Project Governance Plan Template

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					         <Project Name>


             Governance Plan


                                                                




             July 30, 2004




             California Health and Human Services Agency Data Center




    Sy
<Project Name> Project                                                         Governance Plan
Health and Human Services Data Center                                             July 30, 2004

Revision History


        REVISION          DATE OF RELEASE                            PURPOSE
Initial Draft              July 30, 2004    Initial Release




Approvals


                   NAME                                       ROLE                    DATE




< Instructions for using this template are included in the Governance Plan
Tailoring Guide (SIDdocs 3303) 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 DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc
<Project Name> Project                                                                                                 Governance Plan
Health and Human Services Data Center                                                                                     July 30, 2004



                                                       Table of Contents


1.   INTRODUCTION ..................................................................................................................... 1-1
     1.1   PURPOSE ..................................................................................................................... 1.1-1
     1.2   SCOPE......................................................................................................................... 1.2-1
     1.3   REFERENCES ............................................................................................................... 1.3-1
      1.3.1 Best Practices Website ........................................................................................ 1.3.1-1
      1.3.2       Project iManage Repository ................................................................................. 1.3.2-1
     1.4      ACRONYMS .................................................................................................................. 1.4-2
2.   PARTICIPANTS ...................................................................................................................... 2-3
     2.1   HEALTH AND HUMAN SERVICES DATA CENTER (HHSDC) ................................................. 2.1-3
      2.1.1 Project Manager .................................................................................................. 2.1.1-3
      2.1.2       HHSDC Acquisition Services Program (ASP)....................................................... 2.1.2-3
      2.1.3       HHSDC Executives ............................................................................................. 2.1.3-3
     2.2   PROJECT SPONSOR: < ORGANIZATION NAME > ................................................................ 2.2-3
      2.2.1 Program Sponsor ................................................................................................ 2.2.1-3
      2.2.2       Sponsor Executives ............................................................................................. 2.2.2-3
      2.2.3       Legal ................................................................................................................... 2.2.3-3
      2.2.4 Independent Verification and Validation (IV&V) and/or Independent Project Oversight
      Consultant (IPOC)............................................................................................................ 2.2.4-3
     2.3   CUSTOMERS ................................................................................................................ 2.3-3
      2.3.1 User Organization: < Organization Name > .......................................................... 2.3.1-4
      2.3.2       Public Clients ...................................................................................................... 2.3.2-4
     2.4   CONTROL A GENCIES ..................................................................................................... 2.4-4
      2.4.1 Department of Finance ........................................................................................ 2.4.1-4
      2.4.2       Department of General Services .......................................................................... 2.4.2-4
     2.5   OTHER STATE STAKEHOLDERS ...................................................................................... 2.5-4
      2.5.1 Project Executive Committee ............................................................................... 2.5.1-4
      2.5.2       California Health and Human Services Agency (CHHS) ....................................... 2.5.2-4
      2.5.3       Legislature .......................................................................................................... 2.5.3-4
      2.5.4       Governor’s Office ................................................................................................ 2.5.4-4
      2.5.5       Legislative Analysts Office (LAO) ......................................................................... 2.5.5-4
     2.6  FEDERAL STAKEHOLDER: < ORGANIZATION NAME > ......................................................... 2.6-4
     2.7  BIDDERS/PRIME CONTRACTOR ....................................................................................... 2.7-4
     2.8  ADVOCATES AND ADVISORY GROUPS.............................................................................. 2.8-4
     2.9  UNIONS ....................................................................................................................... 2.9-5
     2.10 INTERFACING ORGANIZATIONS ...................................................................................... 2.10-5
3.   PROJECT GOVERNANCE ...................................................................................................... 3-5
     3.1 PROJECT APPROVALS ................................................................................................... 3.1-5



< iManage DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc                                                                                          ii
<Project Name> Project                                                                                           Governance Plan
Health and Human Services Data Center                                                                               July 30, 2004

     3.2   PROJECT FUNDING ....................................................................................................... 3.2-5
      3.2.1 State Funding ...................................................................................................... 3.2.1-5
      3.2.2      Federal Funding .................................................................................................. 3.2.2-5
      3.2.3      County/Local Office Funding ................................................................................ 3.2.3-5
      3.2.4      Expenditure Tracking ........................................................................................... 3.2.4-5
     3.3   PROJECT MANAGEMENT ................................................................................................ 3.3-5
     3.4   CONTRACT MANAGEMENT.............................................................................................. 3.4-5
      3.4.1 Consultant Contract Management........................................................................ 3.4.1-6
      3.4.2      Prime Contract Management ............................................................................... 3.4.2-6
      3.4.3      Other Contracts ................................................................................................... 3.4.3-6
     3.5      PHASE SPECIFIC ITEMS ................................................................................................. 3.5-6
4.   ISSUE RESOLUTION PROCESS ............................................................................................ 4-6
5.   ESCALATION PROCESS........................................................................................................ 5-6




< iManage DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc                                                                                  iii
<Project Name> Project                                                 Governance Plan
Health and Human Services Data Center                                     July 30, 2004

1. INTRODUCTION

1.1    Purpose
This document is the Governance Plan for the <Project Name> Project. The
purpose of this plan is to identify the key roles and responsibilities for governing the
project and making project decisions.
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 project management efforts will be
captured at the end of each project phase and used to improve the division-level
standards.

1.2    Scope
This Governance Plan identifies the key governance roles and responsibilities for the
project. In addition to documenting the stakeholders involved in managing the
project, the plan covers who is responsible for approving project documents,
establishing contracts in support of the project, approving contractor deliverables,
and making the final decision to accept the automated system and prime contractor
products.
This document is meant to clarify and expand upon responsibilities established in
the Interagency Agreement (with the sponsor) and Memoranda of Understanding
(with the users).

1.3    References

1.3.1 Best Practices Website
For guidance on the Systems Integration Division (SID) project management and
communication methodologies refer to the SID Best Practices website (BPweb)
(http://www.bestpractices.cahwnet.gov). The materials are available through the “By
Function-Phase” link.

1.3.2 Project iManage Repository
Refer to the iManage repository located at < path and/or server > for all project-
specific documentation associated with project management, governance and
communication.




< iManage DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc                            1.3.2-1
<Project Name> Project                                           Governance Plan
Health and Human Services Data Center                               July 30, 2004


1.4    Acronyms
ASP             Acquisition Services Program
BPweb           Best Practices for Systems Acquisition web site
                (http://www.bestpractices.cahwnet.gov)
CHHS            California Health and Human Services Agency
CWDA            California Welfare Directors Association
DOF-TOSU        Department of Finance-Technology Oversight and Security Unit
HHSDC           Health and Human Services Data Center
IPOC            Independent Project Oversight Consultant
IT              Information Technology
IV&V            Independent Verification and Validation
LAO             Legislative Analysts Office
SID             Systems Integration Division




< iManage DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc                        1.4-2
<Project Name> Project                                                 Governance Plan
Health and Human Services Data Center                                     July 30, 2004


2. PARTICIPANTS
There are various organizations who are considered stakeholders of the project. Not
all of the stakeholders will participate in governance decisions and activities, but they
will be affected by the decisions and activities.
< Refer to Tailoring Guide for suggestions on combining the following roles to fit
project-specific assignment. >

2.1    Health and Human Services Data Center (HHSDC)

2.1.1 Project Manager
For more information on the roles and responsibilities for specific project office staff,
refer to the Staff Management Plan.

2.1.2 HHSDC Acquisition Services Program (ASP)
2.1.3 HHSDC Executives


2.2    Project Sponsor: < Organization Name >
The following are the key participants from the sponsor organization.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >

2.2.1 Program Sponsor
2.2.2 Sponsor Executives
2.2.3 Legal
2.2.4 Independent Verification and Validation (IV&V) and/or Independent
Project Oversight Consultant (IPOC)


2.3    Customers
The following are the key customers.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >




< iManage DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc                              2.3-3
<Project Name> Project                                               Governance Plan
Health and Human Services Data Center                                   July 30, 2004

2.3.1 User Organization: < Organization Name >
County Offices
California Welfare Directors Association (CWDA)

2.3.2 Public Clients


2.4    Control Agencies
The following are the key control agency participants.

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

2.4.1 Department of Finance
2.4.2 Department of General Services


2.5    Other State Stakeholders
The following are the key state stakeholders.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >

2.5.1 Project Executive Committee
2.5.2 California Health and Human Services Agency (CHHS)
2.5.3 Legislature
2.5.4 Governor’s Office
2.5.5 Legislative Analysts Office (LAO)


2.6    Federal Stakeholder: < Organization Name >
The following are the federal participants.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >

2.7    Bidders/Prime Contractor
< Refer to Tailoring Guide for suggestions on entering project-specific information. >

2.8    Advocates and Advisory Groups
< Refer to Tailoring Guide for suggestions on entering project-specific information. >


< iManage DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc                           2.8-4
<Project Name> Project                                               Governance Plan
Health and Human Services Data Center                                   July 30, 2004

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

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




3. PROJECT GOVERNANCE
The following section describes the specific roles and responsibilities for governing
the project.

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



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

3.2.1 State Funding
3.2.2 Federal Funding
3.2.3 County/Local Office Funding
3.2.4 Expenditure Tracking


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



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




< iManage DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc                           3.4-5
<Project Name> Project                                                Governance Plan
Health and Human Services Data Center                                    July 30, 2004

3.4.1 Consultant Contract Management
3.4.2 Prime Contract Management
3.4.3 Other Contracts


3.5    Phase Specific Items
< Refer to Tailoring Guide for suggestions on entering project-specific information. >



4. ISSUE RESOLUTION PROCESS
The project is responsible for overseeing and managing issues identified by the
project or its stakeholders. An issue is defined as a statement of concern or need
that (1) is known ahead of time or are in the project workplan, but whose resolution
is in question or lacking agreement among stakeholders; (2) is highly visible or
involve external stakeholders such as requests from control agencies; (3) have
critical deadlines or timeframes which cannot be missed; (4) Result in an important
decision or resolution whose rationale and activities must be captured for historical
purposes; or (5) is item that may impede project progress. An issue is a situation
which has occurred or will definitely occur, as opposed to a risk which is a potential
event.
The project may enlist the assistance of its stakeholders in the resolution of an issue
to ensure the resolution represents the best interests of the project, program and its
stakeholders. The project will use the Issue and Action Item Resolution Process
(iManage #xxxx).
In the event a resolution cannot be agreed upon by the stakeholders, the issue may
be escalated via the Escalation Process.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >



5. ESCALATION PROCESS
The Escalation Process addresses those situations when an agreement cannot be
reached between the project and one or more of its stakeholders in a timely manner.
The process raises the issue to the next level of management for resolution. If the
issue cannot be resolved within the defined time period, the issue is escalated to the
next level of management for resolution.
Refer to the Escalation Process (iManage #xxxx) for more information.
< Refer to Tailoring Guide for suggestions on entering project-specific information. >




< iManage DB > eaeffe52-7c94-4ee3-ae16-eefe1ceff2f8.doc                              5-6

				
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