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Basics of Project Management

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					   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
     jcthomas@vcu.edu

				
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