         Staff Management Plan


                                              




            July 30, 2004




         Office of Systems Integration
< Project Name > Project                                                      Staff Management Plan
Office of System Integration                                                          August 5, 2004

Revision History


        REVISION           DATE OF RELEASE                              PURPOSE
Initial Draft                  July 30, 2004   Initial Release
Revision 1                 August 5, 2004      Updates as follows:
                                               -Moved the RAM Chart from here to the MPP.




Approvals


                    NAME                                         ROLE                     DATE




                                                Project Manager




< Instructions for using this template are included in the Staff Management
Tailoring Guide (SIDdocs 3291) available from the Best Practices web site
(http://www.bestpractices.cahwnet.gov).
As a minimum, refer to the tailoring guide for all the areas below marked in
blue font. Replace these references with project-specific text unique to your
particular project needs.
(Note that some hyperlinks are also depicted in blue font with underlining. The
hyperlinks generally should remain.) >




IManage# a146bceb-cf7f-4b6c-a2aa-5a7ecab48b80.doc
< Project Name > Project                                                                                           Staff Management Plan
Office of System Integration                                                                                               August 5, 2004



                                                      Table of Contents
1 INTRODUCTION.............................................................................................................................. 1
  1.1   PURPOSE ................................................................................................................................ 1
  1.2   SCOPE .................................................................................................................................... 1
  1.3   REFERENCES .......................................................................................................................... 1
   1.3.1 Best Practices Website ..................................................................................................... 1
       1.3.2       Project iManage Repository .............................................................................................. 1
     1.4       ACRONYMS ............................................................................................................................. 1
2    STAFF MANAGEMENT APPROACH ............................................................................................. 2
     2.1   STEP 1 - STAFF PLANNING ....................................................................................................... 2
      2.1.1 Staffing Estimates ............................................................................................................. 2
       2.1.2       Staffing Assumptions and Constraints .............................................................................. 3
       2.1.3       Project Organization ......................................................................................................... 4
       2.1.4       External Project Participants ............................................................................................. 6
     2.2   STAFFING ACQUISITION ............................................................................................................ 7
      2.2.1 State Staff Acquisition ....................................................................................................... 7
       2.2.2       Consultant Acquisition ...................................................................................................... 7
       2.2.3       Transition-In Approach...................................................................................................... 7
     2.3   PROJECT STAFF ORIENTATION AND TRAINING ........................................................................... 8
      2.3.1 Project Orientation ............................................................................................................ 8
       2.3.2       On-going Training for Staff ............................................................................................... 8
     2.4   STAFF TRACKING AND MANAGEMENT........................................................................................ 8
     2.5   STAFF TRANSITION AND DEPARTURE ........................................................................................ 9
      2.5.1 Transition-Out Approach ................................................................................................... 9
       2.5.2       Transition to Other Projects/Organizations ....................................................................... 9
       2.5.3       Replacement of Staff ........................................................................................................ 9
       2.5.4       Transition at Project Completion ....................................................................................... 9

APPENDIX A:                ROLES AND RESPONSIBILITIES...................................................................... A-1
APPENDIX B:                RESPONSIBILITY ASSIGNMENT MATRIX (RAM)............................................ B-1


(Note Re. appendices: be sure that each of your appendix headings uses the style
Heading 9.)




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< Project Name > Project                                                                              Staff Management Plan
Office of System Integration                                                                                  August 5, 2004

                                                     List of Tables

TABLE 1. NUMBER OF PERSONNEL BY SKILL LEVEL .................................................................................... 2




                                                    List of Figures

FIGURE 2. OVERALL PROJECT RESOURCE HISTOGRAM............................................................................... 3
FIGURE 1. PROJECT ORGANIZATION CHART ............................................................................................... 5




IManage# a146bceb-cf7f-4b6c-a2aa-5a7ecab48b80.doc                                                                                  iii
< Project Name > Project                                            Staff Management Plan
Office of System Integration                                                August 5, 2004

1 INTRODUCTION

1.1     Purpose
This document describes the Staff Management Plan for the < Project Name >
Project. The purpose of staff management is to make certain the project has
sufficient staff possessing the correct skill sets and experience to ensure a
successful project completion.
This document will be reviewed at least annually and updated as needed, as a result
of continuous process improvement efforts by the project management team.
Lessons learned as a result of continuing staff management efforts will be captured
at the end of each project phase and used to improve the division-level standards.

1.2     Scope
This Staff Management Plan identifies the process and procedures used to manage
staff throughout the project’s life. The plan describes the planning and acquisition of
both state staff and consulting staff (from a high-level), describes the responsibilities
assigned to each staff, and discusses transition of staff to other assignments.

1.3     References

1.3.1    Best Practices Website
For guidance on the Office of Systems Integration (OSI) staff management
methodology refer to the OSI Best Practices website (BPweb)
(http://www.bestpractices.cahwnet.gov). The staff management materials are
available through the “By Function-Phase” link, under Human Resources.

1.3.2    Project iManage Repository
Refer to the iManage repository located at < path and/or server > for all project-
specific documentation associated with staff management. For more information on
the actual staffing levels for the project, refer to the Master Project Plan (iManage
#xxxx).

1.4     Acronyms
ASP           Acquisition Services Program
BPweb         Best Practices for Systems Acquisition web site
CMAS          California Multiple Award Schedule
DGS           Department of General Services
IT            Information Technology
MSA           Master Services Agreement
SFY           State Fiscal Year
OSI           Office of Systems Integration
SOW           Statement of Work
WBS           Work Breakdown Structure

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< Project Name > Project                                                 Staff Management Plan
Office of System Integration                                                     August 5, 2004




2 STAFF MANAGEMENT APPROACH
The staff management process for the project consists of the following elements.
           Step 1 – Staff Planning
           Step 2 – Staff Acquisition
           Step 3 – Staff Orientation and Training
           Step 4 – Staff Tracking and Management
           Step 5 – Staff Transition and Departure

2.1       Step 1 - Staff Planning

2.1.1       Staffing Estimates
< Refer to Tailoring Guide for suggestions on entering project-specific information. >
Staffing estimates were developed based on historical data from other OSI projects.
The estimates below show the estimated number of staff for the < Planning and
Procurement > phases (SFY xx-xx). Estimates for the < Development and
Implementation > phases are shown in Table 2, and are preliminary estimates only.
These numbers are the “baselined” plan as presented in < APD/BCP xxx >. The
current actual staffing values are maintained in an MS Excel spreadsheet (# xxxx)


      Table 1. Number of Personnel by Skill Level for < Planning and Procurement >
            SKILL LEVELS         REQUESTED       RECEIVED               COMMENTS
          Manager                    1              1
          Analyst                    2              2
          Technical                  3             TBD           Requested in BCP #xx
          Consultant                 6              6



          Table 2. Projected Number of Personnel for < Development/Implementation >
                    SKILL LEVELS      PROJECTED NUMBER      ESTIMATED NEED DATE
                  Manager                     1                   mm/yyyy
                  Analyst                     5                   mm/yyyy
                  Technical                  10                   mm/yyyy
                  Consultant                 15                   mm/yyyy


The project is staffed with a mixture of state and consultant staff. The current ratio of
state to consulting staff for the next fiscal year is shown in Figure 1. The projected
labor hour summary is depicted in Figure 2.




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< Project Name > Project                                                                                                                             Staff Management Plan
Office of System Integration                                                                                                                                 August 5, 2004

                                                                    Figure 1. Resource Levels by State Fiscal Year
                                                                                            Num be r of Staff by SFY


                                                     12



                                                     10



                                                         8
                                   Number of Staff


                                                                                                                                                           Consultant
                                                         6
                                                                                                                                                           State


                                                         4



                                                         2



                                                       0
                                                     SFY 03/04                                    SFY 04/05                           SFY 05/06
                                                                                                    SFY




                                                                    Figure 2. Planned Labor Hour Usage by Month

                                                                                             Labor Hour Summary

                                       3500                                                                                                                               16000

                                       3000                                                                                                                               14000




                                                                                                                                                                                  Labor Hours (Cumulative)
                                                                                                                                                                          12000
 Labor Hours (Monthly)




                                       2500
                                                                                                                                                                          10000
                                       2000
                                                                                                                                                                          8000
                                       1500
                                                                                                                                                                          6000
                                       1000
                                                                                                                                                                          4000

                                               500                                                                                                                        2000

                                                     0                                                                                                                    0
                                                             Apr-   May-   Jun-            Aug-    Sep-   Oct-   Nov-   Dec-   Jan-   Feb-   Mar-   Apr-   May-    Jun-
                                                                                  Jul-04
                                                              04     04     04              04      04     04     04     04     05     05     05     05     05      05

                         Consultant Hours                    1000   1000   1100   1050     1500    1550   1500   1150   1200   1350
                         State Sraff Hours                   1280   1280   1300   1250     1760    1720   1700   1500   1480   1690
                         Cumulative                          1280   2560   3860   5110     6870    8590 10290 11790 13270 14960 14960 14960 14960 14960 14960




2.1.2                     Staffing Assumptions and Constraints
The following are the assumptions and constraints that pertain to the staffing profile
and estimates.
                               –                     All project staff will be located on-site at the project.
                               –                     State staff are assumed to be full-time. Consultants are assumed to be
                                                     full-time unless otherwise stated.


IManage# a146bceb-cf7f-4b6c-a2aa-5a7ecab48b80.doc                                                                                                                                                            3
< Project Name > Project                                             Staff Management Plan
Office of System Integration                                                 August 5, 2004

           –    There are staff within state service who possess the desired and
                required skill sets for the vacant positions.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >


2.1.3   Project Organization
The project office is responsible for management of the effort to < procure a prime
contractor for the xxx system >. The office is responsible for the management
and coordination of < procurement activities related to the Request for Proposal
and evaluation of proposals >.
The following organizational charts depict the reporting structure for the project (i.e.,
the chain of command) and the functional teams supporting the project. The current
organization charts are available in iManage, #xxxx and xxxx, respectively.


< Refer to Tailoring Guide for suggestions on entering project-specific information.
The following charts are samples. >




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< Project Name > Project                                                                   Staff Management Plan
Office of System Integration                                                                       August 5, 2004

                          Figure 3. Organization Chart - Reporting Structure


    DGS Director                 HHSDC Director                            CDSS Director
     < Vacant >                    Bob Austin                               < Vacant >




                            Systems Integration Divsion                                            XX Company (IV&V)
                                Christine Dunham                                                     < Mgr Name >



                               xxxx Project Manager
    DGS Analyst                                                 Legal Counsel          xx Program Chief
                                     < Name >
     < Name >                                                     < Name>                  < Name>




                                                Admin Manager
                                                  < Name >                                          < Staff Names >


                                                          < Staff Names >


                                                  IT Manager
                                                   < Name >


                                                          < Staff Names >


                   XX Company (QA)              Systems Engr Mgr
                    < Mgr Name >                    < Name >

   < Consultant Names >
                                                               < Staff Names >


                                               Procurement Mgr
                                                  < Name >


                                                          < Staff Names >




IManage# a146bceb-cf7f-4b6c-a2aa-5a7ecab48b80.doc                                                                      5
< Project Name > Project                                                                                                                                    Staff Management Plan
Office of System Integration                                                                                                                                        August 5, 2004



                                                     Figure 4. Organization Chart – Functional Teams
                                                                                                                                     Independent
                                                                                      Project Manager                               Verification and
                                                     Executive
                                                                                           ---------                               Validation (IV&V)
                                                     Secretary
                                                                                 Assistant Project Manager(s)
                                                                                                                                                           Program/Customer Organization Representative
                                                                                                                                    External Support
                                                                                                                                                           State Legal Counsel
                                                                                                                                                           Private Legal Counsel
                                                                                                                                                           DGS Representative
                                                             System Architect
                                                                                                                                       Executive
                                                                                                                                    Customer Liaison



              Administration                                       Procurement                                     System Engineering                                      Implementation
            Chief Administrative                                 RFP Manager/ Prime                                  System Engineering                                      Implementation
                   Officer                                        Contract Manager                                        Manager                                               Manager


                         Administrative                                                                                                                                   Business Process Coordinator
                           Support                                                                                                                                        Conversion Manager
                                                                                                                                    Quality Assurance                     Infrastructure Manager
                                                                                                  Requirements                                                            Training Manager
                       Project Planner/Scheduler                                                                                      Quality Assurance
                                                                                                   Engineering                                                            Operations Manager
                       Business Services                                                                                              Manager/Auditor
                       Human Resources Support                                                                                                                            User Oversight Manager
                       Project Librarian
                       Configuration Manager                                                    Requirements Manager
                       Deliverable Monitor                                                      Interface Manager
                                                                                                Subject Matter Experts/
                       Financial/Contract                                                         User Representatives
                          Management                                                                                           Process QA                   Product QA

                       Chief Financial Officer
                       Financial Analyst(s)                                                                               Process Auditor(s)
                       Consultant Contract Manager                                                                        Process Improvement Manager
                                                                                                                          Metrics Manager

                       Project IT Support                                                                                                                                     Validation - Test
                                                                                                                                                  Verification
                                                                                                                                                                              and Evaluation

                                                                                                                                                System Engineer(s)
                       IT Manager                                                                                                                                               Test Manager
                                                                                                                                                Subject Matter Experts/
                       Help Desk Staff                                                                                                                                          Test Engineer
                                                                                                                                                 User Representatives
                       Network Administrator(s)
                       Project Toolset Developer/-
                          Maintainer(s)
                       Webmaster(s)


                          Office Support
                                                                                                                 Other Stakeholders:
                        Receptionist                                                                             DOIT, DOF, DOF/TIRU, Agency, Feds,
                        Office Technician(s)                                                                     HHSDC Budgets, Customer (DHS, CDSS, etc.),
                                                                                                                 Legislature, Advocates and Advisory Groups
                                                                                                                                                                                                  Page 1 of 1
Dec 1, 2003 10:56 AM




2.1.4             External Project Participants
The following section describes the organizations external to the project that support
or participate in the project’s functional teams.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >
2.1.4.1 Office of Systems Integration (OSI)
OSI is the parent of the project and provides support by processing the requests for
staffing, training, personnel transactions and consultant acquisitions, and
coordinating responses to questions from state control agencies such as the
Department of Personnel Administration and the State Personnel Board.

2.1.4.2 Sponsor: < name of department >
< Name of sponsoring organization > is the executive sponsor for the < Project
Name > project. The Sponsor is responsible for setting policy and program vision,
interpreting federal requirements and regulations, and developing state regulations


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< Project Name > Project                                          Staff Management Plan
Office of System Integration                                              August 5, 2004

to ensure program requirements are clearly communicated. The Sponsor provides
subject matter experts on a full-time basis to respond to questions regarding
program and policy requirements.

Legal Counsel
The project sponsor provides legal counsel to the project. The legal counsel is
assigned full-time to the project for the duration of the procurement phase. Counsel
is available on-site at the project.



2.2     Staffing Acquisition

2.2.1    State Staff Acquisition
The project’s Chief Administrative Officer is responsible for preparing the position
descriptions and minimum qualifications for requested state staff. The project office
coordinates with OSI’s Human Resources Branch to determine the appropriate staff
classification, advertise the positions, schedule the interviews, and select the staff
member.
For more information, refer to the State Personnel Board for more information on the
state hiring process and the OSI Administrative Manual, Human Resources section.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >
2.2.2    Consultant Acquisition
The project’s Contract Manager and the appropriate functional manager are
responsible for developing the Statement of Work (SOW) for consultants and
determining the minimum and desirable qualifications. The Contract Manager
coordinates with OSI’s Acquisition Services Program (ASP) to select an appropriate
contract vehicle, solicit proposals from the bidder community, coordinate the review
of proposals, schedule vendor interviews, and make the final selection. The type of
contract vehicle chosen (e.g., California Multiple Award Schedule (CMAS), Master
Services Agreement (MSA), competitive bid) will govern the specific steps and terms
of the procurement.
For more information, refer to the OSI ASP website, the project’s Contract
Management Plan (iManage #xxxx), and the Department of General Services
(DGS) website.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >


2.2.3    Transition-In Approach
< Refer to Tailoring Guide for suggestions on entering project-specific information. >




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< Project Name > Project                                             Staff Management Plan
Office of System Integration                                                 August 5, 2004

2.3     Project Staff Orientation and Training

2.3.1    Project Orientation
When new staff join the project, the Chief Administrative Officer provides an
orientation to the project. The orientation discusses the following topics:
           –    Background of the Project
           –    Current Status of the Project
           –    Specific Job Duties and Expectations
           –    Introduction to the Staff and Consultants
           –    Overview of the Facility and Infrastructure
           –    Overview of the Project Processes (including time reporting,
                attendance, and status meetings)
           –    Review of Confidentiality and Conflict of Interest
The appropriate state manager then reviews with staff their current job skills and
discusses mandatory or desired training with the staff. Typical types of training which
may be required or of use to staff include:
           –    Introduction to Project Management Principles
           –    Domain/Business Training (e.g., welfare, child welfare)
           –    Introduction to OSI’s Best Practices
< Refer to Tailoring Guide for suggestions on entering project-specific information. >


2.3.2    On-going Training for Staff
The state manager and their staff develop plans for training, which are documented
in the < staff’s Individual Development Plan (IDP) and/or the Project Training
Plan >. Staff are responsible for requesting training and maintaining records of
training attended.
At the start of each project phase or new milestone, the functional managers review
their staffs’ skill sets against the new roles and responsibilities needed for the phase.
The functional manager and staff discuss where additional training may be needed
to ensure staff are effective in their job during the next phase/milestone of the
project.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >

2.4     Staff Tracking and Management
< Refer to Tailoring Guide for suggestions on entering project-specific information. >




IManage# a146bceb-cf7f-4b6c-a2aa-5a7ecab48b80.doc                                         8
< Project Name > Project                                             Staff Management Plan
Office of System Integration                                                 August 5, 2004

2.5     Staff Transition and Departure

2.5.1    Transition-Out Approach
< Refer to Tailoring Guide for suggestions on entering project-specific information. >
2.5.2    Transition to Other Projects/Organizations
In the event staff, desire to transition to another project prior to the completion of the
procurement, the staff’s functional manager will assume or re-assign the departing
staff’s responsibilities. The OSI Human Resources staff are responsible for
coordinating the completion and transfer of personnel records to the new
project/organization.
The staff’s functional manager is responsible for ensuring any pending work is
transferred to a remaining staff member to ensure timely transition and completion of
the work. If appropriate, the receiving staff may request additional training to support
the new responsibilities. At a minimum, job shadowing is performed for the at least
one week before staff transition off the project.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >
2.5.3    Replacement of Staff
State staff vacancies are addressed through the normal state hiring process. The
project office works with the OSI Human Resources to advertise positions and
perform interviews as discussed in Section 2.2.1.
Consultant staff are replaced in accordance with the procedures of their SOW.
Resumes for proposed replacements must be submitted for state approval.
Replacement staff must meet the original minimum qualifications for the position and
generally are subject to an interview in addition to a review of their resume and
qualifications. Prior work references may also be checked. Where possible, the
replacement staff should begin work prior to the original staff’s departure to ensure
appropriate transition of responsibilities and knowledge.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >
2.5.4    Transition at Project Completion
< Refer to Tailoring Guide for suggestions on entering project-specific information. >




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< Project Name > Project                            Staff Management Plan
Office of System Integration                                August 5, 2004




                                  APPENDICES




IManage# a146bceb-cf7f-4b6c-a2aa-5a7ecab48b80.doc
< Project Name > Project                                             Staff Management Plan
Health and Human Services Data Center                                        August 5, 2004


                       Appendix A: ROLES AND RESPONSIBILITIES
The following are the primary roles and responsibilities for the project office staff.


< Refer to Tailoring Guide for suggestions on entering project-specific information. >


Position Title: < State Classification / Consultant >
Role Description.
   Responsibilities
   Responsibilities




IManage# a146bceb-cf7f-4b6c-a2aa-5a7ecab48b80.doc                                        A-1
< Project Name > Project                                           Staff Management Plan
Health and Human Services Data Center                                      August 5, 2004


         Appendix B: RESPONSIBILITY ASSIGNMENT MATRIX (RAM)
The following are the responsibility assignments for the project office staff as they
relate to functional deliverables.


< Refer to Tailoring Guide for suggestions on entering project-specific information. >




IManage# a146bceb-cf7f-4b6c-a2aa-5a7ecab48b80.doc                                       B-1

				
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