Sy Governance Plan July 30, 2004 California Health and Human Services Agency Data Center Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc 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.) > Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc ii 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 ............................................................................................................................. 2 2. PARTICIPANTS.............................................................................................................................. 3 2.1 HEALTH AND HUMAN SERVICES DATA CENTER (HHSDC) ......................................................... 3 2.1.1 Project Manager................................................................................................................ 3 2.1.2 HHSDC Acquisition Services Program (ASP) .................................................................. 3 2.1.3 HHSDC Executives........................................................................................................... 3 2.2 PROJECT SPONSOR: < ORGANIZATION NAME >......................................................................... 3 2.2.1 Program Sponsor.............................................................................................................. 3 2.2.2 Sponsor Executives .......................................................................................................... 3 2.2.3 Legal ................................................................................................................................ 3 2.2.4 Independent Verification and Validation (IV&V) and/or Independent Project Oversight Consultant (IPOC).......................................................................................................................... 3 2.3 CUSTOMERS ........................................................................................................................... 3 2.3.1 User Organization: < Organization Name >...................................................................... 4 2.3.2 Public Clients .................................................................................................................... 4 2.4 CONTROL AGENCIES................................................................................................................ 4 2.4.1 Department of Finance ..................................................................................................... 4 2.4.2 Department of General Services ...................................................................................... 4 2.5 OTHER STATE STAKEHOLDERS ................................................................................................ 4 2.5.1 Project Executive Committee............................................................................................ 4 2.5.2 California Health and Human Services Agency (CHHS) .................................................. 4 2.5.3 Legislature ........................................................................................................................ 4 2.5.4 Governor’s Office .............................................................................................................. 4 2.5.5 Legislative Analysts Office (LAO) ..................................................................................... 4 2.6 FEDERAL STAKEHOLDER: < ORGANIZATION NAME >.................................................................. 4 2.7 BIDDERS/PRIME CONTRACTOR................................................................................................. 4 2.8 ADVOCATES AND ADVISORY GROUPS ....................................................................................... 4 2.9 UNIONS.................................................................................................................................. 5 2.10 INTERFACING ORGANIZATIONS.................................................................................................. 5 3. PROJECT GOVERNANCE ............................................................................................................. 5 3.1 PROJECT APPROVALS.............................................................................................................. 5 Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc iii 3.2 PROJECT FUNDING.................................................................................................................. 5 3.2.1 State Funding.................................................................................................................... 5 3.2.2 Federal Funding................................................................................................................ 5 3.2.3 County/Local Office Funding ............................................................................................ 5 3.2.4 Expenditure Tracking........................................................................................................ 5 3.3 PROJECT MANAGEMENT .......................................................................................................... 5 3.4 CONTRACT MANAGEMENT........................................................................................................ 5 3.4.1 Consultant Contract Management .................................................................................... 6 3.4.2 Prime Contract Management............................................................................................ 6 3.4.3 Other Contracts................................................................................................................. 6 3.5 PHASE SPECIFIC ITEMS............................................................................................................ 6 4. ISSUE RESOLUTION PROCESS................................................................................................... 6 5. ESCALATION PROCESS ............................................................................................................... 6 Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc 1 1. INTRODUCTION 1.1 Purpose This document is the Governance Plan for the 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 projectspeccifi documentation associated with project management, governance and communication. Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc 2 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 Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc 3 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. > Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc 4 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. > Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc 5 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. > Project Health and Human Services Data Center Governance Plan July 30, 2004 < iManage DB > $ASQProject Governance Plan Template.doc 6 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. >

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