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Change Form - Government Inform

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 Change Form - Government Inform Powered By Docstoc
					                                                            Enter Project Name
                                                             Enter Agency Name
PIJ ID:                ID                          Project Start Date:     00/00/00               Project End Date:     00/00/00

Agency Contact:        First Name, Last Name       Phone:                  000-000-0000           Email:                Email

Project Manager:       First Name, Last Name       Phone:                  000-000-0000           Email:                Email

Agency CIO:            First Name, Last Name                               Reporting Frequency:   [--Select--]
GITA Oversight
                       [--Select--]                                        Email:                 Email
Manager:
Project Description:




NOTE: If macro error occurs: Ensure that your security setting for EXCEL is set to medium in order to use
macros within this workbook. Go to Tools/Macro/Security/select medium radio button/OK. Reopen excel
         status report and when asked if you want to enable the macro - select "Enable Macro".
  Enter information on title page. Title information will automatically populate other pages within the workbook. The Status Report and Change
 Request form are the mandatory documents required by GITA in the oversight process. Reference INSTRUCTIONS TAB for detailed descriptions
                                                   and instructions on each field in this document.
                                                                                                               Enter Project Name
                                                                                                               Enter Agency Name

PIJ ID:          ID                                                                 Project Start Date:                     00/00/00                                Project End Date:           00/00/00

Agency Contact: First Name, Last Name                                               Phone:                                  000-000-0000                            Email:                      Email
Project
                 First Name, Last Name                                              Phone:                                  000-000-0000                            Email:                      Email
Manager:
                                                                                                            Project Status Report
Report Period:   [--Select Period--]                                                Date Report Prepared:                                                           Prepared By:

                   Overall Project Status:                                  [--Select--]                    Project Status Event:                              [--Select Status--]                  Effective Event Date:   00/00/00

Project Status Event Description: Description of the event required if on hold, resumed or cancelled.




General Status Update




                                                                                                                Project Financials
Funding Category                                                 Current            Previous            Current Month       Total Dev          Remaining              % Spent to     Comments
                                                 Reset for       Approved           Months Total        Spend (enter        Project Spent to Budget                         Date
                                               Current Month
                                               Spend Updates
                                                                 Development        Development         amounts as          Date               (calculated field)     (calculated
                                                                 Budget             Spend               WHOLE               (calculated field)                              field)
                                                                                                        NUMBERS)

Professional & Outside Services                                   $             -   $              -    $               -   $               -   $              -              0%
Hardware                                                          $             -   $              -    $               -   $               -   $              -              0%
Software                                                          $             -   $              -    $               -   $               -   $              -              0%
Communications                                                    $             -   $              -    $               -   $               -   $              -              0%
Facilities                                                        $             -   $              -    $               -   $               -   $              -              0%
License & Maintenance Fees                                        $             -   $              -    $               -   $               -   $              -              0%
Other                                                             $             -   $              -    $               -   $               -   $              -              0%
TOTAL                                                             $             -   $              -    $               -   $               -   $              -              0%

                                                                                                 Full Time Employee Costs - OPTIONAL
Full Time Employee Costs (optional)                              Current            Previous            Current Month Total FTE Costs Remaining                       % Spent to     Comments
                                                 Reset for
                                               Current Month
                                                                 Approved FTE       Months FTE          FTE Costs Used Spent to Date      Costs                             Date
                                              FTE Cost Update    Costs              Costs               (enter amounts (calculated field) (calculated field)          (calculated
                                                                                                        as WHOLE                                                            field)
                                                                                                        NUMBERS)


FTE Costs                                                         $             -   $              -    $               -   $               -   $              -              0%
Other                                                             $             -   $              -    $               -   $               -   $              -              0%
TOTAL                                                             $             -   $              -    $               -   $               -   $              -              0%

                                                                                                                    Total Costs
GRAND TOTAL COSTS                                                 $             -   $              -    $               -   $               -   $              -              0%

                                                                                                            Full Time Employee Hours



                                                                                                                     Page 2 of 18
                                                                                                              Enter Project Name
                                                                                                              Enter Agency Name

FTE Hour Utilization                                            Total Estimated Previous                Current Month       TOTAL                Remaining FTE Comments
                                                 Reset for      FTE Project     Months                  ACTUAL FTE          ACTUAL FTE           Hours Available
                                               Current Month
                                             FTE Hours Update   Hours           ACTUAL FTE              Hours Used          Hours Used
                                                                                Hours Used              (enter as
                                                                                                        WHOLE
                                                                                                        NUMBER)
Full Time Employee (FTE) Hours                                                  0                   0                   0                    0                     0
                                                                                                                            100
                                                                                                           Project Accomplishments
1.

2.

3.

4.


                                                                                                    Project Schedule - Major Milestones
                                                                          Start Date                             Finish Date
    Task ID   Task Description                                  Estimated Start   Actual Start            Estimated      Actual Finish            % Complete                 Status      Comments
 Task Example Add description of the task.                         12/12/09        01/15/10               12/12/12         12/31/12              Manual entry of          [--Select--]   Add Comments if required to explain yellow or red status.
                                                                                                                                                 % completed.
     T001                                                                                                                                                                 [--Select--]

                                                                                                                                                                          [--Select--]

                                                                                                                                                                          [--Select--]

                                                                                                                                                                          [--Select--]

                                                                                                                                                                          [--Select--]

                                                                                                                                                                          [--Select--]

                                                                                                                                                                          [--Select--]

                                                                                                                                                                          [--Select--]

                                                                                                                                                                          [--Select--]

                                                                                                                                                                          [--Select--]


                                                                                                               Top 5 Project Risks
    Risk #                          Status                      Description                                                   Probability              Impact          Mitigation Plan                    Owner              Date Opened      Date Mitigated
 Risk Example                    [--Select--]                   There is a risk to this project                               [--Select--]          [--Select--]       The mitigation plan is             John Doe             07/01/09         12/31/10
     R001                        [--Select--]                                                                                 [--Select--]          [--Select--]
                                 [--Select--]                                                                                 [--Select--]          [--Select--]
                                 [--Select--]                                                                                 [--Select--]          [--Select--]
                                 [--Select--]                                                                                 [--Select--]          [--Select--]
                                 [--Select--]                                                                                 [--Select--]          [--Select--]

                                                                                                              Top 5 Project Issues
    Issue #                         Status                      Description                                                     Priority         Resolution Plan                                          Owner              Date Opened      Date Resolved
Issue Example                    [--Select--]                   There is an issue on this project                             [--Select--]       The resolution plan is                                   John Doe             08/30/09         09/15/09
      I001                       [--Select--]                                                                                 [--Select--]
                                 [--Select--]                                                                                 [--Select--]
                                 [--Select--]                                                                                 [--Select--]
                                 [--Select--]                                                                                 [--Select--]
                                 [--Select--]                                                                                 [--Select--]

                                                                                                                    Page 3 of 18
                                                                   Enter Project Name
                                                                   Enter Agency Name

                                                             Change Request (Amendment) Log
Change #        Status       Description                                       Change       Justification                         Owner      Date Opened   Date Approved
                                                                              Category
 Change       [--Select--]   Description of Change Request                   [--Select--]   Reason the change request is needed   John Doe    12/31/05       01/15/10
 Request
 CR001        [--Select--]                                                   [--Select--]
              [--Select--]                                                   [--Select--]
              [--Select--]                                                   [--Select--]
              [--Select--]                                                   [--Select--]
              [--Select--]                                                   [--Select--]

                                                                       Conditions
Condition #      Status      Description                                    Required By     Comments/Resolution                   Owner      Date Opened     Date Met
 CD001        [--Select--]                                                   [--Select--]
              [--Select--]                                                   [--Select--]
              [--Select--]                                                   [--Select--]




                                                                       Page 4 of 18
                                                                                 Enter Project Name
                                                                                 Enter Agency Name

PIJ ID:                            ID                      Project Start Date:            00/00/00                           Project End Date:   00/00/00

Agency Contact:                    First Name, Last        Phone:                         000-000-0000                                           Email
                                                                                                                             Email:
                                   Name
                                   First Name, Last
Project Manager:                                           Phone:                         000-000-0000                       Email:              Email
                                   Name
                                                                Project Change Request (Amendment)
Date Submitted:                                                        Prepared by:


Affected Areas: (Check all that apply)                          Project End Date                          Development Cost                          Project Scope

NOTE: The appropriate revised pages from the Project Investment Justification (PIJ) document MUST accompany this form.
                     Currently Recorded Dates/Costs                                                          Requested Revisions To Dates/Costs
  Start Date        End Date        Development Cost                Total Cost               Start Date     End Date              Development Cost                  Total Cost

                                 $                     -    $                         -                                       $                             -   $                -
Change Description (AS IS - TO BE)




Business Justification Summary
                                                                          Enter Project Name
                                                                          Enter Agency Name

List Known Dependencies/Risks/Constraints




Submitted by (Printed Name )                                                     Chief Information Officer (Printed Name & Signature)


Attach CIO signature for Cost changes. Email from CIO acceptable for other changes. Complete all information above this line.

                                                                            (For GITA Use Only)
Reviewed by:                                                                     Review Date:
Approved by:                                                                     Approved Date:
Comments:
                                                     Data Field Descriptions Instructions


           Data Fields        Data Field Description                          Instructions
                                         TITLE PAGE
Project Name             The name that identified this project within the GITA will fill out this information and submit it to the agency with
                         PIJ.                                             the request for the Startup Event status report.
Agency Name              An administrative division of the State of Arizona
                                                                          GITA will fill out this information and submit it to the agency with
                         provided within the PIJ document.                the request for the Startup Event status report.
PIJ ID                   The unique identifier assigned to this project byGITA will fill out this information and submit it to the agency with
                         GITA.                                            the request for the Startup Event status report.
Project Start Date       The date the project is started                  Fill out this information on the title page (it should match the start
                                                                          date of the first milestone/phase on the project schedule section
                                                                          of the status report.)
Project End Date         The date the project is expected to complete     Fill out this information on the title page (it should match the end
                                                                          date of the last milestone/phase on the project schedule section
                                                                          of the status report.)
Agency Contact Name      The contact person for the agency on the         Fill out this information once on the title page tab. It will populate
                         specific project.                                the other tabs with this header information.
Phone                    The phone number of the person                   Fill out this information once on the title page tab. It will populate
                                                                          the other tabs with this header information.
Email                    The email address of the person                  Fill out this information once on the title page tab. It will populate
                                                                          the other tabs with this header information.
Project Manager          The person responsible for managing the project Fill out this information once on the title page tab. It will populate
                         for the agency.                                  the other tabs with this header information.
Agency CIO               The person who holds the title of the Agency     Fill out this information once on the title page tab.
                         CIO. (Reviewer, approver and escalation point if
                         required.)
Reporting Frequency      Frequency that a status report is due from the   GITA will fill out this information and submit it to the agency with
                         agency as established by GITA.                   the request for the Startup Event status report.
GITA Oversight Manager   GITA Oversight Manager who will support,         GITA will fill out this information and submit it to the agency with
                         review status reports and collaborate with the   the request for the Startup Event status report.
                         agency.
Project Description      A brief description of the project.              Provide brief description of the project, no more than 2-5 lines.


                                       STATUS REPORT
                                   General Information Section
Report Period            Month or quarter for which the report information Select month or quarter for which report information is being
                         is being provided.                                provided. This is required to be updated each time the status
                                                                           report is completed.
Date Report Prepared     The date the report was completed.                This date is required to be updated each time the status report is
                                                                           completed.
Prepared By              The person who prepared the report, and will be This field will need to be updated once for the Start Up Status
                         the contact if there are questions on the report. report and changed only if the person who prepares the report
                                                                           changes during the project.
                                                     Data Field Descriptions Instructions

Overall Project Status   Red Project Status: Is in trouble, issues have       Choose from the dropdown the color indicating whether the
                         been identified that will impact a planned           project is expected to complete according to plan. It is important
                         deployment date and/or approved project              to look at the three areas of project control - cost, schedule and
                         budget.                                              scope - to determine how the project is trending.
                         Yellow Project Status: Has some leeway in
                         project schedule or budget, but risks and/or
                         issues have been identified which may impact
                         deployment and/or approved project budget.
                         Green Project Status: Is on schedule or has
                         enough leeway in the deployment schedule
                         and/or project budget that the project can still
                         complete successfully.
Project Status Event     Current Project Status - Ongoing report on the       During the project lifecycle, “event changes” may occur, which
                         status of the project. Factors to report on          must be communicated through the Project Status Report.
                         include project status, accomplishments,
                         progress against milestones, expenditures to         An event may occur outside of the normal status report
                         date, issues, risks and other areas of concern       timeframe, in which case an "event based" status report
                         that have been encountered. The Condition            must be submitted as of the date of the event (i.e. on hold,
                         section of the form can be updated to indicate       resumption or cancellation). To formally start up a project,
                         that a condition has been met, if applicable.        choose the "Startup Event" status and fill out the necessary
                         Project Startup Event - When the project start       details. As the project advances and you are reporting on a
                         date has been established. It is most important      regular basis, choose the "Current Status" and update the
                         that the Startup Event Report be completed and       ongoing information. When the project is complete, choose
                         submitted to GITA before any funds are               "Completion Event", and provide final information in the
                         expended, and that the Project Start and End         status report.
                         dates are as accurate as possible. You’ll also
                         need to provide milestones on the Status form
                         that support the Project Start and End dates, as     This new status report with events replaces the separate
                         well as the planned activities per the PIJ.          forms that were to be provided to GITA for startup, on hold,
                         Project Completion Status - When the project
                                                                              resumption, cancellation, and completion. Those additional
                         has successfully completed. Final information
                                                                              forms are no longer required.
                         on all applicable sections of the Status Report is
                         to be provided.
                                                                                              resumption, cancellation, and completion. Those additional
                                                                                              forms are no longer required.

                                                                     Data Field Descriptions Instructions

                                          Project Hold Event - If a major delay is
                                          encountered in the project. No additional
                                          development funds are to be expended while the
                                          project is on hold. NOTE: If the project remains
                                          on hold for more than 2 years, an updated PIJ
                                          document from the agency will need to be
                                          resubmitted for PIJ approval due to the
                                          possibility of new technology advances.
                                          Project Resumption Event - As soon as an on
                                          hold project can start again. See project change
                                          request section for more details, since a change
                                          to the end date may be necessary.
                                          Project Cancellation Event - If cancelled or
                                          never officially started. A Project Cancellation
                                          generally indicates that no funds have been
                                          expended on the project. Should that not be the
                                          case, and yet there are circumstances requiring
                                          that the project be cancelled, those should be
                                          discussed with the GITA Oversight Manager
                                          before submitting the Project Cancellation Event.



Effective Event Date                      A date is required of when the project was          Provide the date of the event of when the project was started,
                                          started, completed, placed on hold, resumed or      completed, placed on hold, resumed or cancelled
                                          cancelled
Project Status Event Description          Description of the event required if on hold,       An explanation is required describing the reason for the project
                                          resumed or cancelled                                being placed on hold, resumed or cancelled.
General Status Update                     This area is available for general comments to      Provide a brief description of the current project status, i.e. on
                                          be communicated for the current month or event.     time, on budget. Information describing the "overall project
                                                                                              status" indicator as green, yellow or red.
                                                      Project Financials Section
Funding Category                        Financial Categories from the PIJ                     Financial Categories from the PIJ
Reset for Current Month Spend Updates -                                                       Select macro button once to clear out the current month spend
MACRO BUTTON                            The status report is updated on an ongoing            column. By selecting this button, the current month spend is
                                        basis.                                                automatically added to the previous month spend, and the
                                                                                              current month spend column is cleared out.
                                          Project Financials Macro
                                          Select “Reset for Current Month Spend Updates” Select button only once.
                                          Button to add current month spend to previous
                                          month spend, by selecting this button the current
                                          month spend is automatically added to the
                                          previous month spend, and the current month
                                          spend column data is cleared.
                                                               Data Field Descriptions Instructions

Professional & Outside Services     The development costs expended for all third-       Enter the total development costs in whole number (i.e. 100,000)
                                    party consultants and contractors per the PIJ.      under this category. This number is identical to the information
                                                                                        in the approved PIJ under the Development Costs.

Hardware                            The development costs associated with the           Enter the total development costs in whole number (i.e. 100,000)
                                    purchase of hardware and Peripherals per the        under this category. This number is identical to the information
                                    PIJ.                                                in the approved PIJ under the Development Costs.

Software                            The development costs associated with the           Enter the total development costs in whole number (i.e. 100,000)
                                    purchase of applications and system related         under this category. This number is identical to the information
                                    software per the PIJ.                               in the approved PIJ under the Development Costs.

Communications                      All development costs related to                    Enter the total development costs in whole number (i.e. 100,000)
                                    telecommunications equipment: switches,             under this category. This number is identical to the information
                                    routers, leased line charges, software, etc. per    in the approved PIJ under the Development Costs.
                                    the PIJ.
Facilities                          The development costs related to improvements       Enter the total development costs in whole number (i.e. 100,000)
                                    or expansions of existing facilities required to    under this category. This number is identical to the information
                                    support this project per the PIJ.                   in the approved PIJ under the Development Costs.

License & Maintenance Fees          The development costs for all licensing and         Enter the total development costs in whole number (i.e. 100,000)
                                    maintenance fees that might apply to hardware,      under this category. This number is identical to the information
                                    software and any other products included in this    in the approved PIJ under the Development Costs.
                                    project per the PIJ.
Other                               The development cost associated Other IT costs      Enter the total development costs in whole number (i.e. 100,000)
                                    not included above, such as travel, training,       under this category. This number is identical to the information
                                    documentation, etc. per the PIJ.                    in the approved PIJ under the Development Costs.

Total Development Costs             Development Budget approved through the PIJ         See Categories above for instructions.
                                    approval process. (Do not enter Operational
                                    costs.)
Previous Months Total Development   Actual dollars spent to date from the previous      This column is automatically populated when you select the
Spend                               status report                                       MACRO BUTTON. Select the "Reset for Current Month Spend
                                                                                        Updates" Button to add the previous month's actual dollars from
                                                                                        the "Current Month Spend" column to the "Previous Month Total
                                                                                        Dev Spend" column. The macro will then clear out the "Current
                                                                                        Month Spend" column so that new data can be added.

Current Month Spend                 Actual dollars spent during the current month in    INPUT FIELD - After running the macro enter the actual dollars
                                    each budget category                                spent this month in the "Current Month Spend" column.

Total Dev Project Spent to Date     Previous month dev spend + current month dev        This is a calculated column - you do not enter anything into this
                                    spend = total dev spent to date                     column.
Remaining Budget                    Current approved development budget - Total         This is a calculated column - you do not enter anything into this
                                    development project spent to date = remaining       column.
                                    budget
% Spent to Date                     Total development project spent to date / current   This is a calculated column - you do not enter anything into this
                                    approved development budget = % spent to date       column.
                                                                   Data Field Descriptions Instructions

TOTAL                                  Sum totals on bottom line                         This is a calculated column - you do not enter anything into this
                                                                                         column.
Comments                               A written description to provide more information Add comments if required.
                                       to those who are reviewing the report.


                                            Full Time Employee Costs Section
                          This section is optional if you want to capture FTE Costs within the Status report
Reset for Current Month FTE Costs      The status report is updated on an ongoing         Select macro button once to clear out the current month FTE
Update - MACRO BUTTON                  basis.                                             Costs Used column. By selecting this button, the current month
                                                                                          FTE costs are automatically added to the previous month FTE
                                       FTE Costs Macro                                    costs, and the current month actual FTE costs column is cleared
                                       Select “Reset for Current Month FTE Cost           out.
                                       Update” Button to add current month costs to
                                       previous month costs, and then clear out           Select button only once.
                                       current month costs column so that new data
                                       can be entered.
Current Approved FTE Costs             The development costs expended for all Full        Enter the total development costs in whole number (i.e. 100,000)
                                       Time Employees, if included in the PIJ.            under this category. This number is identical to the information
                                                                                          in the approved PIJ under the Development Costs.

Previous Months FTE Costs              Actual dollars spent to date from the previous     This column is automatically populated when you select the
                                       status report                                      MACRO BUTTON. Select the "Reset for Current Month FTE
                                                                                          Costs Used" Button to add the previous month's actual dollars
                                                                                          from the "Current Month Spend" column to the "Previous Month
                                                                                          FTE Costs" column. The macro will then clear out the "Current
                                                                                          Month FTE Costs" column so that new data can be added.

Current Month FTE Costs                Actual dollars spent during the current month in   INPUT FIELD - After running the macro enter the actual dollars
                                       the FTE budget category                            spent this month in the "Current Month Spend" column.

Total FTE Costs Spent to Date          Previous month FTE costs + current month FTE      This is a calculated column - you do not enter anything into this
                                       costs = total FTE costs spent to date             column.
Remaining Costs                        Current approved FTE costs - Total FTE costs      This is a calculated column - you do not enter anything into this
                                       spent to date = remaining budget                  column.
% Spent to Date                        Total FTE costs spent to date / current approved  This is a calculated column - you do not enter anything into this
                                       FTE costs = % spent to date                       column.
TOTAL                                  Sum totals on bottom line                         This is a calculated column - you do not enter anything into this
                                                                                         column.
Comments                               A written description to provide more information Add comments if required.
                                       to those who are reviewing the report.

GRAND TOTAL COSTS                      Total development and FTE costs                    Automatic calculation
                                            Full Time Employee Hours Section
                                                                     Data Field Descriptions Instructions

Reset for Current Month FTE Hours       The status report is updated on an ongoing         Select macro button once to clear out the current month Actual
Update - MACRO BUTTON                   basis.                                             FTE Hours Used column. By selecting this button, the current
                                                                                           month actual FTE hours are automatically added to the previous
                                        FTE Hours Macro                                    month FTE hours, and the current month actual FTE Hours
                                        Select “Reset for Current Month FTE Hours          column is cleared out.
                                        Update” Button to add current month hours to
                                        previous month hours, and then clear out           Select button only once.
                                        current month hours column so that new data
                                        can be entered.
Total Estimated FTE Project Hours       Total Estimated FTE Project Hours = Total hours    GITA will fill out this information and submit it to the agency with
                                        to be expended for development only                the request for the Startup Event status report.
Previous Months ACTUAL FTE Hours        Total FTE actual hours that were used as of the    This column is automatically populated when you select the
Used                                    previous month's status report                     MACRO BUTTON. Select the “Reset for Current Month FTE
                                                                                           Hours Update” Button to add last month's actual FTE hours used
                                                                                           from the “Previous Months ACTUAL FTE Hours Used” column to
                                                                                           the “Current Month ACTUAL FTE Hours Used” columns. The
                                                                                           macro will then clear out the "Current Month ACTUAL FTE
                                                                                           Hours Used" column so that new data can be added.

                                                                                           Select button only once.

Current Month ACTUAL FTE Hours Used Actual hours used during the current month.            INPUT FIELD - After running the macro enter the current actual
                                                                                           FTE hours used to add the current month hours used.
TOTAL ACTUAL FTE Hours Used             Previous month actual FTE project hours +          This is a calculated column - you do not enter anything into this
                                        current month actual FTE hours = total actual      column.
                                        FTE hours used
Remaining FTE Hours Available           “Total Estimated FTE Project Hours” - “Total       This is a calculated column - you do not enter anything into this
                                        Actual FTE Hours Used” = “Remaining FTE            column.
                                        Hours Available”
Comments                                                                                   Add comments if required.
                                                     Project Accomplishments
Project Accomplishments                 Add project accomplishments

                                     Project Schedule - Major Milestones Section
Task ID                                 A unique id to identify individual task,       Enter an ID for each task - suggested numbering convention:
                                        milestones, phases.                            Milestone M1, Major task T1 - subtasks such as 1.1 and subset
                                                                                       task 1.1.1
Task Description                        A key task/milestone/phase name                Provide a brief description of the task, milestone or phase name -
                                                                                       short and concise. You only need to report milestone, phase or
                                                                                       key task for the GITA status report. Subtasks are not required
                                                                                       on this report.
Estimated Start Date                    The estimated date that the task will begin.   Provide the estimated date that the task will begin.
Actual Start Date                       The actual date that the task has begun        Provide the actual date that the task had begun - this field should
                                                                                       not be entered until a task has actually started
Estimated Finish Date                   The estimated date that the task will end.     Provide the estimated date that the task will end.
Actual Finish Date                      The actual date that the task completed        Provide the actual date that the task completed - this fields
                                                                                       should not be entered until a task has actually finished
% Complete                              The actual percentage of a task which has been Provide an estimate of how much of the task has been
                                        completed as of the status report date.        completed as of the report date.
                                                               Data Field Descriptions Instructions

Task Status                        ON SCHEDULE - GREEN – On target to                     Choose from the dropdown - provide comments if the task status
                                   achieve Target Delivery Date. Baseline date =          selected is yellow or red explaining the circumstance.
                                   Forecast Date.

                                   BEHIND SCHEDULE - YELLOW – Target
                                   Delivery Date is in danger of not being achieved
                                   but a managed solution capable of bringing
                                   forward the Forecast date is being applied.

                                   LATE - RED – Target Delivery Date is not going
                                   to be achieved or has already passed. No
                                   workarounds or solutions capable of bringing
                                   forward the Forecast date are available.

                                   NOT STARTED - Target Delivery Date has not
                                   begun.

                                   COMPLETED - Task has been completed.


Comments                           A written description to provide more information Add comments if major task/milestone status is yellow or red
                                   to those who are reviewing the report.            explaining the reason for the status.


                                                      Top 5 Project Risks
Identifying something that MAY occur during the project and cause problems and needs to be mitigated before it becomes
an issue.
 Add top 5 risks on status report. After they have been closed and reported on one status report, you can delete them off of
                                                      the status report.
Risk #                             A unique identifier                                    Enter a unique # (i.e. R001, R002, R003)
Risk Status                        Open is selected when a risk is identified and         Select "Open" when a risk is identified and select "Closed" when
                                   Closed is selected when the risk has been              risk has been mitigated and is no longer a risk to the project or
                                   mitigated and is no longer a risk to the project,      has changed into an issue.
                                   or has changed into an issue.
Risk Description                   Brief description of the risk that describes the       Provide a brief description of the risk
                                   area of possible impact as a result of the risk. (If
                                   a risk is associated with a milestone/major task
                                   add this information in the comment section of
                                   that milestone/task.)
Probability                        High (H) – 90% Probability of risk being               Choose the level of probability that the risk could become reality
                                   realized.
                                   Medium (M) – 60% Probability of risk being
                                   realized.
                                   Low (L) – 40% Probability of risk being realized.
                                                               Data Field Descriptions Instructions

Impact Key                         High (H) - Critical Path Risk. If realized, the        Choose the level of impact to the project if the risk became
                                   resulting issue would immediately impact               reality
                                   cost/scope/project delivery dates.
                                   Medium (M) – If realized, the resulting issue
                                   would cause slippages in deliverable release
                                   dates/scope/costs.
                                   Low (L) – If realized, the resulting issue would
                                   not impact delivery dates/scope/costs but could
                                   impact the quality of deliverables.
Mitigation Plan                    An action that has been or could be taken to           Describe the planned action to mitigate the risk so it doesn’t
                                   reduce or eliminate an identified risk.                become an issue.
Risk Owner                         Person who owns the mitigation plan or                 Enter the name of the person who owns the mitigation plan or
                                   assigned to watch the risk.                            assigned to watch the risk.
Date Opened                        Date the risk was opened                               Enter the Date the risk was opened
Date Mitigated                     Date the risk was mitigated and closed.                Enter the Date the risk was mitigated and closed.
                                                     Top 5 Project Issues
Something HAS happened that is impacting the project and needs to be resolved.
 Add top 5 issues on status report. After they have been closed and reported on one status report, you can delete them off
                                                     of the status report.
Issue #                            A unique identifier                                    Enter a unique # (i.e. I001, I002, I003)
Issue Status                       Open is selected when an issue is identified and       Select "Open" when an issue is identified and select "Closed"
                                   Closed when issue has been resolved and is no          when the issue has been resolved and is no longer an issue
                                   longer an impact to the project.                       impacting the project.
Issue Description                  Brief description of the issue that describes the      Provide a brief description of the issue.
                                   area of impact as a result of the issue. (If an
                                   issue is associated with a milestone/major task
                                   add this information in the comment section of
                                   that milestone/task.)
Priority                           High (H) - Critical Path issue. Non-resolution will    Select the level of priority at which the issue is impacting the
                                   have a negative impact on target release dates,        project success.
                                   cost and/or scope.
                                   Medium (M) - Non-resolution will cause slippage
                                   but not an immediate impact to target release
                                   dates, cost and/or scope.
                                   Low (L) - Non-resolution will cause
                                   slippage/affect quality but will not impact delivery
                                   dates, cost, scope.
Resolution Plan                    A plan to resolve the problem that the issue has       Describe the plan to resolve the problem the issue has caused
                                   caused to the project                                  to the project
Issue Owner                        Person who owns the resolution plan                    Enter the name of the person who owns the resolution plan
Date Opened                        Date the issue was opened                              Enter the Date the issue was opened
Date Resolved                      Date the issue was resolved.                           Enter the Date the issue was resolved.
                         Change Request (Amendment) Log (complete Change Request tab)
This log can be used to keep track of all changes that have occurred during the lifecycle of the project
Change #                           A unique identifier                                    Enter a unique # (i.e. CR001, CR002, CR003)
Change Request Status              Choose from Submitted, Approved, Denied                Choose from Submitted, Approved, Denied
                                                                     Data Field Descriptions Instructions

Change Request Description                Brief description of the change to the schedule,    Provide a brief description of the change request
                                          scope or budget of the project that describes the
                                          Change Request. This used to be called an
                                          "Amendment".
Change Category                           Areas of change that require an approved            Select category of End date, Scope, or Development Costs
                                          change request.
Justification for Change                  A description of the business reason or project     Describe the business or project justification reason for the
                                          justification that required this change             change
Change Owner                              Person who owns the completion of this change       Enter the name of the person who owns the completion of this
                                                                                              change
Date Opened                               Date the change request was opened                  Enter the Date the change request was opened
Date Approved                             Date the change request was approved                Enter the Date the change request was approved
                                                         Project PIJ Conditions
These PIJ Conditions were identified during the PIJ approval process and are required to be met as part of the project
Condition #                               A unique identifier                                 Enter a unique # (i.e. CD001, CD002, CD003)
Status                                    Choose from Pending, Completed                      Choose from Pending, Completed
Description                               The condition that was added to the PIJ             GITA will enter the description of the condition
                                          approval
Required By                               Time within the lifecycle of a project that the     GITA will select from the pick list - Project Start, Project End,
                                          condition must be met based on the PIJ              RFP Completion, or Other.
                                          Approval.
Comments/Resolution                       Add any comments required                           Add any comments required
Owner                                     Person who owns the condition and ensures that      AGENCY assigns the person who owns the condition and
                                          it is completed.                                    ensures that it is completed.
Date Opened                               Date the condition was opened                       GITA will enter the Date the condition was opened
Date Met                                  Date the condition was met.                         Enter the Date the condition was met.


                             Project Change Request Form (formally known as Amendment Form)
In the event that a major change occurs during the lifecycle of a project or at resumption (if the project has been on hold), the Agency MUST submit
a “Project Change Request” to GITA for approval before proceeding. A major change involves one of the following: Project End Date, Development
Cost and/or Scope (including changes in technology, deliverables or outcomes)
Date Submitted                            Date the Project Change Request is submitted        Enter the Date that the Project Change Request is being
                                          for approval.                                       submitted.
Prepared By                               The person who prepared the change request,         Enter the name of the person who prepared the change request,
                                          and will be the contact if there are questions.     and will be the contact if there are questions.
Affected Areas                            Select all that apply
Project End Date                          Change in the current approved project end date     Check all that apply by clicking in the box - a "√" will be inserted.

Development Cost                          Change in the current PIJ approved              Check all that apply by clicking in the box - a "√" will be inserted.
                                          development costs only.
Project Scope                             Change in technology, deliverables or outcomes. Check all that apply by clicking in the box - a "√" will be inserted.

NOTE:                                     Provide revised PIJ documentation as needed.        Provide revised PIJ documentation as needed
Currently Recorded Dates/Costs
Start Date                                Current Approved Start Date                         Enter Current Approved Start Date
End Date                                  Current Approved End Date                           Enter Current Approved End Date
Development Cost                          Current PIJ Approved Development Costs              Enter Current PIJ Approved Development Costs
                                                                       Data Field Descriptions Instructions

Total Cost                                  Current PIJ Approved Total Costs (includes         Enter Current PIJ Approved Total Costs (includes Development
                                            Development and Operational Costs)                 and Operational Costs)
Requested Revisions to Dates/Costs
Start Date                                  Revised Start Date submitted for approval          Enter new date if being requested
End Date                                    Revised End Date submitted for approval            Enter new date if being requested
Development Costs                           Revised Development Costs submitted for            Enter new development budget if being requested
                                            approval
Total Cost                                  Revised Total Costs due to changes =               Enter new total budget if being requested
                                            Development Costs + Operational Costs
Change Description (AS IS - TO BE)          Brief description of the change being requested,   Provide brief description of the change being requested. Provide
                                            including "As Is and To Be"                        "As Is and To Be"
Business Justification Summary              Business or Project reason for the change          Provide business or project reason for the change
List Known                                  List of known dependencies, risks, constraints     Describe known dependencies to milestones/major task or other
Dependencies/Risks/Constraints              associated with this change                        projects and/or risks and known constraints associated with this
                                                                                               change
Submitted By                                Name of the person submitting the change           Enter the name of the person submitting the change request and
                                            request and is the point of contact for any        is the point of contact for any questions or clarifications.
                                            questions or clarification.
Agency CIO Name and Signature               Attach CIO signature for Cost changes. Email       Attach CIO signature for Cost changes. Email from CIO
                                            from CIO acceptable for other changes.             acceptable for other changes. Complete all information above
                                            Complete all information above the line.           the line.
GITA USE ONLY
Reviewed By                                 Name of Oversight Manager who is reviewing         Name of Oversight Manager who is reviewing the Change
                                            the Change request.                                request.
Review Date                                 Date reviewed by GITA                              GITA will enter Date reviewed
Approved By                                 Name of Oversight Manager or GITA CIO              GITA will enter the name of the Oversight Manager or GITA CIO
                                            approving the Change request.                      who approved the Change Request
Approved Date                               Date the Change Request was approved               Date the Change Request was approved
Comments                                    Any comments or conditions attached to the         GITA will enter any comments or conditions attached to the
                                            approval by GITA                                   approval by GITA


OVERALL PROJECT
STATUS KEY
                             Overall Project Status
Red Project Status: Is in trouble, issues
have been identified that will impact a
planned deployment date and/or approved
project budget.
Yellow Project Status: Has some leeway
in project schedule or budget, but risks
and/or issues have been identified which
may impact deployment and/or approved
project budget.
Green Project Status: Is on schedule or
has enough leeway in the deployment
schedule and/or project budget that the
project can still complete successfully.
                                                              Data Field Descriptions Instructions

RISK KEYS
                                         Probability Key
High (H) – 90% Probability of risk being
realized.
Medium (M) – 60% Probability of risk being
realized.
Low (L) – 40% Probability of risk being
realized.

                                             Impact Key
High (H) - Critical Path Risk. If realized, the
resulting issue would immediately impact
cost /scope/project delivery dates.
Medium (M) – If realized, the resulting issue
would cause slippages in deliverable
release dates/scope/costs
Low (L) – If realized, the resulting issue
would not impact delivery dates/scope/costs
but could impact the quality of deliverables.


ISSUE KEY
                                               Priority Key
High (H) - Critical Path issue. Non-resolution will
have a negative impact on target release dates,
cost and/or scope.
Medium (M) - Non-resolution will cause slippage
but not an immediate impact to target release
dates, cost and/or scope.
Low (L) - Non-resolution will cause
slippage/affect quality but will not impact delivery
dates, cost, scope.
                                                   Project State Report
Change                                                                          Date    Analyst             Version
Allow lines to be copied/inserted. Change to whole dollars. Allow rows to be
adjusted. Moved FTE hours section to follow FTE costs. Inserted grand total             Karen Hansen/Eric
costs. Overall standardization of the template.                                06/29/10 Thomas              V2.0

				
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