"Full Project Proposal Companion Guide"
Full Project Proposal Companion Guide Full Project Proposal Companion Guide Term/Section Project Number Definition A unique project number assigned by the EPMO. A short project title describing both action and system or service. Example Response Project Title Selection of a new HR system Implementation of Alesco Trial of Voice over IP Proposed by The contact details of the person submitting the form. This person is not necessarily responsible for, or involved in, the project long term. The senior manager ultimately responsible for the project (e.g. PVC or Dean). This person also has the role of Project Executive on the Project Board. To be signed by the project initiator, ICT Director and Authority responsible (Project Executive). A description about how the business need originated and events that led to the development of the initial proposal and full project proposal. The idea for this project has originated from the X committee or from Y section. The X system is no longer supported by the vendor or providing the functionality required by the University and needs to be replaced. This project is to address issues which were identified in the X report and/or Y survey. Name, signature and date must be provided in the Authorisation section. Authority responsible (Project Executive) Authorisation Background Business Requirements Business Requirements describes what is required by the business. It should identify the current business solution (ie processes, tool or systems) in place that is meeting the requirement. It should also identify the gap between what the current business solution provides and the proposed requirement. X Division requires a X system to collect, manage and evaluate X data. This data is currently collected via hand written forms and manually entered into a spreadsheet for assessment and evaluation. The current system relies heavily on manual input whereas the new system will automate all aspects of the process. 1 of 6 Full Project Proposal Companion Guide Term/Section Project Scope Definition What the project will and will not cover. Scope should be identified in consultation with stakeholders, to verify requirements and set expectations. If the scope is well defined, there is less chance of significant issues or dramatic scope “creep” occurring later on. Example Response The project will cover the technical installation of software and hardware as well as basic software configuration but will not include establishment of business processes or system integration with other existing UC systems. The project will cover evaluation of options via vendor contact and onsite presentation and offsite visits and will culminate in a fully costed recommendation. The allocation of funding and the implementation process is out of scope and would be a separate process/project. The project will deliver a system capable of meeting the needs of all Academic Faculties. Project Aim The aims of the project. What it is the project expected to achieve? Provide a self service facility for X giving 24h service to clients and reducing workload for section Y. Legal compliance with respect to X. New functionality as follows: ………… resulting in staff/students being able to more efficiently perform ………. Planned replacement or maintenance. This project is estimated to require funding of $X and Y staff months worth of effort (UC level Z) and will result in the implementation of a system that will result in increased ability for students to access their files from off site. This will reduce the pressure on onsite resources, provide enhanced flexibility of access to student and ultimately improve student satisfaction and possibly student retention rates. This project at a cost of $X will bring us up to par with current practices in other universities and will reduce the level of complaints. This area of complaint is a severe risk factor to the university and needs to be managed. If this project does not proceed the University will be unable to properly assess …. If this project does not proceed the University will not meet X legislative requirement. Benefits Benefits describes the tangible and intangible business benefits and cost considerations to help justify investment in the project. The monitoring and measuring of business benefits takes place throughout the life of the system or service. All expected benefits should be listed, including financial and non-financial ones. Impact Statement The impact statement should describe the impact on the University if this project does not proceed. Constraints Restrictions affecting any aspect of the project. The funding available for this project is limited to $X The project must be completed before January 2007 due to legislative or contract requirements. The implementation must happen during a break between semesters. 2 of 6 Full Project Proposal Companion Guide Term/Section Stakeholders and Related Initiatives Definition Stakeholders are individuals and groups that are involved in the project or whose interests may be positively or negatively affected as a result of the project. Describe the consultation process that led to the development of this proposal. As a help to identification of stakeholders to be considered, try to answer the following questions: Are any building spaces going to be impacted by the proposal? – if so, Facilities need to be consulted. Are any service areas going to need to change systems, procedures or advice to clients? – if so, will need to consult with the relevant area. Is the process of administration of teaching going to be affected? – if so, may need to consult with Business Units, Student Services and/or Heads of Schools. Which units or teams are going to need to contribute staff resources to this project? – managers of all relevant areas should be consulted. Example Response Facilities Academic staff Library ICT Service Desk ICT UC Online Team Student Services Students Related Initiatives are other projects or tasks that have a relationship with this project. Potential Solution Options Identify all the potential solutions to meet the requirements. X system to be developed in-house. Purchase a new product off the shelf Work with Company X to develop a new system. Recommended Option If more than one option has been described in the proposal, a recommendation for the preferred option should be presented. A detailed description explaining how the project will be conducted to meet the objectives (including who will be required to perform key tasks). Several options may be considered, resulting in a recommendation for one approach over another. Option X is recommended as it provides best value for money. Project Approach Purchase and adapt an off the shelf product. In-house development. Change business processes to fit an off the shelf package. 3 of 6 Full Project Proposal Companion Guide Term/Section Deliverables Definition The tangible „products‟ of the project. Example Response A recommendation for a purchase and implementation of a system. A fully operational web accessible system for storing and maintaining X. A policy with respect to Y. A revised business process for Z. 1 Project Manager (UC Level X) to be available full time for duration of project. 2 developers required part time for X weeks. 1 Contractor required for X days. Staff Resources Required Provide estimates of staffing levels required to complete the project. This should include whether or not internal resources are to be used or if external contractors are required. The full project proposal should provide an estimate of the project costs, the projected ongoing costs and projected savings (after the project has ended). The areas and/or people that will provide ongoing funding must be identified and made aware of the costs before the project goes ahead. Costing Risk Assessment Identify the major risks to the project. Risks are given likelihood (L) and consequence (C) values, which determines an overall Risk Rating (RR). Likelihood (L) - Estimated probability that the risk will occur (Scale: 1 = rare, 2 = unlikely, 3 = moderate, 4= likely, 5 = almost certain) Consequence (C) - Estimated impact of the risk if it occurred (Scale: 1 = insignificant, 2 = minor, 3 = moderate, 4 = major, 5 = catastrophic) Risk Rating (RR) The overall risk rating (Low, Moderate, High or Very High) calculated from the combined likelihood and consequence values. The highest risks are those with high values for likelihood and consequence, while the lowest risks have the lowest values. The person, area or division responsible for managing the risk (the risk owner) should be also be identified as well as the mitigation strategy. Note: Refer to the Risk Register Companion guide for further information. 4 of 6 Required policy changes may not happen in time Only one staff member has the required skills Interface development can be delayed Vendor non-response Full Project Proposal Companion Guide Term/Section Project Governance and Management Arrangements Definition Identify the size of the project. The roles and names of key individuals participating in the project. The EPMO has produced a detailed explanation of project roles and responsibilities, available on the website. Example Response Project size is either small, medium or large. Roles include: Executive Senior User(s) Senior Supplier(s) Project Manager Business Analyst Expert(s)/Specialist(s) Quality Assurance Project is scheduled to commence in Jan 07 and be complete in Jun 08. Major milestones include completion of XX in June 2007, completion of XX in September 07 and rollout of new system in Jun 08. The Contractor will provide maintenance support onsite for X weeks. Staff and student ID & role provisions (inbound) Interface with Finance system (inbound and outbound) This project complements projects X, Y and Z. Project Schedule and Milestones The full project proposal should contain a proposed project schedule highlighting milestones. Ongoing Support Arrangements Interdependencies and interfaces Identify any relevant ongoing support arrangements. Interdependencies show possible impacts on other areas and draw attention to integration issues. System interfaces should note if it is an inbound (data transferred into the proposed system) or outbound interface. Quality Management The method of maintaining quality control over project deliverables to meet customer expectations and project outcomes. Provide the customer‟s expectations and the criteria that will be applied to determine success. Self-explanatory screens with online help (user testing by 10 students) Fully compliant with Accessibility guidelines (testing by experts in online team) Business processes will be revised to match the new system (new processes will be tested by staff in student services) It is recommended that UIMSC approve: o o o The recommended option; The contracting of the supplier; and Commencement of Stage 1. Recommendation The recommendation should include details of all issues requiring approval. 5 of 6 Full Project Proposal Companion Guide Term/Section Initial Project Evaluation (Attachment A) Definition The initial project evaluation gives an indication of the projects potential for success and its impact on the organisation. It may also expose potential areas of risk to be mitigated. The evaluation should be completed by the authority responsible (project executive) taking into account the broader university context. The evaluation will be repeated by the CPAB and reviewed by the UIMSC and will assist with the allocation of priorities. Example Response Project Assessment Cover Sheet (Attachment B) This section is be printed off and placed on top of the hardcopy of the document and is completed by the ICT Director with assistance from relevant ICT services managers and assesses key ITC considerations. 6 of 6