Project Proposal Template v2.0

Project Proposal Template Project Proposal v2.0 Excel Version - adapted from the Commonwealth Project Management Templates Please do not add columns to this report. You may expand the height of textboxes to accommodate more text. Make sure any changes you perform do not mis-align the report. Key colors do not show properly on black and white copies data your must provide example data that must be replaced with data in your Agency IT Strategic Plan A. General Information Provide basic information about the project including: Project Title – The proper name used to identify this project; Project Working Title - The working name or acronym that will be used for the project; Proponent Secretary - The Secretary to whom the proponent agency is assigned or the Secretary that is sponsoring an enterprise project; Proponent Agency – The agency that will be responsible for the management of the project; Prepared by – The person(s) preparing this document; Date Prepared - The date this document is initially prepared. Project Title: Project Working Title: Proponent Secretary: Proponent Agency: Proponent Agency Number: Prepared by: Date Prepared: 201 B. Canada 6/27/2003 (revised 12/2003) Yes X X X X X No Education Information Management System EIMS Secretary of Education Department of Education Answer the following questions by marking Yes or No and provide a brief response as appropriate. Is this an updated Project Proposal Document? If yes, what is the reason for this update? Update schedule, update project risk, update budget Is this a follow-on to a previous project? If yes, what is the project name and date of completion? Will the project deliverable(s) replace a current asset or group of assets? If yes, what is being replaced? Is the Project Initiation Phase effort funded? If yes, what is the amount of funding? $25,000 Is the Project Planning Phase effort funded? If yes, what is the amount of funding? 25,000 Points of Contact List the principal individuals who may be contacted for information regarding the project. Position Project Sponsor Program Manager Project Manager (Designee) Proponent Cabinet Secretary Proponent Agency Head Customer (User) Representative(s) Other Email Phone Title / Name / Organization Superintendent of Public Instruction, Jo Lynne DeMary, VDOE jdemary@mail.vak12ed.edu 804-225-2023 Assistant Superintendent for Technology, Lan Neugent, VDOE lneugent@mail.vak12ed.edu 804-225-2757 Director of IT, Bethann Canada, VDOE (Interim) bcanada@mail.vak12ed.edu 804-225-2951 Secretary of Education, Belle Wheelan bwheelan@gov.state.va.us 804-786-1151 Superintendent of Public Instruction, Jo Lynne DeMary, VDOE jdemary@mail.vak12ed.edu 804-225-2023 Data Administration Manager, Janet Christopher, VDOE Assistant Superintendent for Assessment, Shelley Loving-Ryder, VDOE jchristo@mail.vak12ed.edu, sryder@mail.vak12ed.edu 804-786-1212, 804-225-2102 B. Project Purpose Explain the business reason(s) for doing this project. If the Project Analysis Worksheet was completed, the Project Purpose (Section B) from the worksheet provides information to support completion of this section. 1. Business Problem The Business Problem is a question, issue, or situation, pertaining to the business, which needs to be answered or resolved. State in specific terms the problem or issue this project will resolve. Often, the Business Problem is reflected as a critical business issue or initiative in the Agency’s Strategic Plan or IT Strategic Plan. Implementing student-based data collection and reporting is identified as a critical business issue in the Department of Education Agency Strategic Plan . The proposed EIMS will enable the Department of Education to meet state and federal reporting requirements and enable stakeholders at all levels of education to make informed educational decisions based on accurate and timely information. To meet this critical need, the Department of Education wishes to implement a statewide student information system that will allow school divisions to maintain their current student information systems, input data into web-based systems, meet student-level data reporting requirements, and maintain security of student information. At the core of this system is assignment of a unique “Testing Identifier” assigned to each student in the state that is permanent, Page 1 of 6 Project Proposal Template 2. Project Business Objectives Define the specific Business Objectives of the project that correlate to the strategic initiatives or issues identified in the Commonwealth or Agency Strategic Plan. Every Business Objective must relate to at least one strategic initiative or issue and every initiative or issue cited must relate to at least one Project Business Objective. Replace the example Critical Issues with the Critical Issues you identified in your Agency IT Strategic Plan that relates to this project. The Critical Issues that relate to this project can be found in CATSPA on Step 2 Task B or the Major Project Information Web Version Report. Commonwealth or Agency Strategic Plan - Critical Issues Project Business Objectives Implementing student-based data collection and reporting Implementing the NCLB Act Tracking student progress Closing the achievement gap Improving reading skills Helping low-performing Schools Focusing on customer service and parent involvement .Meet reporting requirements of NCLB and other state/federal .Hold schools and divisions accountable for Adequate Yearly Progress .Assist parents and school divisions in monitoring student progress on the .Provide timely information on student performance to assist schools in .Provide timely information on student performance in reading to assist .Provide timely information that will help the department use data to .Provide students and their families with accurate and timely information 3. Core Business Activity Impact Core Business Activities are agency defined cross-functional processes that produce the agency's primary products and services, or support the production of the products or services. List the Core Business Activities impacted by the project and identify the impact. Replace the example Core Business Activities with the Core Business Activities you identified in your Agency IT Strategic Plan that relates to this project. The Core Business Activities that relate to this project can be found in CATSPA on Step 2 Task B or the Major Project Information Web Version Report. Agency Core Business Activity Core Business Activity Title Core Business Activity Sub-Function Title Impact on Core Business Activity Elementary and Secondary Education, Instruction, Supervision, and AssistanceEIMS will have a significant positive impact on the way the State Education Services .The 4. Constraints Constraints are items that by their nature restrict choice. Identify Constraints that will influence the selection of a solution to resolve the Business Problem. Constraints can include but are not limited to: time, funding, personnel, facilities, and management limitations. .The selection of a solution for the EIMS may be influenced by the following constraints:1. Decentralized Student Information SystemsThe Constitution of Virginia and the Code of Virginia place responsibility for supervision of schools with local school boards, not the state. Student information systems are historically decentralized with selection, design, maintenance, and control at the local level. At least seven major vendor packages are in use. There is a lack of standardization across and within divisions. Multiple coding structures are in place, even within a given school division and vendor package. Crosswalks must be developed when data are moved from one system to another.Virginia does not currently have a statewide student identifier.2. TimingSchool divisions will require time to prepare their systems to be compatible with the data transfer C. Project Description Describe the project approach, the specific solution, customer(s) served, and expected benefits. The approach is the overall strategy for solving the Business Problem. The solution should identify in specific terms how the project is accomplished and include information about the general timing and cost of major procurements or purchases. If the Project Analysis Worksheet was completed, the Preliminary Project Description (Section C) and the Recommendation (Section G) on the worksheet provide information to support development of the Project Description. .The Project ApproachThe Department of Education has made significant progress in understanding and implementing various aspects of the new law since the NCLB was signed into law on January 8, 2002. A major portion of this understanding was the impact of the requirements of the law on information systems. The Department also studied the implementation of longitudinal student information systems by other states, and collected other state’s system requirements documents.Additionally, the department contracted with Evaluation Software Publishing (ESP), a nationally recognized expert in educational information at the school, division, state, and federal levels. ESP has identified 13 tasks that states need to complete in order to implement longitudinal student information systems. Further research was conducted to determine Virginia’s implementation status. (see status chart in project analysis worksheet).The study concluded that the Virginia Department of Education had the capacity to succeed with the EIMS, given adequate resources and support. The department has a track record of successful project completion, both in-house and contracted; and a stable and standards-based technology architecture. In addition to the study by ESP, VDOE has determined that the following must be included in the detailed system requirements of the EIMS. The system must be consistent with the COVA Enterprise Architecture and the Governor’s Strategic Plan for Technology.The system must adhere to COVA Policies, Standards and Guidelines for information Page 2 of 6 Project Proposal Template D. Strategic Justification Identify how the project is consistent with the Commonwealth and Agency Strategic or IT Strategic Plan. If the project is not consistent, explain why the project is being proposed. 1. Briefly, describe how this project supports or is consistent with the Commonwealth of Virginia Strategic Plan for Technology. If it does not support the Commonwealth of Virginia Strategic Plan for Technology, explain why this project proposal is being submitted. Replace the example Enterprise Business Strategies with the Core Business Activities and Commonwealth Technology Initiatives you identified in your Agency IT Strategic Plan that relates to this project. The Enterprise Business Strategies can be found in CATSPA on Step 2 Task A or the Major Project Information Web Version Report. Commonwealth Technology Initiative or Enterprise Business Strategy Meet the Access Needs of Citizens (EBS) Revolutionize Service Delivery (CTI) Improve Efficiently and Effectiveness of Government Services (EBS) Impact on Initiative or Strategy Web-enable a single application that is integrated across all levels of education. Enable seamless Web-enable a single application that is integrated across all levels of education. Enable seamless Redirect time and resources of teachers, guidance counselors, clerical staff and other administrat 2. Briefly, describe how the planned solution complies with Commonwealth Enterprise Architecture Standards. If it does not comply with the Commonwealth Enterprise Architecture Standards, explain why this Project Proposal Document is being submitted, and identify which Commonwealth Enterprise Architecture Standard(s) are not being met. The Department of Education is proposing to use the Request for Proposals process to obtain a vendor solution to the EIMS. The RFP will request that vendors demonstrate how the proposed solution will meet Virginia Department of Education in-house policies, standards, and guidelines that were written to comply with the COV Enterprise Architecture Policies, Standards and Guidelines as well as state and federal requirements governing the privacy of student data. The RFP will list the applicable standard (with a web-site reference for more detail) and request the vendor to specify how the proposed solution is compliant with that standard. In addition, the vendor will be requested to follow the DTP Project Management Guidelines. E. Estimated Project Development Schedule (Major Milestones) Identify major Project Milestones for planning, execution, and closeout. Event Estimated Date Estimated Duration Project Charter Approved Project Plan Completed Project Plan Approved Project Execution – Started Project Execution Completed Project Closed Out 7/31/2003 1/15/2004 1/30/2004 2/1/2004 6/30/2006 6/30/2006 1 month 1 month 2 weeks 5 month pilot followed by full Full implementation begins F. Financial Estimate Provide an economic justification for the project based upon the Cost Benefit Analysis and the expected return on investment. Identify the estimated funding resources required to complete the project and then identify the funding requirements to operate or maintain the product(s) or service(s) developed from the project 1. Cost Benefit Analysis Summary Answer the following questions in the space provided. Attach detailed explanations and analysis as appendices. A.. Summarize the results of the Cost Benefit Analysis. Explain why the expected monetary and non-monetary benefits validate the expenditure of resources for this project. .The Virginia Board of Education, through its Consolidated State Application and Accountability Workbook, has agreed to meet the goals and requirements of the No Child Left Behind Act of 2001 (NCLB), resulting in almost $300 million annually in federal funding for education. The NCLB reporting requirements alone require that Virginia develop and maintain a longitudinal student information system. Such a system will enable Virginia to meet the high academic goals of NCLB as well by providing more accurate and timely information for decision-making, and training and tools for stakeholders at all levels of education.The cost-benefit analysis examined the expected benefits and costs to Virginia that would result from a decision to implement the EIMS as proposed in this summary. The Virginia Department of Education considers the move to Virginia EIMS as an investment in educational decision-making.Based on the cost of similar systems in other states, and based on our experience with school division student information systems in Virginia, we project the project as proposed to produce a net tangible benefit of $13 million over the next 10 years. Intangible benefits include redirecting 241,000 hours per year from administrative reporting to instruction of students, increased ability to make effective instructional decisions through information-based decision-making, tools to analyze and target specific areas of instruction or groups of students for improvement and to readily explore the relationship between costs and educational program performance. Page 3 of 6 Project Proposal Template B. Summarize the results of the Return on Investment Analysis. If the project does not have a positive expected return on investment, explain why this project proposal is being submitted. .The Return on Investment (ROI) was estimated for two and ten years (the anticipated life of the investment). As expected, a negative ROI in the first two years of development reflect the short-term burden imposed during the transition from the current systems to the EIMS. The 10-year ROI reflects only the net tangible benefit of $13 million resulting from a decrease in administrative paperwork and reporting. The break-even point occurs in Year 5. 2-year ROI Analysis: 2 year savings 8,600,000.00, 2 year cost 14,900,000.00, Net Benefit -6,300,000.00, ROI Percent -42.28 10year ROI Analysis: 10 year savings 47,500,000.00, 10 year cost 34,500,000.00, Net Benefit 13,000,000.00, ROI Percent 37.68 2. Estimate of Execution Expenditures and Funding Provide an Estimate of the Expenditures and Funding required for execution and close out of the project. Estimated Expenditures FY 2005 FY 200_ FY 2006 FY 200_ Total Comments Internal Staff Labor (includes 4,450,000 4,450,000 $8,900,000.00 includes support for school division Services 2,818,521 2,943,542 $5,762,063.00 Software Tools $0.00 Hardware $0.00 Materials and Supplies $0.00 Facilities $0.00 Telecommunications $0.00 Training 307049 307049 $614,098.00 Contingency (Risk) $0.00 Total $7,575,570.00 $7,700,591.00 $0.00 $0.00 ############ This estimate is accurate to: 50% [ ] 60% [ ] 70% [X] 80% [ ] 90% [ ] Explanation: Based on negotiated price with selected vendor Anticipated (proposed) Funding Source General Fund FY 2005 3775570 3800000 FY 2006 7700591 FY 200_ FY 200_ Total 11,476,161.00 3,800,000.00 Comments Non-General Fund Federal 0.00 Other 0.00 Total $7,575,570.00 $7,700,591.00 $0.00 $0.00 15,276,161.00 This estimate is 50% [ ] 60% [ ] 70% [ X] 80% [ ] 90% [ ] accurate to: Explanation: There was no specific appropriation in the NCLB act (federal funding) for the development of data systems. Page 4 of 6 Project Proposal Template 3. Estimate of Operations Expenditures and Funding Provide an Estimate of the Expenditures and Funding for Operations and Maintenance of the asset(s) delivered upon project completion. Estimated Expenditures FY 2007 FY 2009 FY 2008 FY 2010 Total Internal Staff Labor 450,000 450,000 450,000 450,000 $1,800,000.00 Services 2,000,000 2,000,000 2,000,000 2,000,000 $8,000,000.00 Software Tools $0.00 Hardware $0.00 Materials and Supplies $0.00 Facilities $0.00 Telecommunications $0.00 Training $0.00 Contingency (Risk) $0.00 Total $2,450,000.00 $2,450,000.00 $2,450,000.00 $2,450,000.00 $9,800,000.00 This estimate is accurate to: 50% [ ] 60% [ ] 70% [X] 80% [ ] 90% [ ] Explanation: Includes staffing and ongoing support for the product. Comments Anticipated (proposed) Funding Source FY 2007 FY 2009 FY 2008 FY 2010 General Fund 2450000 2450000 2450000 2450000 Non-General Fund Federal Other Total $2,450,000.00 $2,450,000.00 $2,450,000.00 $2,450,000.00 This estimate is 50% [ ] 60% [ ] 70% [X ] 80% [ ] 90% [ ] accurate to: Explanation: .Includes staffing and ongoing support for the product. Total 9,800,000.00 0.00 0.00 0.00 9,800,000.00 Comments Page 5 of 6 Project Proposal Template G. Project Risk After completing a Preliminary Risk Analysis Worksheet for this project, determine the level of risk for the project and the risk score. On the chart below, circle the resulting risk level and record the risk score for each risk item. Attach the Preliminary Risk Analysis Worksheet as Appendix C. Risk Level Range Medium Low Risk Item Budget Risk What level of risk does the proposed budget represent to the project? External Dependencies Risk How dependent is the project on other project or work efforts? Management Risk What level of risk does the organization's project management capability represent? Mission Critical Risk How critical is the project success to the success of the Failure Risk What is the risk of failure? Complexity Risk How complex is the project? Preliminary Risk Assessment High Risk Score 18-25 9-17 1-8 12 11-15 6-10 1-5 6 11-15 11-15 11-15 11-15 73-100 6-10 6-10 6-10 6-10 36-73 1-5 1-5 1-5 1-5 1-35 1 7 3 3 32 Page 6 of 6