"Basics of Project Management"
Project Management Information and Tracking System Basics Office of Technology Services Project Management Office PMIT Basics Since July 1, 2008, VCU has operated as a Tier 3 institution under the Restructured Higher Education Financial and Administrative Operations Act Greater autonomy and control in: 1. Capitol outlay and acquisition and disposition of real property 2. Leasing 3. Procurement and surplus property 4. Finance and accounting 5. HR 6. Information Technology PMIT Basics To meet provisions of our agreement with the Commonwealth, VCU has to develop and follow our own policies, standards and procedures in four areas of IT management: 1. Security 2. Infrastructure, Architecture, Operations 3. Accessibility 4. Project Management and Auditing PMIT Basics Project Management and Auditing components: 1. Strategic planning 2. Project Portfolio Management 3. Project Management 4. Auditing PMIT Basics 1. Technology Services Strategic Plan Led by Mark Willis Supports VCU-2020 Strategic Plan and Presidential priorities Outlines goals and objectives for next three years with yearly updates Currently being reviewed by University constituencies Submitted to COVA by September 1 PMIT Basics 2. PPM and Information Technology Governance Portfolio Management - IT assets and projects should be managed to maximize the return from all Requires decisions on what investments to make and what projects to undertake Decisions should be made by the University, not by Technology Services Forum for that decision-making is in development PMIT Basics 3. VCU’s Project Management Methodology Visited University PMOs UVa, W&M, GMU, UNCs Researched best practices VITA, PMI, PMBOK Formed PM Task Force Representatives from every unit in Technology Services PMIT Basics Task Force started in July, 2008 Held bi-monthly meetings where the best practices in a project management subject area were presented and evaluated Recommendation on how to adopt and apply those practices at VCU was agreed upon Each representative was expected to share those recommendations with colleagues for input Task Force decisions established principles of VCU’s PM methodology and the requirements for a project information system PMIT Basics VCU Project Management Methodology Components Policy Developed and in review Standard Nearing approval by Provost and VP for Finance and Administration Practices and Procedures Documentation of how OTS projects are initiated, approved, prioritized, managed, budgeted, and completed is in progress PMIT Basics PM Standard Overview Project Definition Any temporary endeavor with an established beginning and end time that has a set of defined tasks and assigned resources, undertaken to deliver a unique information technology product, service or result. Project Sponsor Individual who makes the case for the project Define project goals, secure resources, establish internal project priorities, and resolve intra- and inter-organizational issues and conflicts PMIT Basics PM Standard Project Manager Every project will have a named PM Qualifications escalate with project complexity Responsible for developing the Project Plan, entering and maintaining project information in PMIT Execute control measures when required Managing projects means managing people PMIT Basics 4. Auditing Coordinate with VCU’s Office of Assurance Services to perform IT audits Some projects will require an Independent Verification and Validation review Answerable to APA and subject to COVA reviews PMIT Basics VCU’s Project Management Office (PMO) role Insure best practices are being followed in Project Management Provide for improved governance of project submission, selection, and prioritization Facilitate more effective communications between project stakeholders and Technology Services Establish a consolidated repository of project information Provide the services necessary to insure Tier 3 requirements are met PMIT Basics Project Information System Requirements Lean and agile with minimal overhead on Project Managers Web-accessible Relational database The amount of documentation and required project management activities scales with the level of the project Data input workflows for that documentation Reporting and data analysis capabilities for operational, managerial, and strategic purposes PMIT Basics Project Information System Solution Lack of funds meant a COTS system was not feasible Wanted to avoid form-based solution Limited shareability Linear communications Paper-oriented Only viable choice was to build one ourselves PMIT Basics Project Management Information and Tracking (PMIT) System System consists of two components 1. Data entry Modeled on the Change Management System application’s Web-based architecture SQL/Server database, ASP.Net application 2. Reporting and analysis SAS Enterprise Business Intelligence tool Both use Central Authentication Services & eID PMIT Basics PMIT continued Access is (currently) restricted to Technology Services staff Project Managers can enter and update their projects ONLY Everyone in OTS can view any and all projects Strategic, managerial, and operational reports and data analyses will be available to all PMIT Basics Creating a Project in PMIT Pre-requisite is the Project Manager has done the necessary project planning to finalize: Total Cost Time to Complete Required Resources Risk Analysis PMs use the above in the classification worksheet to determine their project’s complexity level PMIT Basics Project Classification Projects are classified by Budget Time Resources Classification is adjusted for Risk PMIT Basics Fast Track 80 hours or less Two or less personnel from within one OTS unit Below $10,000 total cost Low Complexity Greater than 80 and less than 240 hours Greater than two and less than 10 personnel Greater than $10,000 and less than $100,000 PMIT Basics Medium Complexity Greater than six weeks and less than one year Greater than 10 and less than 25 personnel Greater than $100,000 and less than $500,000 High Complexity Greater than one year Greater than 25 personnel Greater than $500,000 PMIT Basics Complexity determines what project plan components are required in PMIT Fast Track Fast Track Project Worksheet Low Complexity Project Information Work Breakdown Structure (WBS) Resource Breakdown Structure (RBS) Schedule Communications Plan Quality Management Test Plan Budget Plan Spending Plan PMIT Basics Medium Complexity Project Information Work Breakdown Structure (WBS) Resource Breakdown Structure (RBS) Schedule Communications Plan Quality Management Test Plan Quality Management IV&V Plan Budget Plan Spending Plan Risk Plan PMIT Basics High Complexity Project Information Work Breakdown Structure (WBS) Resource Breakdown Structure (RBS) Schedule Communications Plan Quality Management Test Plan Quality Management IV&V Plan Budget Plan Spending Plan Risk Plan Procurement Plan Change and Configuration Management Plan Performance Plan PMIT Basics Worksheet provides classification guidelines Templates provide guidance for required plans - available on the PMO Web site Knowing the required forms for their project, the Project Manager conducts planning sessions with the project’s sponsor and project team to develop them PMIT is NOT a project planning system, it is an information and tracking system PMs can use the planning/scheduling tools of their choice PMIT Basics PMIT has data input workflows for each project complexity level to automatically guide PMs through the data entry of all required forms If interrupted, PMIT records where the workflow stopped Once all forms are completed, the status of the project is set to Active PMIT Basics All project information can be edited/deleted until the project is Closed Three aspects of OTS projects performance will be monitored by the management dashboard Scope Budget Schedule PM must update status of all three at least every two weeks in PMIT DEMO PMIT Basics SAS Enterprise Business Intelligence Identified in the Portal as the Banner Reporting Center Folder for Project Management in every Technology Services staff user profile Operational, managerial, and strategic reports OTS staff can run any and all reports Get information on your project assignments, schedule, milestones, role and requirements PMs can determine resource availability and prevent scheduling conflicts DEMO PMIT Basics VCU Project Management Overview 1. Project proposal Business case of why, what, how 2. Requirements analysis Budget, Time, Resources 3. Review, approve, prioritize according to: Contribution to IT Strategic Plan Contribution to University Strategic Plan Return On Investment (ROI) PMIT Basics VCU Project Management Overview 4. Assign Project Manager OTS Management with sponsor input 5. Develop Project Plan and enter project information into PMIT Plans, updates, reports and analyses 6. All OTS staff are expected to know and follow current PM processes and procedures Documented on the PMO Web site PMIT Basics Project Management after July 15, 2009 Proposal to Technology Services Does it qualify as a project? Project proposals (except Fast Track) to PMO PMO coordinates requirements analysis OTS management reviews request, approves, assigns priority (unless High Complexity) PMIT Basics OTS Unit and Project Manager is assigned Project Manager develops project plan with input from stakeholders PM enters and updates their project information in PMIT system SAS is used for status reports, communications to stakeholders, staff assignments, etc. Perform tasks, monitor performance, update plan Obtain user acceptance, close the project PMIT Basics Course Take-Aways VCU Project Management methodology is a Tier III management agreement requirement Task Force defined that methodology Project management duties and PMIT requirements scale with project complexity Project complexity is determined by budget, time, resources and risk PMIT system has two components ASP.Net application/SQL-Server database SAS Business Intelligence reporting and analysis PMIT Basics PMO Web site is source for information on Project Management methodology and PMIT New project management methodology and PMIT go into effect on July 15th IT Strategic Plan and IT Governance are coming Anything that doesn’t work, we will change PMIT Basics Questions/Comments James C. Thomas Project Management Office 8-9954 firstname.lastname@example.org