Fiscal Year 2004-05 Project Name Operational Work Plan Guidelines Department/Agency File: $ASQMonthly Status Report Guidelines.doc.doc Last Saved: Tuesday, 20 July 2004 Page 1 of 5 State Technology Office and the Technology Review Workgroup Operational Work Plan Template – Ver 1.2 A. Project Charter This section will contain a narrative description of the project’s intentions for fiscal year 2004-2005. The Charter identifies and bounds the project scope from a business perspective and represents the contract between management and the project team. The charter should contain a discussion of each of the following: 1. Major business objectives to be attained: The business objectives should define: a) Observable, measurable goals b) A timeline for attaining the goals c) The acceptable level of performance for the goal. 2. Significant business benefits to be realized: Business benefits can be: a) Organizational b) Operational c) Technical, or d) Financial 3. Major deliverables to be produced: Deliverables should to be tangible, verifiable outcomes of work that meet predetermined standards for acceptance. 4. Major milestones or activities to be completed: Milestones are key events selected for their importance in the judging of a project. A milestone is often chosen to: a) Represent the start of a new phase or completion of a major deliverable. b) Activities are tasks, jobs, operations or processes consuming time and resources. 5. Significant project assumptions and constraints: Assumptions are statements about the project or its environment that are taken for granted or truth. Constraints are restrictions that will affect the scope of the project or the sequence of project activities. 6. Key stakeholder groups that will be impacted by the project: Project stakeholders are people or organizations who have a vested interest in the environment, performance and /or outcome of the project. B. Project Work Breakdown Structure This section provides a summary level picture and description of all work tasks required to complete the project. The work breakdown structure (WBS) is a tool for defining the hierarchical breakdown of work required to deliver the products of a project. Major work tasks are broken down into smaller components. These are sub-divided until the lowest required level of detail is established. The lowest units of the WBS become the activities in a project. The WBS defines the total work to be done on the project and provides a structure for all project control systems. Fiscal Year 2004-05 Project Name Operational Work Plan Guidelines Department/Agency File: $ASQMonthly Status Report Guidelines.doc.doc Last Saved: Tuesday, 20 July 2004 Page 2 of 5 State Technology Office and the Technology Review Workgroup Operational Work Plan Template – Ver 1.2 Clearly indicate those major tasks that have been completed to date and the tasks that are to be completed in fiscal year 2004-2005. C. Project Schedule This section describes the planned project schedule specifying major milestones, deliverables, tasks /activities, and identifies any linkages or dependencies that may exist. The schedule: 1. Organizes and groups all tasks specified in the WBS into appropriate work packages. Work package completion is indicated by deliverables, milestones, and tasks/activities. 2. Sequences tasks specified in the work packages indicating linkages and dependencies and showing the planned order of events. 3. Identifies vendor/staff resources and skill sets necessary to perform the tasks as indicated in the schedule. D. Project Spending Plan This section describes all planned expenditures for the project in fiscal year 2004-2005, regardless of source (including base budget funds). Please use the FY 2003-04 Project Spending Plan Template that has been provided. 1. The project spending plan should clearly identify and describe each major expenditure area and quantify the cost and units of each required component or resource within an expenditure area. 2. The spending plan should: a) Indicate when fiscal and staffing resources are required. b) Directly align with the project schedule. Payment should be based on deliverable or milestone completion or on the percent of effort successfully competed toward the goal. c) Specify timing and details of major expenditures, such as: 1) Staffing (including # of positions) 2) Hardware (including # of elements) 3) Software(including # of licenses and/or elements) 4) Facilities 5) Services 6) Other project activities. d) Clearly identify and describe specific fiscal benefits that are to be attained by the project and their realization date. e) Provide a clear picture of project costs for the entire fiscal year. f) Be organized by fiscal year quarter. g) Indicate when costs and expenditures are expected to be incurred by the project. Fiscal Year 2004-05 Project Name Operational Work Plan Guidelines Department/Agency File: $ASQMonthly Status Report Guidelines.doc.doc Last Saved: Tuesday, 20 July 2004 Page 3 of 5 State Technology Office and the Technology Review Workgroup Operational Work Plan Template – Ver 1.2 E. Project Organization & Methodology This section describes the project’s staffing plan and governance structure, and the project management methodology being used to manage the project. It should include: 1. A graphical organization chart identifying project team and executive steering committee members. 2. A description of major roles and responsibilities for key project team members and management stakeholders, and descriptions of their interactions. 3. A description of any key contractor or consultant staffing positions, including roles, and responsibilities. 4. A description of the major control processes that are being used (or will be used) by the project management team to conduct the project, such as: a) Progress reporting b) Issue tracking c) Contract management d) Change and configuration management e) Quality control f) Testing g) Oversight h) Procurement strategy i) Coordination of external entities. 5. Identify the source of the project management framework and methodology: a) Commercially purchased – identify b) Industry standard – name the standard c) Internally developed – include a brief description of the methodology. F. Project Risk Management Plan This section describes the processes and procedures that are being used to manage the project’s risks. It should include the following information: 1. Identification of major risks to project success, 2. Assessment of potential impact and consequences of each risk, along with the estimated probability of occurrence, 3. Assessment of acceptable level of tolerance (if any) for each identified risk, and 4. Identification of appropriate mitigation strategies that will be used to manage each risk. Fiscal Year 2004-05 Project Name Operational Work Plan Guidelines Department/Agency File: $ASQMonthly Status Report Guidelines.doc.doc Last Saved: Tuesday, 20 July 2004 Page 4 of 5 State Technology Office and the Technology Review Workgroup Operational Work Plan Template – Ver 1.2 G. Project Change Management Plan This section describes the relevant processes and procedures that are being used or are planned to manage the change (and transformation) requirements of this project. All major organizational changes and business process changes that must be managed in fiscal year 2004-2005 should be clearly identified and described within this section. Discuss how key project team members, management sponsors, stakeholders, and users will be involved in this process. Be sure to describe how the project is enabling appropriate feedback and training to be used in the planning, design, development, and implementation process. Fiscal Year 2004-05 Project Name Operational Work Plan Guidelines Department/Agency File: $ASQMonthly Status Report Guidelines.doc.doc Last Saved: Tuesday, 20 July 2004 Page 5 of 5 State Technology Office and the Technology Review Workgroup Operational Work Plan Template – Ver 1.2 5 Sample Work Breakdown Structure Team Selection Determine Project Organization & Governance Structure Determine Project Implementation and Control Processes Determine Project Implementation Methodology Etc...... Project Initiation Determine Business Objectives Determine Stakeholder Groups & Key Sponsors Estimate Level of Effort Develop Project Schedule Develop Detailed Budget & Spending Plan Develop Communication & Change Management Plan Prepare Acceptance & Sign-off Plan & Procedures Determine Project Management Procedures Determine Staffing Plan Develop Quality Control Plan Develop Risk Management Plan Etc...... Project Planning Determine Requirements Develop Design Specifications Build System Prepare System Documentation Execute Testing Plan Develop Testing Plan Execute Acceptance & Sign-off Plan Etc...... Design & Development Setup & Operate Help Desk Deploy User Liaisons Train User Liaisons Develop Support Plan Develop Training Plan Deploy System Implement Rollout Strategy Etc..... Develop Rollout Plan System Implementation Develop Operational Support Plan Implement Operational Support Plan Etc...... Operation & Support Project Name