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Staffing Website Templates - Excel

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									                                         PPM Tool Gate Checklist
                                          Instructions and Notes

Iterative Projects
         Projects may have an iterative process which causes the project to be in multiple phases. The project must be
         approved by the statewide approvers to be in the latest phase to be current with reporting requirements.

         EX: A project has a schedule rollout over 6 months for 20 different end user groups. For each Rollout there are
         Execution and Build activities and Implementation activities. The PM must submit the project for Gate 3 before the
         first user group starts Implementation activities. The PM will submit the monthly status report for both phases
         during the overlap period.


Gate Reset
         If you change the project range (reference item 1.112 on each of the gate checklist) , the PPM tool will
         automatically change the phase back to the “Initiation Phase” and the approval process will re-start.

         NOTE: If the project was originally a Registration project and the project is now over $500K you will be required to
         submit status reports starting at the beginning of the project.

Additional PPM Tool Documentation
         The EPMO teams have put together several helpful documents on the PPM Tool usage. These documents can
         be found on the EPMO website and in the PPM Tool Help section.


ETS Review of System Design
         ETS needs appropriate time to review the System Design prior to the Gate review. The PM needs to build the
         system design review time into the project schedule. The System Design review can take up to 10 business days
         depending upon the complexity of the system and the information submitted for review.


Projects Attached to Programs
         Please review the information the EPMO has published on programs. All projects attached to a program will be
         required to go through gate approvals. The Program Management Process document can be found on the EPMO
         website and in the PPM Tool Help section.


Project Workflow Approval Process
         When the PM is ready to "signoff" on the correct stage of a project, so that the project can advance to the next
         stage in the PPM Tool, he/she can use these steps to complete the signoff process.
         Step 1           Review the "Project Workflow Approval" document and "Project Approval Workflow" document.
                          They can be found in the PPM Tool under Help, NC HELP. This document walks you through the
                          PPM Tool and displays screen shots to help you navigate easier. Below is a checklist of steps
                          you can follow for the process.
         Step 2           For the workflow you need approval on, validate you have followed all the steps in the checklist.

         Step 3           On the project information tab, click on "WORKFLOW". This will bring up a new screen.
         Step 4           Correct any fields marked in RED. These will be displayed under the "Complete High Level Cost
                          Estimate".
         Step 5           Signoff on the workflow by clicking the Signoff button at the bottom of the page. This will bring up
                          a signoff page allowing you to approve or reject the project.
         Step 6           Select the appropriate option by choosing accept or Reject.
         Step 7           If you have any comments that need to be applied you can enter the comments in the section
                          "Please explain your decision".
         Step 8           Press the Update button and your project will move forward if you choose approve.

      Instructions
      V1.3 6/21/2010                                       Page 1
        Step 9         The approval process will move to Agency Approval.
        Step 10        The approval process will move to the Statewide Approval once all the Agency approvers have
                       approved the workflow. If any of the Agency Approvers rejected the project for any reason, the
                       project will be moved back to the PM and the PM will need to correct any concerns and resubmit.

        Step 11        The approval process will move to the CIO Approval once all the Statewide approvers have
                       approved the workflow. If any of the CIO Approvers rejected the project for any reason, the
                       project will be moved back to the PM and the PM will need to correct any concerns and resubmit.

        Step 12        The project has been approved for the next workflow.

Glossary
        Please refer to the Glossary on the EPMO website.

URL Links
        EPMO         http://www.epmo.scio.nc.gov
        PPM Workflow
                     http://www.epmo.scio.nc.gov/library/pdf/PPMWorkflowChart.pdf
        PPM Tool     https://www.ppm.state.nc.us/UMTNC/Login.aspx?Path=%2fUMTNC%2fDefault.aspx
        ETS          http://www.ets.scio.nc.gov/
        Common       http://www.its.state.nc.us/ServiceCatalog/toc.asp
        Shared
        Services
        SCIO         http://scio.nc.gov/
        Procurement  http://www.its.state.nc.us/ITProcurement/




     Instructions
     V1.3 6/21/2010                                    Page 2
                                                                State of North Carolina
                                  PPM Tool Gate Checklist for Projects > = $500K & Projects Attached to Programs
                                          Initiation Exit Criteria and Planning & Design Entrance Criteria
Agency:                                                                                                                  Agency - Date Reviewed
                                                                                                                         & Reviewer:
Project Name:                                                                                                            PMA - Date Reviewed &
                                                                                                                         Reviewer:
Project Manager:

  Item     PPMT PPM Tool Section                SCIO /        Field Data Notes / Instructions                   Placed     PMA Comments           PM Comments   Agency QA Review
            TAB Section  Field                  EPMO                                                            in Doc
                                                                                                                                                                   Comments
                                               Required                                                           Mgt
                                                 Field                                                           Tab?


  1.000    Project Information Tab
   1.100           Project Information
   1.101                     Project Name         Y       Enter the name of the IT Project.
   1.102                     Start Date           Y       Enter the actual beginning date the IT project
                                                          was Initiated.
   1.103                    End Date              Y       Enter the projected end date of the IT project
                                                          (initiation through closeout).
   1.104                    Creation Date                 System-generated field. Date the project was
                                                          created in the Project Portfolio Management
                                                          (PPM) Tool and added to the database.


   1.105                    Workflow Status               System-generated field. Phase of the PPM
                                                          Workflow.
   1.106                    Fixed Start Date              Not required at this time. The Fixed Start Date
                                                          would be a predetermined date driven by a
                                                          dependent or higher priority project or external
                                                          requirement.
                                                          EX: Another dependent or higher priority project
                                                          requires this project to be started by a certain
                                                          time. Or, funding approval requires this project
                                                          to be initiated by a certain point in time. Or,
                                                          federally imposed requirements, legislation or
                                                          regulations require this project to be initiated by
                                                          a certain date, etc.

   1.107                    Fixed End Date                Not required at this time. The Fixed End Date
                                                          would be an external date requirement.
                                                          EX: Another project, funding, federal
                                                          requirements, state requirements, grant
                                                          requirements, etc.
   1.108                    Benefits Start        Y       Enter the date the project will start realizing the
                            Date                          financial benefits entered on the Benefits
                                                          Estimates tab.




   Gate 1 Checklist
   V 1.3 6/21/2010                                                                                Page 3
Item     PPMT PPM Tool Section          SCIO /        Field Data Notes / Instructions                     Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                              in Doc
                                                                                                                                                   Comments
                                       Required                                                             Mgt
                                         Field                                                             Tab?
 1.109              Capitalization        Y       Enter the duration of Capitalization Period. The
                    Period                        Capitalization Period is the amount of time the
                                                  cost will be added to the Total Cost of
                                                  Ownership (TCO) for Operations and
                                                  Maintenance (O & M). This is usually 60
                                                  months (5 years).

 1.110              ProjectID                     System-generated field. The ProjectID is used
                                                  as a reference point in the PPM Database.

 1.111              Agency                Y       Enter the number the Agency assigns to the
                    ProjectID                     project to identify the project.
 1.112              Project Range         Y       Using the drop-down list, choose the
                                                  investment cost range for your project. The
                                                  estimated Investment cost = Project Cost
                                                  (Initiation through Closeout Phase) + 5 years O
                                                  & M Cost.
 1.113              Project Range         Y       Using the drop-down list, select the percentage
                    Level of                      range that best reflects the projected
                    Confidence                    investment cost range at project completion.

 1.114              Type of Project       Y       Using the checkboxes, select all project type
                                                  descriptions that apply. Definitions are
                                                  documented in the PPM Tool Definitions
                                                  Document.
 1.115              Budget Code           Y       Enter the accounting code or codes assigned to
                                                  this project by your agency budget analysts.

 1.116              Initiation Phase      Y       Enter the estimated cost of the Initiation Phase
                    Budget                        for this project. This is the same number that
                                                  was entered on the Budget Cost tab for
                                                  Initiation at level 1. (This will be displayed in the
                                                  Total column of the Budget Cost tab.)

 1.117              Planning &            Y       Enter the estimated cost of the Planning &
                    Design Phase                  Design Phase for this project. This is the same
                    Budget                        number that was entered on the Budget Cost
                                                  tab for Initiation at level 1. (This will be
                                                  displayed in the Total column of the Budget
                                                  Cost tab.)
 1.118              Baseline Project              This is updated by the EPMO QA staff.
                    Budget
                    (updated by
                    EPMO QA)




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                           Page 4
Item     PPMT PPM Tool Section            SCIO /        Field Data Notes / Instructions                Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                         in Doc
                                                                                                                                                Comments
                                         Required                                                        Mgt
                                           Field                                                        Tab?
 1.119                Baseline Project              This is updated by the EPMO QA staff.
                      End Date
                      (updated by
                      EPMO QA)



 1.120                Department or         Y       Enter the Agency Name.
                      Agency
 1.121                Division              Y       Enter the Agency Division Name.
 1.122                Part of an            Y       Indicate whether the project is part of an
                      Approved                      approved program by selecting "Yes" or "No".
                      Program?                      Note: If the project is part of an approved
                                                    program, go to the Project Associations link at
                                                    the top right side of the Project Info tab and
                                                    associate the project with the correct program.
                                                    Click Program Associations, Click Add. Select
                                                    Program Name, Select "Linked To" , Click
                                                    Update.



 1.123                Project               Y       Enter the Project Manager responsible for
                      Manager Name                  managing this project.
 1.124                Project               Y       Enter the Project Manager Telephone Number.
                      Manager
 1.125                Telephone
                      Project               Y       Enter the Project Manager E-mail Address.
                      Manager E-Mail
 1.126                Project Security      Y       Enter the name of the agency security staff
                      Contact                       assigned to project.
 1.127                Project Sponsor       Y       Enter the name of the business sponsor.

 1.128                Project Sponsor       Y       Enter the name of business sponsor's division
                      Organization                  within the agency.
 1.200       Budget Information
 1.201                For this fiscal       Y       Indicate whether this project is funded for this
                      year, are funds               fiscal year by selecting "Yes" or "No".
                      currently
                      budgeted for
                      this project?




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                           Page 5
Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?
 1.202              For Fiscal Year,       Y       Type in the budget codes and fund codes that
                    If Yes, please                 are associated with this project. If funds are not
                    reference the                  currently budgeted for this project explain how
                    application                    they will be obtained (attach a document on
                    budget codes                   Document Management tab if necessary).
                    and fund codes.
                    If no, what is
                    your plan to
                    secure funding?




 1.203              For the total          Y       Indicate whether the funds are budgeted for the
                    scope of the                   entire project by selecting "Yes" or "No".
                    project, are
                    funds currently
                    budgeted?


 1.204              For Total              Y       Type in the budget codes and fund codes that
                    Scope, If yes,                 are associated with this project. If funds are not
                    please                         currently budgeted for this project explain how
                    reference the                  they will be obtained (attach a document on
                    application                    Document Management tab if necessary).
                    budget codes
                    and funds. If no,
                    what is your
                    plan to secure
                    funding?



 1.205              Expansion              Y       Indicate whether this is an expansion budget
                    Budget Request                 request by selecting "Yes" or "No".
 1.206              New Expansion          Y       If you answered Yes to item 1.205 enter the
                    Budget $                       expansion dollar amount.
                    required in Year
                    1


 1.207              New Expansion          Y       If you answered Yes to item 1.205 enter the
                    Budget $                       expansion dollar amount.
                    required in Year
                    2


 1.208              Contributor            Y       Enter the names of all users who have edit
                                                   access to this project in the PPM Tool.




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                          Page 6
Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                          in Doc
                                                                                                                                               Comments
                                       Required                                                         Mgt
                                         Field                                                         Tab?
 1.209                PMA                  Y      This field will be entered by the Enterprise
                                                  Management Office (EPMO) staff. The EPMO
                                                  will assign a PMA to this project when the
                                                  project is added to the PPM Tool database.

 1.210                Project              Y      Enter the name of the Agency staff with read-
                      Reviewer                    only access who will review this project at each
                                                  gate.
                                                  Note: You must select Karlynn O'Shaughnessy.
                                                  Fiscal Research can review any project.


 1.211                Assigned PMA         Y      This field will be entered by the EPMO staff.
                                                  The EPMO will assign a PMA to this project
                                                  when the project is added to the PPM Tool
                                                  database.
 1.300       Initiation Phase - Project Charter
                Business Issues and Business Goals
 1.301                  Business Issues      Y  Describe what business factors led to the
                                                proposal of this project. These may be issues
                                                (i.e., any matters that require resolution),
                                                opportunities (e.g., potential for improved
                                                service or reduced cost) or mandates (e.g.,
                                                state or federal).
                                                EX: Excessive number of customer complaints
                                                has resulted in poor public image and
                                                excessive support work.

 1.302                Business Goals       Y      Describe what will this project achieve at a
                                                  business level. The Business Goals specifically
                                                  define those outcomes through which the
                                                  Project Mission will be accomplished. A single
                                                  project may have multiple Business Goals.
                                                  EX: The agency intends to improve customer
                                                  service and thereby reduce the number of
                                                  customer complaints, improve the agency‟s
                                                  public image, reduce support work and
                                                  reassign some support staff to more productive
                                                  work.


 1.400         Project Definition
 1.401                Project Goals        Y      Describe the project goals. The project goal is
                                                  delivery of a product that will allow achievement
                                                  of the business goal.
                                                  EX: Install a new safety inspection scheduling
                                                  system to meet federal guidelines for safety
                                                  inspections.


 Gate 1 Checklist
 V 1.3 6/21/2010                                                                        Page 7
Item     PPMT PPM Tool Section         SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field           EPMO                                                           in Doc
                                                                                                                                               Comments
                                      Required                                                          Mgt
                                        Field                                                          Tab?
 1.402              Project              Y       Describe the project deliverables. Products or
                    Deliverables                 services that will result from work on this
                                                 project.
                                                 EX: Implementation of software and/or
                                                 hardware; training; documentation; may be a
                                                 single report that assesses parameters and
                                                 implementation consideration for the
                                                 subsequent project phase.

 1.403              Items Out of         Y       Define what is out of scope for this project.
                    Scope (scope                 Eliminate ambiguity or uncertainty by
                    exclusions)                  specifically stating any defined exclusions.
                                                 EX: The project is already being hosted by
                                                 XXXX and does not have any additional hosting
                                                 requirements.
 1.404              Proposed             Y       Describe the strategy this project will take from
                    Strategy                     Initiation to Implementation. The proposed
                                                 strategy may be viewed as a preliminary, high-
                                                 level work plan – a summary of the major tasks
                                                 to be performed and a brief explanation of how
                                                 each task will be executed.
                                                 EX: The Proposed Strategy might include
                                                 mention of Project Plan, Discovery (acquire
                                                 requirements), RFP, contract, design,
                                                 specification, build or configure, test, training,
                                                 rollout, etc. and brief statement about each.




 1.405              High Level           Y       List any Assumptions (EX: hosting at ITS or the
                    Assumptions                  application will be NCID compliant) and
                    and Constraints              Constraints (EX: funding) that may affect the
                                                 project.
 1.406              Key                  Y       List any dependencies external to this project
                    Dependencies                 that will have a direct impact to the cost,
                    External to the              schedule or resources of this project. Is the
                    Project                      success of this project dependent upon delivery
                                                 of some product or service that is outside the
                                                 control of the project team? Is any other project
                                                 depending upon the timely delivery of a product
                                                 or service from this project? If yes, list them
                                                 here.




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                        Page 8
Item     PPMT PPM Tool Section              SCIO /       Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field                EPMO                                                           in Doc
                                                                                                                                                    Comments
                                           Required                                                          Mgt
                                             Field                                                          Tab?
 1.407                Project                 Y       List individuals and groups involved in the
                      Organization                    project along with their roles. J86 please attach
                      and Roles                       it to the Document Management tab and
                                                      reference the document here.
                                                      EX: See "Document1" in the Document
                                                      Management tab.
 1.500         Enterprise Architecture Questionnaire
 1.501                Select the          Y     Using the drop-down list, select all applicable
                      Common                    services that will be used in the implementation
                      Shared                    of this system. Refer to the State CIO Website
                      technical                 for addition insights as to the purpose and
                      Infrastructure            intent of Common Shared Technical
                      and Services              Infrastructure and Technical Services. Refer to
                                                the ITS website for a more complete
                                                description of listed services.

 1.502                Will this project       Y       Specify whether the purpose of this project is to
                      replace or                      replace or enhance all or a portion of an
                      enhance and                     existing production system by selecting "Y" or
                      existing                        "N".
                      system?


 1.503                Will the project        Y       Specify whether all or part of the purpose of this
                      include security                project is to improve the security of an existing
                      enhancements                    system by selecting "Y" or "N".
                      for an existing
                      system?



 1.504                Which clients           Y       Using the drop-down list, select the type of
                      will access this                users that may access this system via the
                      system via the                  Internet from their office, at home (e.g.,
                      Internet?                       telecommuting), or from remote locations (e.g.,
                                                      mobile workers). Citizens may access the
                                                      system from any location. Businesses (i.e.,
                                                      employees of businesses) may also access
                                                      systems via the Internet in the certain cases
                                                      (e.g., established extranet business relations).
                                                      If any of these cases (or similar situations are
                                                      true), then the appropriate values should be
                                                      selected.

 1.505                Which clients           Y       Using the drop-down list, select the type of
                      will require login              login access required for Internet access.
                      functionality?




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                             Page 9
Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?
 1.506              Is the system          Y       Using the drop-down list, choose the state
                    required to                    and/or federal regulations for which this project
                    comply with                    must comply with.
                    federal or state               EX: Health Information Portability and
                    FERPA privacy                  Accountability Act (HIPAA) and the Family
                    laws?                          Education Rights and Privacy Act (FERPA).

 1.507              Will this system       Y       Indicate whether Interfacing with the State
                    interface with                 Business Infrastructure Systems is a critical
                    State Business                 component of any system being implemented
                    Infrastructure                 by the state by selecting "Y" or "N".
                    Systems?




 1.508              Which entities         Y       Using the drop-down list, select all entities that
                    will this system               will need integration to this system.
                    integrate with?                EX: May be within an agency, inter-agency,
                                                   inter-governmental, or government to business.


 1.509              Which staffing         Y       Using the drop-down list, select all staffing
                    approach will be               approaches that will be used to deliver this
                    utilized to                    system.
                    deliver this
                    system?
 1.510              How will the           Y       Using the drop-down list, select the method this
                    functionality for              system will be delivered. Incremental
                    this system be                 implementation of a system is most often the
                    delivered?                     best method to deliver system functionality.
                                                   However, some systems must be implemented
                                                   holistically.
                                                   EX: At the beginning of a fiscal year.




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                         Page 10
Item     PPMT PPM Tool Section             SCIO /        Field Data Notes / Instructions                     Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                              in Doc
                                                                                                                                                      Comments
                                          Required                                                             Mgt
                                            Field                                                             Tab?
 1.511                What Pilot             Y       If this is a pilot project, use the drop-down list to
                      approach will be               choose the Pilot Approach. If this is not a Pilot
                      utilized prior to              project, please select "NA". Proof of Concept –
                      rollout of this                Software written to gather requirements, prove
                      system?                        or test a technology, language, environment, or
                                                     approach. A proof of concept should not be
                                                     implemented as a production system. Prototype
                                                     – A small working version of a proposed
                                                     system used to gather requirements, validate
                                                     requirements, or demonstrate system
                                                     functionality. Pilot – An approach designed to
                                                     evaluate a preliminary version of a system in a
                                                     simulated production environment. Limited
                                                     Production – A production system is rolled out
                                                     to a predetermined subset of users and proven
                                                     to perform as expected. Not Applicable – No
                                                     pre-production rollout activities will be
                                                     conducted.




 1.600         Security Questions
 1.601                Will your project      Y       Indicate whether this project will use credit
                      accept credit                  cards by selecting "Y" or "N". If the project is
                      cards? If so,                  using credit cards it must become Payment
                      then the system                Card Industry (PCI) compliant prior to
                      must be PCI                    implementation.
                      compliant prior
                      to
                      implementation
                      and usage of
                      the CPS offered
                      by OSC should
                      be utilized.




 1.602                As a result of         Y       Using the drop-down list, select the type of
                      the project will               personal/confidential data that will be collected.
                      there be                       Please select all that are applicable from the
                      collection                     drop-down list,. You may have more than one
                      and/or storage                 selection for this this project.
                      of
                      Personal/Confid
                      ential data? If
                      so, choose
                      which data.


 Gate 1 Checklist
 V 1.3 6/21/2010                                                                             Page 11
Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                        in Doc
                                                                                                                                             Comments
                                       Required                                                       Mgt
                                         Field                                                       Tab?
 1.700         Alternative Analysis Completed (Required only if Investment Cost > $10M)
 1.701                Alternative       TBD      This is only to be completed if the TCO is >
                      Analysis                   $10M. The forms can be found on the EPMO
                      Completed                  Website under forms and must be attached to
                                                 the Document Management tab.


 1.800         Project Manager Interview Completed (To be completed by EPMO)
 1.801                Project             Y     This field will be updated by the PMA. The
                      Manager                   PMA will complete a project manager interview,
                      Interview                 attach the project manager interview document
                      Completed                 to the Document Management tab, and mark
                                                this field to a "Y".
 1.900       Planning and Design Phase
 1.901                Technical            N      This System Document is not needed for Gate
                      Architecture                1. The System Design template can be found
                      System Design               on the ETS Website. If you are unsure the level
                      Status                      of detail needed see page 3 of the System
                                                  Design Dcoument for instructions. If you have
                                                  additional questions please contact ITS A & E
                                                  for additional assistance.

 2.000       Agency Document Checklist            Select which documents will be done during the
                                                  Planning & Design Phase of the project. Please
                                                  use the EPMO suggested template or provide
                                                  your agency template for each of the
                                                  documents selected. Only the Staffing Plan and
                                                  the Preliminary Procurement Plan are required
                                                  for Gate 1.

 2.001                Project              N      Indicate whether this project will provide a
                      Management                  Project Management Plan by selecting "Y" or
                      Plan                        "N". The Project Management Plan is a text
                                                  document outlining how the project will be
                                                  managed. This is not a Microsoft Project Work
                                                  Plan, Project Schedule or WBS.




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                      Page 12
Item     PPMT PPM Tool Section       SCIO /        Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field         EPMO                                                            in Doc
                                                                                                                                              Comments
                                    Required                                                           Mgt
                                      Field                                                           Tab?
 2.002              Project            N       Indicate whether this project will provide a
                    Schedule                   Project Schedule by selecting "Y" or "N". The
                                               Project Schedule is a formal document with
                                               analysis of the activities, tasks, and sub-tasks
                                               that must be accomplished to build a project. A
                                               product or activity oriented hierarchy tree
                                               depicting the elements of work that need to be
                                               accomplished in order to deliver a product. The
                                               document is not required for Gate 1 but will be
                                               required for Gate 2 if you select "YES".
                                               EX: A Project Schedule can be in the form of a
                                               Microsoft Project Plan or an EXCEL
                                               spreadsheet outlining the task.




 2.003              Staffing Plan      Y       Indicate this project will provide a Staffing Plan
                                               by selecting "Y".
                                               NOTE1: This document is required for Gate 1
                                               and must be loaded into the Document
                                               Management tab. The Staffing Plan must show
                                               the planned hours and planned cost by month
                                               per phase. Each month, the Staffing Plan will
                                               be updated with the actual hours and cost
                                               expended for the month. The Staffing Plan
                                               Template can be found in the Help section of
                                               the PPM Tool and the EPMO Website under
                                               templates.

                                               NOTE 2: The Staffing Plan must have the plan
                                               hours and cost for the Initiation Phase and the
                                               Planning & Design Phase. The Staffing Plan
                                               must have the actual hours and cost for the
                                               Initiation Phase.


 2.004              Business           N       Indicate whether this project will provide a
                    Requirements               Business Requirements Document by selecting
                    Documented                 "Y" or "N". The requirements document should
                                               list all the project requirements in scope for this
                                               project. The document is not required for Gate
                                               1 but will be required for Gate 2 if you select
                                               "YES".




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                      Page 13
Item     PPMT PPM Tool Section       SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field         EPMO                                                          in Doc
                                                                                                                                            Comments
                                    Required                                                         Mgt
                                      Field                                                         Tab?
 2.005              Communication      N       Indicate whether this project will provide a
                    Plan                       Communication Plan by selecting "Y" or "N".
                                               The Communication Plan should describe the
                                               type and frequency of planned communications
                                               needed for the project. It should also describe
                                               the frequency status reports will be distributed
                                               to key stakeholders. The document is not
                                               required for Gate 1 but will be required for Gate
                                               2 if you select "YES".


 2.006              Procurement        Y       Indicate this project will provide a Procurement
                    Plan                       Plan by selecting "Y".
                                               NOTE: This document is required if anything is
                                               being purchased for this project. The
                                               Procurement Plan describes what will be
                                               procured and how it will be procured. For Gate
                                               1 submit the Preliminary Procurement Plan.
                                               The Procurement Plan Template can be found
                                               in the Help section of the PPM Tool and the
                                               EPMO Website under "Templates".

 2.007              Change             N       Indicate whether this project will provide a
                    Management                 Change Management Plan by selecting "Y" or
                    Plan                       "N". A document that describes the formal
                                               process of recording, analyzing, estimating,
                                               tracking and reporting of changes to the project
                                               baseline business functional requirements,
                                               schedule, budget, O & M or project
                                               implementation. The document is not required
                                               for Gate 1 but will be required for Gate 2 if you
                                               select "YES".

 2.008              Training Plan      N       Indicate whether this project will provide a
                                               Training Plan by selecting "Y" or "N". A
                                               document that describes the scope, approach,
                                               resource, and schedule of training activities.
                                               The document is not required for Gate 1 but will
                                               be required for Gate 2 if you select "YES".


 2.009              Project Test       N       Indicate whether this project will provide a
                    Plan                       Project Test Plan by selecting "Y" or "N". A
                                               document that describes the scope, approach,
                                               resources, and schedule of intended test
                                               activities. The document is not required for
                                               Gate 1 but will be required for Gate 2 if you
                                               select "YES".




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                    Page 14
Item     PPMT PPM Tool Section         SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field           EPMO                                                          in Doc
                                                                                                                                              Comments
                                      Required                                                         Mgt
                                        Field                                                         Tab?
 2.010              Deployment and       N       Indicate whether this project will provide a
                    Rollout Plan                 Deployment & Rollout Plan by selecting "Y" or
                                                 "N". A document that describes the planned
                                                 implementation of the project over a time span.
                                                 The rollout is usually scheduled by groups or
                                                 sections. The document is not required for Gate
                                                 1 but will be required for Gate 2 if you select
                                                 "YES".

 2.011              Acceptance           N       Indicate whether this project will provide a
                    Criteria Plan                Acceptance Criteria Plan by selecting "Y" or
                                                 "N". A document that describes the list of
                                                 requirements that must be satisfied prior to the
                                                 customer accepting delivery of the product. The
                                                 document is not required for Gate 1 but will be
                                                 required for Gate 2 if you select "YES".


 2.012              Risk                 N       Indicate whether this project will provide a Risk
                    Management                   Management Plan by selecting "Y" or "N". A
                    Plan                         document that identifies risk, assesses the
                                                 impact of the risk, and provides the project
                                                 response to the risk. The document is not
                                                 required for Gate 1 but will be required for Gate
                                                 2 if you select "YES".


 2.013              Project Quality      N       Indicate whether this project will provide a
                    Assurance Plan               Project Quality Assurance Plan by selecting "Y"
                                                 or "N". A document that tracks the project
                                                 performance, adherence to requirements and
                                                 standards, and defect resolution of the project.
                                                 The document is not required for Gate 1 but will
                                                 be required for Gate 2 if you select "YES".




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                      Page 15
Item     PPMT PPM Tool Section              SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field                EPMO                                                          in Doc
                                                                                                                                                   Comments
                                           Required                                                         Mgt
                                             Field                                                         Tab?
 2.014                   Statement of         N       Indicate whether this project will provide a SOW
                         Work (SOW)                   by selecting "Y" or "N". A document containing
                                                      the integrated set of task descriptions, goal
                                                      descriptions, risks, and assumptions that the
                                                      3rd party (e.g., vendor, other agency, other
                                                      team) will be measured on for project delivery.
                                                      Typically this is the SOW contained in the
                                                      Request for Proposal (RFP) that was signed by
                                                      all involved parties. The document is not
                                                      required for Gate 1 but will be required for Gate
                                                      2 if you select "YES". DO NOT attach the RFP
                                                      to the PPM Tool. If you wish to attach the SOW
                                                      section (after the RFP has been released),
                                                      copy that section, place it into a word document
                                                      and attach it to the PPM Tool.




 2.015                   Configuration        N       Indicate whether this project will provide a
                         Management                   Configuration Management Plan by selecting
                         Plan                         "Y" or "N". A document outlining how the
                                                      methodical storage and recording of all
                                                      software components and deliverables during
                                                      all project phases will be handled. The
                                                      document is not required for Gate 1 but will be
                                                      required for Gate 2 if you select "YES".


 2.100        Execution & Build Phase
 2.101          Agency Document Checklist
 2.102                 Disaster          N            Not required for Gate 1.
                       Recovery or
                       Business
                       Continuity Plan
 2.103                   Test and             N       Not required for Gate 1.
                         Acceptance
                         Results
 2.104                   Pilot Results        N       Not required for Gate 1.
 2.105                   Operations and       N       Not required for Gate 1.
                         Maintenance
                         Transition Plan


2.000    Project Information Tab - part 2
 2.200        Workflow                                At the top of the Project Information tab, you
                                                      will see Change Request, Alert Subscription,



 Gate 1 Checklist
 V 1.3 6/21/2010                                                                           Page 16
Item     PPMT PPM Tool Section             SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                          in Doc
                                                                                                                                                  Comments
                                          Required                                                         Mgt
                                            Field                                                         Tab?
 2.201                Deliverables           N       If any fields are displayed in red, they do not
                      state. You have                have a value entered in the PPM Tool. A value
                      to insert a value              must be entered. On initial entry, the value zero
                      for fields in red              is not recognized by the PPM Tool. You must
                      (if any).                      enter a zero to resolve the error. You do not
                                                     have to enter the zero in every field. You can
                                                     go to the last column and enter a zero for any
                                                     row displaying a zero.
                                                     NOTE: The data entry correction must be done
                                                     on the Budget Cost tab (level 4) and the
                                                     Benefits Estimate tab (level 2). For Gate 1 you
                                                     do not need to make this adjustment. This
                                                     adjustment needs to be made at Gate 2.



3.000    Budget Cost Tab
 3.100       Total Investment Cost                   Enter the Budget at level 1 for Gate 1. The PM
                                                     may enter the data at level 2, 3, or 4.
                                                     NOTE: When the project completes Gate 1
                                                     approval and is moved to the Planning &
                                                     Design Phase, the PPM Tool automatically
                                                     prorates the budget across the months of the
                                                     project. (First and/or last years may not be
                                                     divided by 12 if the project start date or end
                                                     date is mid [fiscal] year) at the same level as
                                                     input during Initiation. This is also prorated to
                                                     the Cost Forecast tab. Once in Planning &
                                                     Design, the PM will need to ensure the
                                                     numbers are correct for each month at level 4.



 3.101                Level 1                Y       Enter the budget at level 1 for Gate 1. The
                                                     Budget should include 5 years of O & M cost.
                                                     For additional information on budget codes and
                                                     cost breakdown please seek guidance from
                                                     Office of State Budget & Management (OSBM).


 3.102                Level 2                N       Optional, not required for Gate 1.
 3.103                Level 3                N       Optional, not required for Gate 1.
 3.104                Level 4                N       Optional, not required for Gate 1.
4.000    Budget Resource Tab
 4.100       NOTE: Please do not enter data into this tab. This tab is not used.

5.000    Benefits Estimate Tab


 Gate 1 Checklist
 V 1.3 6/21/2010                                                                           Page 17
Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                            in Doc
                                                                                                                                                  Comments
                                        Required                                                           Mgt
                                          Field                                                           Tab?
 5.100       Total Benefits - Fiscal               Enter the Benefits at level 1 for Gate 1. The PM
             Year                                  may enter the data at level 2. The Benefits
                                                   Dollars should be entered by year and type of
                                                   benefit.
                                                   NOTE: When the project completes Gate 1
                                                   approval and is moved to the Planning &
                                                   Design Phase, the PM will need to show the
                                                   Benefits at level 2. For additional information on
                                                   benefits please seek guidance from OSBM.
                                                   The benefits can be cost avoidance or
                                                   intangible cost. items. The benefits should
                                                   exceed the cost of the project.

 5.101                 Level 1             Y       Enter the Benefits dollars at level 1.
 5.102                 Level 2             N       Optional, not required for Gate 1.

6.000    Strategic Impact Tab
 6.100                 Grow Self-          Y       Select the category (Extreme, Strong,
                       service                     Moderate, Low, or None) that best describes
                                                   your project. For "Grow Self-service", indicate
                                                   the amount of savings to the State from this
                                                   project building and enhancing capabilities to
                                                   allow the public to conduct state business
                                                   online.

 6.200                 Ensure Legal        Y       Select the category (Extreme, Strong,
                       and Regulatory              Moderate, Low, or None) that best describes
                       Compliance                  your project. For "Ensure Legal & Regulatory
                                                   Compliance", indicate the amount by which the
                                                   State will be effected from this project putting in
                                                   place a proper governance framework to
                                                   ensure compliance with laws and regulations.


 6.300                 Revenue             Y       Select the category (Extreme, Strong,
                       Generation                  Moderate, Low, or None) that best describes
                                                   your project. For "Revenue Generation",
                                                   indicate the amount by which the project will
                                                   increase the State's revenue by improving
                                                   collections, seeking new sources of revenue,
                                                   etc.




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                            Page 18
Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                           in Doc
                                                                                                                                                  Comments
                                         Required                                                          Mgt
                                           Field                                                          Tab?
 6.400                Cost Savings          Y       Select the category (Extreme, Strong,
                      (Net)                         Moderate, Low, or None) that best describes
                                                    your project. For "Cost Savings", indicate the
                                                    amount by which the project will reduce
                                                    operational costs by one or more methods such
                                                    as reducing telephone calls by the use of e-
                                                    mail, consolidating hardware, eliminating
                                                    headcount, etc.

 6.500                Unified Services      Y       Select the category (Extreme, Strong,
                                                    Moderate, Low, or None) that best describes
                                                    your project. For "Unified Services", indicate the
                                                    number of services that will be combined by
                                                    providing multiple services at a single physical
                                                    location or by data sharing between
                                                    applications and programs. Services can be
                                                    provided by one or multiple departments.


7.000    Risk Tab
 7.100       01 Schedule Risk 10%
 7.101               01-01 Schedule         Y       Indicate whether the schedule/timetable for
                     / Timetable                    completion of the whole project (not just the
                                                    next phase) exceeds 12 months by selecting
                                                    "Yes" or "No".

 7.102                01-02 Fixed           Y       Indicate whether the project has a rigid,
                      End Date                      inflexible, and fixed end date by selecting "Yes"
                                                    or "No".

 7.200       02 Funding Risk 10%
 7.201                02-01 Project         Y       Indicate whether funding for the whole project
                      Funding                       (not just the next phase) has been identified /
                                                    secured by selecting Fully identified / secured;
                                                    Partially identified / secured; Not identified /
                                                    secured.
 7.300       03 Project Management Risk 25%
 7.301                 03-02 Project     Y          Indicate whether the project team be located at
                       Team Location                different geographical sites by selecting "Yes"
                                                    or "No".

 7.302                03-01 Project         Y       Indicate whether the project team will consist of
                      Team Size                     greater than 10 FTE for any phase or part of
                                                    the project by selecting "Yes" or "No".




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                          Page 19
Item     PPMT PPM Tool Section         SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field           EPMO                                                          in Doc
                                                                                                                                              Comments
                                      Required                                                         Mgt
                                        Field                                                         Tab?
 7.303               03-03 Project       Y       Indicate whether the project will be assigned a
                     Sponsor                     project sponsor from the business/program
                                                 area or will he or she have the necessary
                                                 breadth and level of authority by selecting "Yes"
                                                 or "No". If the answer to either question is Yes,
                                                 select "Yes".


 7.304               03-04 Vendor        Y       Indicate whether the project will involve more
                                                 than one prime vendor or will the project involve
                                                 one or more contracts totaling together over
                                                 $25 million by selecting "Yes" or "No". If the
                                                 answer to either question is Yes, select "Yes".


 7.305               03-05 Business      Y       Indicate whether the business/program areas
                     Requirements                know the business requirements or will the
                                                 requirements be stable over the life of the
                                                 project by selecting "Yes" or "No". If the answer
                                                 to either question is Yes, select "Yes".


 7.306               03-06 Goals &       Y       Indicate whether the business/program goals
                     Objectives                  and objectives are known and agreed to by
                                                 both business/program and IT executives by
                                                 selecting "Yes" or "No".
 7.400       04 Technology Risk 32%
 7.401               04-01               Y       Indicate whether any of the major technologies
                     New/Unproven                that will be used for the project are new to the
                     Technologies                agency or unproven in general industry
                                                 experience by selecting "Yes" or "No". If the
                                                 answer to either question is Yes, select "Yes".


 7.402               04-02 Custom-       Y       Indicate whether the project will employ custom-
                     developed                   developed software or Custom-Off-the-Shelf
                     Software                    (COTS) packages that will be
                                                 customized/changed over 20% by selecting
                                                 "Yes" or "No".
 7.403               04-03 Data          Y       Indicate whether the project will involve more
                     Interfaces                  than 3 data interfaces or integrations to
                                                 exchange information with other
                                                 systems/applications by selecting "Yes" or
                                                 "No".




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                      Page 20
Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                            in Doc
                                                                                                                                                  Comments
                                        Required                                                           Mgt
                                          Field                                                           Tab?
 7.404                04-04 Existing       Y       Indicate whether the existing infrastructure (i.e.,
                      Infrastructure               computing power, data storage capacity,
                                                   communications bandwidth, user interface
                                                   processing, etc.) will be adequate for the
                                                   system/application by selecting "Yes" or "No".


 7.500       05 Organization Risk 32%
 7.501                05-01 Number         Y       Indicate whether the number of different types
                      of Users /                   of users plus number of different stakeholders
                      Stakeholders                 exceed 5 by selecting "Yes" or "No".


 7.502                05-02                Y       Indicate whether the number of
                      Organization                 business/program governmental organizations
                      involvement                  involved in the project will be greater than 3
                                                   (each local governmental entity counts as 1) by
                                                   selecting "Yes" or "No".


 7.050                05-03                Y       Indicate whether there will be more than 50
                      Implementation               geographically dispersed implementation sites
                      Sites                        by selecting "Yes" or "No".
 7.504                05-04                Y       Indicate whether the project involves either a
                      Implementation               statewide implementation or the „big bang‟ (no
                      Approach                     prototypes, pilots or implementation phases)
                                                   approach by selecting "Yes" or "No". If the
                                                   answer to either question is yes, select "Yes".


 7.600       06 Business / Program Impact Risk 40%
 7.601                06-01 Business     Y      Indicate whether the project will affect more
                      Process                   than 1 business process by selecting "Yes" or
                                                "No".
 7.602                06-02 User           Y       Indicate whether user work tasks/jobs will be
                      Responsibility               changed significantly as a result of the project
                                                   by selecting "Yes" or "No".
 7.603                06-03                Y       Indicate whether the organizational structure or
                      Organizational               reporting relationships will change significantly
                      Structure                    as a result of the project by selecting "Yes" or
                                                   "No".

 7.700       07 Consequence of Failure Risk 100%
 7.701               07-01 Project        Y     Indicate whether stopping the project before
                     Cancellation               completion with significant expenditures and
                                                little residual benefit will cause serious
                                                consequences (e.g., embarrassing, widespread
                                                and negative publicity) by selecting "Yes" or
                                                "No".


 Gate 1 Checklist
 V 1.3 6/21/2010                                                                          Page 21
Item     PPMT PPM Tool Section          SCIO /          Field Data Notes / Instructions                Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                           in Doc
                                                                                                                                                Comments
                                       Required                                                          Mgt
                                         Field                                                          Tab?
 7.702                07-02 Schedule       Y        Indicate whether there will be serious
                      Slippage /                    consequences (e.g., embarrassing, widespread
                      Budget                        and negative publicity) if the project
                      Overruns                      accomplishes most of the business/program
                                                    objectives, but experiences significant schedule
                                                    slippages and/or budget overruns by selecting
                                                    "Yes" or "No".


8.000    Issues & Risk Tab
 8.100       Issues                                 Enter any high-level issue. The issues listed
                                                    on this tab are reviewed by anyone with
                                                    read access to the project. The PM should
                                                    keep a detailed project issue list that the
                                                    project team reviews regularly. It is
                                                    suggested by the EPMO to upload the
                                                    project issue list to the Document
                                                    Management tab.


 8.101                                  Yes, if a   NOTE: If any issue has been opened, please
                                       Issue was    ensure you have entered a corrective action
                                       entered by   plan on the resolution description section. Any
                                       statewide    issues entered by statewide approvers must be
                                        reviewer    addressed before the gate can be approved.


 8.102                Title                         Enter a title for the issue.
 8.103                Date Entered                  System-generated field. This is automatically
                                                    entered by the PPM Tool.
 8.104                Due Date                      Enter a date the issue is due to be completed.


 8.105                Weight                        Using the drop-down list, select whether the
                                                    issue is high, medium or low.
 8.106                State                         Using the drop-down list, select whether the
                                                    issue is open or closed.
 8.107                Author                        System-generated field. This is automatically
 8.108                Owner                         entered by the PPM Tool.select the person to
                                                    Using the drop-down list,
                                                    whom this issue will be assigned.
 8.109                Escalation                    Using the drop-down list, select the level to
                      Level                         which the issue is assigned, "Program",
                                                    "Project", or "Portfolio".
 8.110                Detailed                      Enter a description of the issue.
                      Description




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                          Page 22
Item     PPMT PPM Tool Section        SCIO /         Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                             in Doc
                                                                                                                                                Comments
                                     Required                                                            Mgt
                                       Field                                                            Tab?
 8.111              Resolution                    Enter the resolution or corrective action plan for
                    Description                   the issue. A suggested best practice is to
                                                  update the resolution in the following format:
                                                  MM/DD/YY, followed by Initials or Name by the
                                                  person providing the update. This is helpful
                                                  when the issue has been opened for more than
                                                  one month or crosses phases. The resolution
                                                  needs to specify what you are doing, why you
                                                  are doing it, and when you expect to have it
                                                  completed. Put the updates in descending
                                                  order (most recent comment will be at the top).




 8.112              Agency ID                     Enter the identifier your agency is using. This
                                                  can be left blank.
 8.113              high-level                    Using the drop-down list, select the category of
                    Category                      impact for the issue.
 8.114              Owner of Issue                If the issue is to be assigned to someone other
                                                  than the PM, the PM can enter the resource
                                                  name or business group.
 8.115              Source                        Using the drop-down list, select which group
                                                  has raised the issue or risk.
 8.200       Risk                                 Enter any significant risk that impacts the cost,
                                                  scope or schedule. The risks listed on this tab
                                                  are reviewed by anyone with read access to the
                                                  project. The PM should keep a detailed project
                                                  risk list that the project team reviews regularly.


 8.201                                Yes, if a   NOTE: If any risk has been opened, please
                                      Risk was    ensure you have entered a corrective action
                                     entered by   plan on the resolution description section. Any
                                     statewide    risk entered by statewide approvers must be
                                      reviewer    addressed before the gate can be approved.


 8.202              Title                         Enter a title for the risk.
 8.203              Date Entered                  System-generated field. This is automatically
                                                  entered by the PPM Tool.
 8.204              Due Date                      Enter a date the risk is due to be resolved or no
                                                  longer a concern.
 8.205              Weight                        Using the drop-down list, select whether the
                                                  risk is high, medium or low.
 8.206              State                         Using the drop-down list, select whether the
                                                  risk is open or closed.



 Gate 1 Checklist
 V 1.3 6/21/2010                                                                        Page 23
Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?
 8.207                Author                       System-generated field. This is automatically
                                                   entered by the PPM Tool.
 8.208                Owner                        Using the drop-down list, select the person this
                                                   risk is to be assigned to.
 8.209                Escalation                   Using the drop-down list, select the level to
                      Level                        which the risk is assigned, "Program", "Project,"
                                                   or "Portfolio".
 8.210                Detailed                     Enter a description of the risk.
                      Description
 8.211                Resolution                   Enter the resolution or corrective action plan for
                      Description                  the risk. A suggested best practice is to update
                                                   the resolution in the following format:
                                                   MM/DD/YY, followed by Initials or Name by the
                                                   person providing the update. This is helpful
                                                   when the risk has been opened for more than
                                                   one month or crosses phases. The resolution
                                                   needs to specify what you are doing, why you
                                                   are doing it, and when you expect to have it
                                                   completed. Put the updates in descending
                                                   order (most recent comment will be at the top).




 8.212                Agency ID                    Enter the identifier your agency is using. This
                                                   can be left blank.
 8.213                high-level                   Using the drop-down list, select the category of
                      Category                     impact for the risk.
 8.214                Owner of Risk                If the risk is to be assigned to someone other
                                                   than the PM, the PM can enter the resource
                                                   name or business group.
 8.215                Risk Level of                Using the drop-down list, select the value 1 - 5
                      Control                      for the risk.
 8.216                Risk Likelihood              Using the drop-down list, select the value 1 - 5
                                                   for the likelihood that this risk will occur.
 8.217                Risk Severity                Using the drop-down list, select the value 1 - 5
                                                   for the risk severity.
 8.218                Significance                 Enter the value from: Risk Level of Control +
                                                   Risk Likelihood + Risk Severity.
 8.219                Source                       Using the drop-down list, select which group
                                                   has raised the issue or risk.

9.000    Schedule Tab
 9.100       Actual   Actual Start                 System-generated field. This field will be
                      Date                         generated by the PPM Tool using the earliest
                                                   Planned Start Date listed under the Phases
                                                   Section.

 Gate 1 Checklist
 V 1.3 6/21/2010                                                                         Page 24
Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?
 9.200                Actual End Date              System-generated field. This field will be
                                                   generated by the PPM Tool using the latest
                                                   Planned End Date listed under the Phases
                                                   Section.

 9.300                Actual               Y       Enter the % complete for the entire project
                                                   lifecycle.
 9.400       Phases   Initiation
 9.401                Workflow
                      Name                 Y       Using the drop-down list, select the Initiation
                                                   Workflow.
 9.402                Planned Start        Y       Enter the date you plan to start the Initiation
                      Date                         Phase of the project.
 9.403                Planned End          Y       Enter the date you plan to end the Initiation
                      Date                         Phase of the project.
 9.404                Forecast Start       Y       If the start date for the Initiation Phase has
                      Date                         changed, enter the new forecast start date for
                                                   the Initiation Phase. If it has not changed, it
                                                   should be the same as the planned start date.


 9.405                Forecast End         Y       If the end date for the Initiation Phase has
                      Date                         changed, enter the new forecast end date for
                                                   the Initiation Phase. If it has not changed, it
                                                   should be the same as the planned end date.


 9.406                Completion           Y       Enter the % of work complete for the Initiation
                                                   Phase. This should be 100%.
 9.500                Planning and Design Workflow
 9.501                Name               Y     Using the drop-down list, select the Planning &
                                               Design Workflow.
 9.502                Planned Start        Y       Enter the date you plan to start the Planning &
                      Date                         Design Phase of the project.
 9.503                Planned End          Y       Enter the date you plan to end the Planning &
                      Date                         Design Phase of the project.
 9.504                Forecast Start       Y       The Forecast Start Date will be the same as the
                      Date                         Planned Start Date for Gate 1.
 9.505                Forecast End         Y       The Forecast End Date will be the same as the
                      Date                         Planned End Date for Gate 1.
 9.506                Completion           Y       If you are working on Planning & Design
                                                   activities, please enter the % complete.
                                                   Note 1: For waterfall projects, this should be
                                                   zero unless you have continued project work
                                                   without getting gate approval.
                                                   Note 2: For agile or iterative projects, enter the
                                                   % complete for the phase.


 Gate 1 Checklist
 V 1.3 6/21/2010                                                                          Page 25
Item     PPMT PPM Tool Section        SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                           in Doc
                                                                                                                                              Comments
                                     Required                                                          Mgt
                                       Field                                                          Tab?
 9.600              Execution & Build Workflow
 9.601              Name                N       Using the drop-down list, select the Execution &
 9.602              Planned Start       N       Build Workflow.
                                                Enter the date you plan to start the Execution &
                    Date                        Build Phase of the project.
 9.603              Planned End         N       Enter the date you plan to end the Execution &
                    Date                        Build Phase of the project.
 9.604              Forecast Start      N       If the start date for the Execution & Build Phase
                    Date                        has changed, enter the new forecast start date
                                                for the Execution & Build Phase. If it has not
                                                changed, it should be the same as the planned
                                                start date.

 9.605              Forecast End        N       If the end date for the Execution & Build Phase
                    Date                        has changed, enter the new forecast end date
                                                for the Execution & Build Phase. If it has not
                                                changed, it should be the same as the planned
                                                end date.
 9.606              Completion          N       If you are working on Execution & Build
                                                activities, please enter the % complete.
                                                Note 1: For waterfall projects, this should be
                                                zero unless you have continued project work
                                                without getting gate approval.
                                                Note 2: For agile or iterative projects, enter the
                                                % complete for the phase.

 9.700              Implementation Workflow
 9.701              Name              N     Using the drop-down list, select the
                                            Implementation Workflow.
 9.702              Planned Start       N       Enter the date you plan to start the
                    Date                        Implementation Phase of the project.
 9.703              Planned End         N       Enter the date you plan to end the
                    Date                        Implementation Phase of the project.
 9.704              Forecast Start      N       If the start date for the Implementation Phase
                    Date                        has changed, enter the new forecast start date
                                                for the Implementation Phase. If it has not
                                                changed, it should be the same as the planned
                                                start date.
 9.705              Forecast End        N       If the end date for the Implementation Phase
                    Date                        has changed, enter the new forecast end date
                                                for the Implementation Phase. If it has not
                                                changed, it should be the same as the planned
                                                end date.




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                       Page 26
Item     PPMT PPM Tool Section         SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field           EPMO                                                           in Doc
                                                                                                                                               Comments
                                      Required                                                          Mgt
                                        Field                                                          Tab?
 9.706               Completion           N      If you are working on Implementation activities,
                                                 please enter the % complete.
                                                 Note 1: For waterfall projects, this should be
                                                 zero unless you have continues project work
                                                 without getting gate approval.
                                                 Note 2: For agile or iterative projects, enter the
 9.800               Project Closeout Workflow
 9.801               Name               N      Using the drop-down list, select the Project
                                               Closeout Workflow.
 9.802               Planned Start        N      Enter the date you plan to start the Project
                     Date                        Closeout Phase of the project.
 9.803               Planned End          N      Enter the date you plan to end the Project
                     Date                        Closeout Phase of the project.
 9.804               Forecast Start       N      If the start date for the Project Closeout Phase
                     Date                        has changed, enter the new forecast start date
                                                 for the Project Closeout Phase. If it has not
                                                 changed, it should be the same as the planned
                                                 start date.

 9.805               Forecast End         N      If the end date for the Project Closeout Phase
                     Date                        has changed, enter the new forecast end date
                                                 for the Project Closeout Phase. If it has not
                                                 changed, it should be the same as the planned
                                                 end date.
 9.806               Completion           N      Enter the % of work complete for the Project
                                                 Closeout Phase. This should be zero; however,
                                                 if you are working on Closeout activities, please
                                                 enter the % complete.


 9.900       Milestones                          Enter the Initiation Phase and Planning &
                                                 Design Phase Milestones that are known at the
                                                 time of Initiation.
 9.901               Milestone Name       Y      Enter the Milestone Name. Use the same
                                                 Milestone name used in your MS Project Plan
                                                 which identifies your WBS.
 9.902               Planned Date         Y      Enter the planned end date for the Milestone.
 9.903               Forecast Date        Y      If the planned date of the Milestone changes,
                                                 enter the new forecast date of the Milestone.


 9.100       Dependencies
 9.101               Project              N
 9.102               Milestone            N
 9.103               Type                 N




 Gate 1 Checklist
 V 1.3 6/21/2010                                                                       Page 27
 Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                 Placed   PMA Comments         PM Comments            Agency QA Review
           TAB Section  Field             EPMO                                                          in Doc
                                                                                                                                                                Comments
                                         Required                                                         Mgt
                                           Field                                                         Tab?
  9.110       Microsoft Project              N      You can upload MS Project but it is
                                                    STRONGLY suggested you do not upload it.
                                                    Instead, place a copy of the MS Project
                                                    document in the Document Management tab.

10.000    Status Tab
 10.100       NOTE: For Gate 1 the Status tab is not filled out for gate review.

11.000    Cost Tracking Tab
 11.100       NOTE: The Cost Tracking tab is not available at Gate 1.

12.000    Project Reports Tab
 12.100       NOTE: This tab is not used for gate review

13.000    Document Management Tab
 13.100       NOTE: This tab is only used to store additional project documentation that is not entered on any of the other PPM Tool tabs. These documents are placed into the
              Document Management tab and are eligible for review by the PMA, QA and/or statewide reviewers.

14.000    Additional Requirements Not Listed in the PPM Tool
 14.100       Project Coordination           Y      Gate 1 approval requires the PMA to work with
              List                                  the agency PM to establish what employees
                                                    from the agency, state approvers and ITS will
                                                    be engaged in the project. This allows the right
                                                    employees to be involved in the project at the
                                                    right time. The PMA is responsible for getting
                                                    the document completed and loaded into the
                                                    Document Management Tab.



 14.200       Meeting with the PMA on        Y      Discuss with your PMA the scope of this
              the Project Status                    project, the Rough Order of Magnitude (ROM)
                                                    of cost or the estimated high-level cost, and the
                                                    projected schedule. Your PMA should review
                                                    the data entered into the PPM Tool for Gate 1
                                                    BEFORE the project is submitted for Gate 1
                                                    approval.




  Gate 1 Checklist
  V 1.3 6/21/2010                                                                        Page 28
 Item     PPMT PPM Tool Section    SCIO /        Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field      EPMO                                                            in Doc
                                                                                                                                            Comments
                                  Required                                                           Mgt
                                    Field                                                           Tab?
 14.300       Operations &           Y       If your project does not have 5 years O & M
              Maintenance                    please explain why. Each project is expected to
                                             report 5 years of O & M cost; however, some
                                             projects will not have O & M while some
                                             projects may have less than 5 years O & M.
                                             The omission of O & M should be explained on
                                             two tabs of the PPM Tool. (1) The PM should
                                             explain in the "Item Out of Scope" section on
                                             the Project Info tab why O & M is not needed
                                             for 5 years. (2) There should also be a note
                                             placed on the Budget tab under the comments
                                             icon.
                                             NOTE: A Planning Project will not have any O
                                             & M. Also, if the project lifecycle will only be in
                                             existence for 4 years, a 5-year O & M would not
                                             apply.


15.000    Comments




  Gate 1 Checklist
  V 1.3 6/21/2010                                                                   Page 29
                                                             State of North Carolina
                                PPM Tool Gate Checklist for Projects Over $500K & Projects Attached to Programs
                                    Planning & Design Exit Criteria and Execution & Build Entrance Criteria
Agency:                                                                                                                  Agency - Date Reviewed
                                                                                                                         & Reviewer:
Project Name:                                                                                                            PMA - Date Reviewed &
                                                                                                                         Reviewer:
Project Manager:

  Item     PPMT PPM Tool Section                SCIO /        Field Data Notes / Instructions                   Placed     PMA Comments           PM Comments   Agency QA Review
            TAB Section  Field                  EPMO                                                            in Doc
                                                                                                                                                                   Comments
                                               Required                                                           Mgt
                                                 Field                                                           Tab?


  1.000    Project Information Tab
   1.100           Project Information
   1.101                     Project Name         Y       Update the field if the data has changed since
                                                          Gate 1 approval was completed.
   1.102                    Start Date            Y       Update the field if the data has changed since
                                                          Gate 1 approval was completed.
   1.103                    End Date              Y       Update the field if the data has changed since
                                                          Gate 1 approval was completed.
   1.104                    Creation Date                 System-generated field. Date the project was
                                                          created in the PPM Tool and added to the
                                                          database.
   1.105                    Workflow Status               System-generated field. Phase of the PPM
                                                          Workflow.
   1.106                    Fixed Start Date              Not required at this time. The Fixed Start Date
                                                          would be a predetermined date driven by a
                                                          dependent or higher priority project or external
                                                          requirement.
                                                          EX: Another dependent or higher priority project
                                                          requires this project to be started by a certain
                                                          time. Or, funding approval requires this project
                                                          to be initiated by a certain point in time. Or,
                                                          federally imposed requirements, legislation or
                                                          regulations require this project to be initiated by
                                                          a certain date, etc.


   1.107                    Fixed End Date                Not required at this time. The Fixed End Date
                                                          would be an external date requirement.
                                                          EX: Another project, funding, federal
                                                          requirements, state requirements, grant
                                                          requirements, etc.


   1.108                    Benefits Start        Y       Update the field if the data has changed since
                            Date                          Gate 1 approval was completed.



   Gate 2 Checklist
   V 1.3 6/21/2010                                                                               Page 99
Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                        in Doc
                                                                                                                                             Comments
                                       Required                                                       Mgt
                                         Field                                                       Tab?
 1.109              Capitalization        Y       Update the field if the data has changed since
                    Period                        Gate 1 approval was completed.
 1.110              ProjectID                     System-generated field. The ProjectID is used
                                                  as a reference point in the PPM Database.

 1.111              Agency                Y       Update the field if the data has changed since
                    ProjectID                     Gate 1 approval was completed.
 1.112              Project Range         Y       You have completed the Planning & Design
                                                  Phase. Using the budget cost entered on the
                                                  Budget Cost tab, validate the project is in the
                                                  correct cost range.
                                                  NOTE: If this was originally under $500K and is
                                                  now over $500K the PPM Tool will
                                                  automatically reset the project to go back
                                                  through Gate 1. The statewide approvers need
                                                  to re-evaluate Gate 1 based upon the new
                                                  projected budget over $500k.

 1.113              Project Range         Y       Update the field if the data has changed since
                    Level of                      Gate 1 approval was completed.
                    Confidence
 1.114              Type of Project       Y       Update the field if the data has changed since
                                                  Gate 1 approval was completed.
 1.115              Budget Code           Y       Update the field if the data has changed since
                                                  Gate 1 approval was completed.
 1.116              Initiation Phase      Y       Update the field if the data has changed since
                    Budget                        Gate 1 approval was completed.
 1.117              Planning &            Y       Update the field if the data has changed since
                    Design Phase                  Gate 1 approval was completed.
                    Budget
 1.118              Baseline Project              This is updated by the EPMO QA staff.
                    Budget
                    (updated by
                    EPMO QA)



 1.119              Baseline Project              This is updated by the EPMO QA staff.
                    End Date
                    (updated by
                    EPMO QA)



 1.120              Department or         Y       Update the field if the data has changed since
                    Agency                        Gate 1 approval was completed.
 1.121              Division              Y       Update the field if the data has changed since
                                                  Gate 1 approval was completed.


 Gate 2 Checklist
 V 1.3 6/21/2010                                                                      Page 99
Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                       in Doc
                                                                                                                                              Comments
                                         Required                                                      Mgt
                                           Field                                                      Tab?
 1.122                Part of an            Y       Update the field if the data has changed since
                      Approved                      Gate 1 approval was completed.
                      Program?
 1.123                Project               Y       Update the field if the data has changed since
                      Manager Name                  Gate 1 approval was completed.

 1.124                Project               Y       Update the field if the data has changed since
                      Manager                       Gate 1 approval was completed.
                      Telephone
 1.125                Project               Y       Update the field if the data has changed since
                      Manager E-Mail                Gate 1 approval was completed.

 1.126                Project Security      Y       Update the field if the data has changed since
                      Contact                       Gate 1 approval was completed.

 1.127                Project Sponsor       Y       Update the field if the data has changed since
                                                    Gate 1 approval was completed.
 1.128                Project Sponsor       Y       Update the field if the data has changed since
                      Organization                  Gate 1 approval was completed.

 1.200       Budget Information
 1.201                For this fiscal       Y       Update the field if the data has changed since
                      year, are funds               Gate 1 approval was completed.
                      currently
                      budgeted for
                      this project?


 1.202                For Fiscal Year,      Y       Update the field if the data has changed since
                      If Yes, please                Gate 1 approval was completed.
                      reference the
                      application
                      budget codes
                      and fund codes.
                      If no, what is
                      your plan to
                      secure funding?



 1.203                For the total         Y       Update the field if the data has changed since
                      scope of the                  Gate 1 approval was completed.
                      project, are
                      funds currently
                      budgeted?




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                        Page 99
Item     PPMT PPM Tool Section             SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                       in Doc
                                                                                                                                               Comments
                                          Required                                                      Mgt
                                            Field                                                      Tab?
 1.204                For Total              Y       Update the field if the data has changed since
                      Scope, If yes,                 Gate 1 approval was completed.
                      please
                      reference the
                      application
                      budget codes
                      and funds. If no,
                      what is your
                      plan to secure
                      funding?


 1.205                Expansion              Y       Update the field if the data has changed since
                      Budget Request                 Gate 1 approval was completed.

 1.206                New Expansion          Y       Update the field if the data has changed since
                      Budget $                       Gate 1 approval was completed.
                      required in Year
                      1

 1.207                New Expansion          Y       Update the field if the data has changed since
                      Budget $                       Gate 1 approval was completed.
                      required in Year
                      2

 1.208                Contributor            Y       Update the field if the data has changed since
                                                     Gate 1 approval was completed.
 1.209                PMA                            This field will be updated by the Enterprise
                                                     Management Office (EPMO) staff. The EPMO
                                                     will assign a PMA to this project when the
                                                     project is added to the PPM Tool database.

 1.210                Project                Y       Update the field if the data has changed.
                      Reviewer
 1.211                Assigned PMA                   This field will be updated by the EPMO staff.
                                                     The EPMO will assign a PMA to this project
                                                     when the project is added to the PPM Tool
                                                     database.
 1.300       Initiation Phase - Project Charter
                Business Issues and Business Goals
 1.301                  Business Issues      Y  Update the field if the data has changed since
                                                Gate 1 approval was completed.
 1.302                  Business Goals       Y  Update the field if the data has changed since
                                                Gate 1 approval was completed.
 1.400          Project Definition
 1.401                  Project Goals        Y  Update the field if the data has changed since
                                                Gate 1 approval was completed.

 Gate 2 Checklist
 V 1.3 6/21/2010                                                                         Page 99
Item     PPMT PPM Tool Section              SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field                EPMO                                                       in Doc
                                                                                                                                                Comments
                                           Required                                                      Mgt
                                             Field                                                      Tab?
 1.402                Project                 Y       Update the field if the data has changed since
                      Deliverables                    Gate 1 approval was completed.
 1.403                Items out of            Y       Update the field if the data has changed since
                      Scope (scope                    Gate 1 approval was completed.
                      exclusions)
 1.404                Proposed                Y       Update the field if the data has changed since
                      Strategy                        Gate 1 approval was completed.
 1.405                High-level              Y       Update the field if the data has changed since
                      Assumptions                     Gate 1 approval was completed.
                      and Constraints

 1.406                Key                     Y       Update the field if the data has changed since
                      Dependencies                    Gate 1 approval was completed.
                      External to the
                      Project
 1.407                Project                 Y       Update the field if the data has changed since
                      Organization                    Gate 1 approval was completed.
                      and Roles
 1.500         Enterprise Architecture Questionnaire
 1.501                Select the          Y     Update the field if the data has changed since
                      Common                    Gate 1 approval was completed.
                      Shared
                      technical
                      Infrastructure
                      and Services
 1.502                Will this project       Y       Update the field if the data has changed since
                      replace or                      Gate 1 approval was completed.
                      enhance and
                      existing
                      system?


 1.503                Will the project        Y       Update the field if the data has changed since
                      include security                Gate 1 approval was completed.
                      enhancements
                      for an existing
                      system?


 1.504                Which clients           Y       Update the field if the data has changed since
                      will access this                Gate 1 approval was completed.
                      system via the
                      internet?

 1.505                Which clients           Y       Update the field if the data has changed since
                      will require login              Gate 1 approval was completed.
                      functionality?



 Gate 2 Checklist
 V 1.3 6/21/2010                                                                          Page 99
Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                       in Doc
                                                                                                                                              Comments
                                         Required                                                      Mgt
                                           Field                                                      Tab?
 1.506               Is the system          Y       Update the field if the data has changed since
                     required to                    Gate 1 approval was completed.
                     comply with
                     federal or state
                     FERPA privacy
                     laws?
 1.507               Will this system       Y       Update the field if the data has changed since
                     interface with                 Gate 1 approval was completed.
                     State Business
                     Infrastructure
                     Systems?



 1.508               Which entities         Y       Update the field if the data has changed since
                     will this system               Gate 1 approval was completed.
                     integrate with?



 1.509               Which staffing         Y       Update the field if the data has changed since
                     approach will be               Gate 1 approval was completed.
                     utilized to
                     deliver this
                     system?
 1.510               How will the           Y       Update the field if the data has changed since
                     functionality for              Gate 1 approval was completed.
                     this system be
                     delivered?

 1.511               What Pilot             Y       Update the field if the data has changed since
                     approach will be               Gate 1 approval was completed.
                     utilized prior to
                     rollout of this
                     system?


 1.600         Security Questions




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                        Page 99
Item     PPMT PPM Tool Section             SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                       in Doc
                                                                                                                                               Comments
                                          Required                                                      Mgt
                                            Field                                                      Tab?
 1.601                Will your project      Y       Update the field if the data has changed since
                      accept credit                  Gate 1 approval was completed.
                      cards? If so,
                      then the system
                      must be PCI
                      compliant prior
                      to
                      implementation
                      and usage of
                      the CPS offered
                      by OSC should
                      be utilized.




 1.602                As a result of         Y       Update the field if the data has changed since
                      the project will               Gate 1 approval was completed.
                      there be
                      collection
                      and/or storage
                      of
                      Personal/Confid
                      ential data? If
                      so, choose
                      which data.

 1.700         Alternative Analysis Completed (Required only if Investment Cost > $10M)
 1.701                Alternative       TBD      If the project range has changed and is now
                      Analysis                   over $10M update the field and complete and
                      Completed                  fill out the Alternative Analysis documents. This
                                                 is only to be completed if the Total Cost of
                                                 Ownership (TCO) is > $10M. The forms can be
                                                 found on the EPMO Website under forms and
                                                 must be attached to the Document
                                                 Management tab.
                                                 NOTE: Please evaluate the project budget to
                                                 determine if a change request is needed for the
                                                 agency CFO and Office of State Budget &
                                                 Management (OSBM) to validate the finances
                                                 are available for the new projected budget.




 1.800         Project Manager Interview Completed (To be completed by EPMO)
 1.801                Project                   The PMA will update the field if the data has
                      Manager                   changed since Gate 1 approval was completed.
                      Interview
                      Completed
 1.900       Planning and Design Phase

 Gate 2 Checklist
 V 1.3 6/21/2010                                                                         Page 99
Item     PPMT PPM Tool Section        SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                          in Doc
                                                                                                                                             Comments
                                     Required                                                         Mgt
                                       Field                                                         Tab?
 1.901               System Design      Y       The System Design template, named
                     Document                   "Technical Architecture System Design
                     Status                     (TASD)", can be found on the ETS Website and
                                                in the template section of the PPM Tool. Please
                                                review the document and complete the required
                                                sections as indicated in the document. Please
                                                submit the System Design to ETS (5 to 10
                                                business days) prior to submitting for the gate
                                                approval to allow ETS appropriate time to
                                                review.

                                                If you are unsure the level of detail needed see
                                                page 3 of the System Design Dcoument for
                                                instructions. If you have additional questions
                                                please contact ITS A & E for additional
                                                assistance.


 2.000         Agency Document Checklist        Select which documents will be done during the
                                                Planning & Design Phase of the project. Please
                                                use the EPMO suggested template or provide
                                                your agency template for each of the
                                                documents selected. The following documents
                                                are required for Gate 2: Staffing Plan, MS
                                                Project Plan (WBS), Updated Procurement
                                                Plan, and the Preliminary System Design
                                                Document.

 2.001               Project            N       Indicate whether this project will provide a
                     Management                 Project Management Plan by selecting "Y" or
                     Plan                       "N". The Project Plan is a text word document
                                                outlining how the project will be managed. “This
                                                is not a Microsoft Project Work Plan, Project
                                                Schedule or WBS. The document is not
                                                required for Gate 1 but will be required for Gate
                                                2 if you select "YES".




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                     Page 99
Item     PPMT PPM Tool Section       SCIO /       Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field         EPMO                                                           in Doc
                                                                                                                                             Comments
                                    Required                                                          Mgt
                                      Field                                                          Tab?
 2.002              Project            N       Indicate whether this project will provide a
                    Schedule                   Project Schedule by selecting "Y".
                                               NOTE: The Project Schedule is a formal
                                               document with analysis of the activities, tasks,
                                               and sub-tasks that must be accomplished to
                                               build a project. A product or activity oriented
                                               hierarchy tree depicting the elements of work
                                               that need to be accomplished in order to deliver
                                               a product. The document is not required for
                                               Gate 1 but will be required for Gate 2 if you
                                               select "YES". . EX: A Project Schedule can be
                                               in the form of a Microsoft Project Plan or an
                                               EXCEL spreadsheet outlining the task.


 2.003              Staffing Plan      Y       Indicate this project will provide a Staffing Plan
                                               by selecting "Y".
                                               NOTE: This document is required. The Staffing
                                               Plan must show the planned hours and planned
                                               cost by month per phase. Each month the
                                               Staffing Plan will be updated with the actual
                                               hours and cost expended for the month. The
                                               Staffing Plan will be required to be uploaded
                                               into the Document Management tab for Gate 1.
                                               The Staffing Plan Template can be found in the
                                               Help section of the PPM Tool and the EPMO
                                               Website under templates.


 2.004              Business           Y       Indicate this project will provide a Business
                    Requirements               Requirements Document by selecting "Y". The
                    Documented                 requirements document should list all the
                                               project requirements in scope for this project.
                                               The document is not required for Gate 1 but will
                                               be required for Gate 2.
 2.005              Communication      N       Indicate whether this project will provide a
                    Plan                       Communication Plan by selecting "Y" or "N".
                                               The Communication Plan should describe the
                                               type and frequency of planned communications
                                               needed for the project. It should also describe
                                               the frequency status reports will be distributed
                                               to key stakeholders. The document is not
                                               required for Gate 1 but will be required for Gate
                                               2 if you select "YES".




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                     Page 99
Item     PPMT PPM Tool Section        SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                         in Doc
                                                                                                                                            Comments
                                     Required                                                        Mgt
                                       Field                                                        Tab?
 2.006              Procurement         Y       Indicate this project will provide a Procurement
                    Plan                        Plan by selecting "Y".
                                                NOTE: This document is required if anything is
                                                being purchased for this project. The
                                                Procurement Plan describes what will be
                                                procured and how it will be procured for this
                                                project. For Gate 1 submit the Preliminary
                                                Procurement Plan. The Procurement Plan
                                                Template can be found in the Help section of
                                                the PPM Tool and the EPMO Website under
                                                templates.

 2.007              Change              N       Indicate whether this project will provide a
                    Management                  Change Management Plan by selecting "Y" or
                    Plan                        "N". A document that describes the formal
                                                process of recording, analyzing, estimating,
                                                tracking and reporting of changes to the project
                                                baseline business functional requirements,
                                                schedule, budget, operations and maintenance
                                                (O & M) or project implementation. The
                                                document is not required for Gate 1 but will be
                                                required for Gate 2 if you select "YES".


 2.008              Training Plan       N       Indicate whether this project will provide a
                                                Training Plan by selecting "Y" or "N". A
                                                document that describes the scope, approach,
                                                resource, and schedule of training activities.
                                                The document is not required for Gate 1 but will
                                                be required for Gate 2 if you select "YES".


 2.009              Project Test        N       Indicate whether this project will provide a
                    Plan                        Project Test Plan by selecting "Y" or "N". A
                                                document that describes the scope, approach,
                                                resources, and schedule of intended test
                                                activities. The document is not required for
                                                Gate 1 but will be required for Gate 2 if you
                                                select "YES".
 2.010              Deployment and      N       Indicate whether this project will provide a
                    Rollout Plan                Deployment & Rollout Plan by selecting "Y" or
                                                "N". A document that describes the planned
                                                implementation of the project over a time span.
                                                The rollout is usually scheduled by groups or
                                                sections. The document is not required for Gate
                                                1 but will be required for Gate 2 if you select
                                                "YES".




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                     Page 99
Item     PPMT PPM Tool Section         SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field           EPMO                                                          in Doc
                                                                                                                                              Comments
                                      Required                                                         Mgt
                                        Field                                                         Tab?
 2.011              Acceptance           N       Indicate whether this project will provide a
                    Criteria Plan                Acceptance Criteria Plan by selecting "Y" or
                                                 "N". A document that describes the list of
                                                 requirements that must be satisfied prior to the
                                                 customer accepting delivery of the product. The
                                                 document is not required for Gate 1 but will be
                                                 required for Gate 2 if you select "YES".


 2.012              Risk                 N       Indicate whether this project will provide a Risk
                    Management                   Management Plan by selecting "Y" or "N". A
                    Plan                         document that identifies risk, assesses the
                                                 impact of the risk, and provides the project
                                                 response to the risk. The document is not
                                                 required for Gate 1 but will be required for Gate
                                                 2 if you select "YES".


 2.013              Project Quality      N       Indicate whether this project will provide a
                    Assurance Plan               Project Quality Assurance Plan by selecting "Y"
                                                 or "N". A document that tracks the project
                                                 performance, adherence to requirements and
                                                 standards, and defect resolution of the project.
                                                 The document is not required for Gate 1 but will
                                                 be required for Gate 2 if you select "YES".


 2.014              Statement of         N       Indicate whether this project will provide a SOW
                    Work (SOW)                   by selecting "Y" or "N". A document containing
                                                 the integrated set of task descriptions, goal
                                                 descriptions, risks, and assumptions that the
                                                 3rd party (e.g., vendor, other agency, other
                                                 team) will be measured on for project delivery.
                                                 Typically this is the SOW contained in the
                                                 Request for Proposal (RFP) that was signed by
                                                 all involved parties. The document is not
                                                 required for Gate 1 but will be required for Gate
                                                 2 if you select "YES". DO NOT attach the RFP
                                                 to the PPM Tool. If you wish to attach the SOW
                                                 section (after the RFP has been released) you
                                                 can copy that section and place it into a word
                                                 document and attach it to the PPM Tool.




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                      Page 99
Item     PPMT PPM Tool Section                SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field                  EPMO                                                          in Doc
                                                                                                                                                     Comments
                                             Required                                                         Mgt
                                               Field                                                         Tab?
 2.015                   Configuration          N       Indicate whether this project will provide a
                         Management                     Configuration Management Plan by selecting
                         Plan                           "Y" or "N". A document outlining how the
                                                        methodical storage and recording of all
                                                        software components and deliverables during
                                                        all project phases will be handled. The
                                                        document is not required for Gate 1 but will be
                                                        required for Gate 2 if you select "YES".


 2.100        Execution & Build Phase
 2.101          Agency Document Checklist
 2.102                 Disaster          N              Not required for Gate 2.
                       Recovery or
                       Business
                       Continuity Plan
 2.103                   Test and               N       Not required for Gate 2.
                         Acceptance
                         Results
 2.104                   Pilot Results          N       Not required for Gate 2.
 2.105                   Operations and         N       Not required for Gate 2.
                         Maintenance
                         Transition Plan


         Project Information Tab - Part 2
 2.200        Workflow                                  At the top of the Project Information tab, you
                                                        will see Change Request, Alert Subscription,
                                                        Workflow, and Project Associations. Place your
                                                        cursor over Workflow and left click. This will
                                                        display another screen.


 2.201                   Deliverables           Y       If any fields are displayed in red, they do not
                         state. You have                have a value entered in the PPM Tool. A value
                         to insert a value              must be entered. On initial entry, the value zero
                         for fields in red              is not recognized by the PPM Tool. You must
                         (if any).                      enter a zero to resolve the error. You do not
                                                        have to enter the zero in every field. You can
                                                        go to the last column and enter a zero for any
                                                        row displaying a zero.
                                                        NOTE: The data entry correction must be done
                                                        on the Budget Cost tab (level 4) and the
                                                        Benefits Estimate tab (level 2). For Gate 1 you
                                                        do not need to make this adjustment. This
                                                        adjustment needs to be made at Gate 2.




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                             Page 99
Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?

3.000    Budget Cost Tab
 3.100       Total Investment Cost                 The Budget must be entered at level 4 to get
                                                   Gate 2 approval..
 3.101                Level 1               N      Do not enter data at level 1 for Gate 2.
 3.102                Level 2               N      Do not enter data at level 2 for Gate 2.
 3.103                Level 3               N      Enter the budget at level 4 for Gate 2. The
                                                   Budget should include 5 years of O & M cost.
                                                   For additional information on budget codes and
                                                   cost breakdown please seek guidance from
                                                   OSBM.
                                                   NOTE 1: The PPM Tool does not recognize
                                                   zeroes and marks the field in error. Once you
                                                   have completed entering all of your budget
                                                   data, go to the far right column. For any field in
                                                   the last column that contains a zero, enter a
                                                   zero. This will correct the error.
                                                   NOTE 2: If you have an additional budget
                                                   document for OSBM to review, please load it
                                                   into the Document Management Tab.


 3.104                Level 4               Y      Enter the budget at level 3 & 4 for Gate 2. The
                                                   Budget should include 5 years of O & M cost.
                                                   For additional information on budget codes and
                                                   cost breakdown please seek guidance from
                                                   OSBM.
                                                   NOTE 1: The PPM Tool does not recognize
                                                   zeroes and marks the field in error. Once you
                                                   have completed entering all of your budget
                                                   data, go to the far right column. For any field in
                                                   the last column that contains a zero, enter a
                                                   zero. This will correct the error.
                                                   NOTE 2: If you have an additional budget
                                                   document for OSBM to review, please load it
                                                   into the Document Management Tab.



4.000    Budget Resource Tab
 4.100       NOTE: Please do not enter data into this tab. This tab is not used.


5.000    Benefits Estimate Tab




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                         Page 99
Item     PPMT PPM Tool Section             SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                           in Doc
                                                                                                                                                   Comments
                                          Required                                                          Mgt
                                            Field                                                          Tab?
 5.100       Total Benefits - Fiscal                 Enter the Benefits at level 2 for Gate 2. The
             Year                                    Benefits Dollars should be entered by year and
                                                     type of benefit.
                                                     NOTE: The PPM Tool does not recognize
                                                     zeroes and marks the field in error. Once you
                                                     have completed entering all of your budget
                                                     data, go to the far right column. For any field in
                                                     the last column that contains a zero, enter a
                                                     zero. This will correct the error.


 5.101                 Level 1               N       Do not enter data at level 1 for Gate 2.
 5.102                 Level 2               Y       Enter the Benefits dollars at level 2.
                                                     NOTE:If you have an additional benefits
                                                     document for OSBM to review, please load it
                                                     into the Document Management Tab.
6.000    Strategic Impact Tab
 6.100                 Grow Self             Y       Update the field if the data has changed since
                       Service                       Gate 1 approval was completed.
 6.200                 Ensure Legal          Y       Update the field if the data has changed since
                       and Regulatory                Gate 1 approval was completed.
                       Compliance

 6.300                 Revenue               Y       Update the field if the data has changed since
                       Generation                    Gate 1 approval was completed.
 6.400                 Cost Savings          Y       Update the field if the data has changed since
                       (Net)                         Gate 1 approval was completed.
 6.500                 Unified Services      Y       Update the field if the data has changed since
                                                     Gate 1 approval was completed.
7.000    Risk Tab
 7.100       01 Schedule Risk 10%
 7.101               01-01 Schedule          Y       Update the field if the data has changed since
                     / Timetable                     Gate 1 approval was completed.

 7.102                 01-02 Fixed       Y           Update the field if the data has changed since
                       End Date                      Gate 1 approval was completed.
 7.200       02 Funding Risk 10%
 7.201                 02-01 Project     Y           Update the field if the data has changed since
                       Funding                       Gate 1 approval was completed.
 7.300       03 Project Management Risk 25%
 7.301                 03-02 Project     Y           Update the field if the data has changed since
                       Team Location                 Gate 1 approval was completed.
 7.302                 03-01 Project     Y           Update the field if the data has changed since
                       Team Size                     Gate 1 approval was completed.
 7.303                 03-03 Project     Y           Update the field if the data has changed since
                       Sponsor                       Gate 1 approval was completed.

 Gate 2 Checklist
 V 1.3 6/21/2010                                                                           Page 99
Item     PPMT PPM Tool Section           SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                       in Doc
                                                                                                                                             Comments
                                        Required                                                      Mgt
                                          Field                                                      Tab?
 7.304                03-04 Vendor         Y       Update the field if the data has changed since
                                                   Gate 1 approval was completed.
 7.305                03-05 Business       Y       Update the field if the data has changed since
                      Requirements                 Gate 1 approval was completed.

 7.306               03-06 Goals &         Y       Update the field if the data has changed since
                     Objectives                    Gate 1 approval was completed.
 7.400       04 Technology Risk 32%
 7.401               04-01                 Y       Update the field if the data has changed since
                     New/Unproven                  Gate 1 approval was completed.
                     Technologies

 7.402                04-02 Custom-        Y       Update the field if the data has changed since
                      developed                    Gate 1 approval was completed.
                      Software
 7.403                04-03 Data           Y       Update the field if the data has changed since
                      Interfaces                   Gate 1 approval was completed.
 7.404                04-04 Existing       Y       Update the field if the data has changed since
                      Infrastructure               Gate 1 approval was completed.
 7.500       05 Organization Risk 32%
 7.501                05-01 Number         Y       Update the field if the data has changed since
                      of Users /                   Gate 1 approval was completed.
                      Stakeholders
 7.502                05-02                Y       Update the field if the data has changed since
                      Organization                 Gate 1 approval was completed.
                      Involvement
 7.050                05-03                Y       Update the field if the data has changed since
                      Implementation               Gate 1 approval was completed.
                      Sites
 7.504                05-04                Y       Update the field if the data has changed since
                      Implementation               Gate 1 approval was completed.
                      Approach
 7.600       06 Business / Program Impact Risk 40%
 7.601                06-01 Business     Y      Update the field if the data has changed since
                      Process                   Gate 1 approval was completed.

 7.602                06-02 User           Y       Update the field if the data has changed since
                      Responsibility               Gate 1 approval was completed.
 7.603                06-03                Y       Update the field if the data has changed since
                      Organizational               Gate 1 approval was completed.
                      Structure
 7.700       07 Consequence of Failure Risk 100%
 7.701               07-01 Project        Y     Update the field if the data has changed since
                     cancellation               Gate 1 approval was completed.




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                       Page 99
Item     PPMT PPM Tool Section          SCIO /         Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                           in Doc
                                                                                                                                                Comments
                                       Required                                                          Mgt
                                         Field                                                          Tab?
 7.702                07-02 Schedule       Y        Update the field if the data has changed since
                      Slippage /                    Gate 1 approval was completed.
                      Budget
                      Overruns


8.000    Issues & Risk Tab
 8.100       Issues                                 Enter or update any high-level issue. The
                                                    issues listed on this tab are reviewed by
                                                    anyone with read access to the project. The
                                                    PM should keep a detailed project issue list
                                                    that the project team reviews regularly. It is
                                                    suggested by the EPMO to upload the
                                                    project issue list to the Document
                                                    Management tab.

 8.101                                 Yes, if an   NOTE: If any issue has been opened by any
                                       Issue was    statewide approver, please ensure you have
                                       entered by   entered a corrective action plan on the
                                       statewide    resolution description section before the gate
                                        reviewer    can be approved.



 8.102                Title                         Enter a title for the issue.
 8.103                Date Entered                  This is automatically entered by the PPM Tool.

 8.104                Due Date                      Enter a date the issue is due to be completed.

 8.105                Weight                        Using the drop-down list, select whether the
                                                    issue is high, medium or low.
 8.106                State                         Using the drop-down list, select whether the
                                                    issue is open or closed.
 8.107                Author                        This is automatically entered by the PPM Tool.

 8.108                Owner                         Using the drop-down list, select the person this
                                                    issue is to be assigned to.
 8.109                Escalation                    Using the drop-down list, select the level to
                      Level                         which the issue is assigned, "Program",
                                                    "Project", or "Portfolio".
 8.110                Detailed                      Enter a description of the issue.
                      Description




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                         Page 99
Item     PPMT PPM Tool Section        SCIO /          Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                             in Doc
                                                                                                                                                Comments
                                     Required                                                            Mgt
                                       Field                                                            Tab?
 8.111              Resolution                    Enter the resolution or corrective action plan for
                    Description                   the issue. A suggested best practice is to
                                                  update the resolution in the following format:
                                                  MM/DD/YY, Initials or Name by the person
                                                  providing the update. This is helpful when the
                                                  issue has been open during more than one
                                                  month or crosses phases.


 8.112              Agency ID                     Enter the identifier your agency is using. This
                                                  can be left blank.
 8.113              High-level                    Using the drop-down list, select the category of
                    Category                      impact for the issue.
 8.114              Owner of Issue                If the issue is to be assigned to someone other
                                                  than the PM, the PM can enter the resource
                                                  name or business group.
 8.115              Source                        Using the drop-down list, select which group
                                                  has raised the issue or risk.
 8.200       Risk                                 Enter any significant risk that impacts the cost,
                                                  scope or schedule. The risks listed on this tab
                                                  are reviewed by anyone with read access to the
                                                  project. The PM should keep a detailed project
                                                  risk list that the project team reviews regularly.


 8.201                                Yes, if a   NOTE: If any risk has been opened, please
                                      Risk was    ensure you have entered a corrective action
                                     entered by   plan on the resolution description section. Any
                                     statewide    risk entered by statewide approvers must be
                                      reviewer    addressed before the gate can be approved.


 8.202              Title                         Enter a title for the risk.
 8.203              Date Entered                  This is generated by the PPM Tool.
 8.204              Due Date                      Enter a date the risks due to be resolved or no
                                                  longer a concern.
 8.205              Weight                        Using the drop-down list, select whether the
                                                  risk is high, medium or low.
 8.206              State                         Using the drop-down list, select whether the
                                                  risk is open or closed.
 8.207              Author                        This is generated by the PPM Tool.
 8.208              Owner                         Using the drop-down list, select the person to
                                                  whom this risk will be assigned.
 8.209              Escalation                    Using the drop-down list, select the level to
                    Level                         which the risk is assigned, "Program", "Project",
                                                  or "Portfolio".
 8.210              Detailed                      Enter a description of the risk.
                    Description



 Gate 2 Checklist
 V 1.3 6/21/2010                                                                        Page 99
Item     PPMT PPM Tool Section           SCIO /       Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?
 8.211                Resolution                   Enter the resolution or corrective action plan for
                      Description                  the risk. A suggested best practice is to update
                                                   the resolution in the following format:
                                                   MM/DD/YY, Initials or Name by the person
                                                   providing the update. This is helpful when the
                                                   risk has been open during more than one
                                                   month or crosses phases.


 8.212                Agency ID                    Enter the identifier your agency is using. This
                                                   can be left blank.
 8.213                High-level                   Using the drop-down list, select the category of
                      Category                     impact for the risk.
 8.214                Owner of Risk                If the risk is to be assigned to someone other
                                                   than the PM, the PM can enter the resource
                                                   name or business group.
 8.215                Risk Level of                Using the drop-down list, select the value 1 - 5
                      Control                      for the risk.
 8.216                Risk Likelihood              Using the drop-down list, select the value 1 - 5
                                                   for the likelihood that this risk will occur.

 8.217                Risk Severity                Using the drop-down list, select the value 1 - 5
                                                   for the risk severity.
 8.218                Significance                 Enter the value from: Risk Level of Control +
                                                   Risk Likelihood + Risk Severity.
 8.219                Source                       Using the drop-down list, select which group
                                                   has raised the issue or risk.
9.000    Schedule Tab
 9.100       Actual   Actual Start                 System-generated field. This field will be
                      Date                         generated by the PPM Tool using the earliest
                                                   Planned Start Date listed under the Phases
                                                   Section.
 9.200                Actual End Date              System-generated field. This field will be
                                                   generated by the PPM Tool using the latest
                                                   Planned End Date listed under the Phases
                                                   Section.
 9.300                Actual                Y      Enter the % complete for the entire project
                                                   lifecycle.
 9.400       Phases   Initiation Workflow
 9.401                Name                         This was completed in Gate 1. There is not any
                                                   data that needs to be updated.
 9.402                Planned Start                This was completed in Gate 1. There is not any
                      Date                         data that needs to be updated.
 9.403                Planned End                  This was completed in Gate 1. There is not any
                      Date                         data that needs to be updated.
 9.404                Forecast Start               This was completed in Gate 1. There is not any
                      Date                         data that needs to be updated.
 Gate 2 Checklist
 V 1.3 6/21/2010                                                                         Page 99
Item     PPMT PPM Tool Section        SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                           in Doc
                                                                                                                                              Comments
                                     Required                                                          Mgt
                                       Field                                                          Tab?
 9.405              Forecast End             This was completed in Gate 1. There is not any
                    Date                     data that needs to be updated.
 9.406              Completion               This was completed in Gate 1. There is not any
                                             data that needs to be updated.
 9.500              Planning and Design Workflow
 9.501              Name                     This was completed in Gate 1. There is not any
                                             data that needs to be updated.
 9.502              Planned Start            This was completed in Gate 1. There is not any
                    Date                     data that needs to be updated.
 9.503              Planned End              This was completed in Gate 1. There is not any
                    Date                     data that needs to be updated.
 9.504              Forecast Start     Y     If the start date for the Planning & Design
                    Date                     Phase has changed, enter the new forecast
                                             start date for the Planning & Design Phase. If
                                             the start date has not changed, it should be the
                                             same as the planned start date.


 9.505              Forecast End         Y      If the end date for the Planning & Design Phase
                    Date                        has changed, enter the new forecast end date
                                                for the Planning & Design Phase. If the end
                                                date has not changed, it should be the same as
                                                the planned end date.


 9.506              Completion           Y      If you are working on Planning & Design
                                                activities, please enter the % complete.
                                                Note 1: For waterfall projects, this should be 99
                                                or 100.
                                                Note 2: For agile or iterative projects, enter the
                                                % complete for the phase.
 9.600              Execution & Build Workflow
 9.601              Name               Y      Using the drop-down list, select the Execution &
                                              Build Workflow.
 9.602              Planned Start      Y      Enter the date you plan to start the Execution &
                    Date                      Build Phase of the project.
 9.603              Planned End        Y      Enter the date you plan to end the Execution &
                    Date                      Build Phase of the project.
 9.604              Forecast Start     Y      If the start date for the Execution & Build Phase
                    Date                      has changed, enter the new forecast start date
                                              for the Execution & Build Phase. If it has not
                                              changed, it should be the same as the planned
                                              start date.
 9.605              Forecast End         Y      If the end date for the Execution & Build Phase
                    Date                        has changed, enter the new forecast end date
                                                for the Execution & Build Phase. If it has not
                                                changed, it should be the same as the planned
                                                end date.


 Gate 2 Checklist
 V 1.3 6/21/2010                                                                      Page 99
Item     PPMT PPM Tool Section        SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                           in Doc
                                                                                                                                              Comments
                                     Required                                                          Mgt
                                       Field                                                          Tab?
 9.606              Completion           Y      If you are working on Execution & Build
                                                activities, please enter the % complete.
                                                Note 1: For waterfall projects, this should be
                                                zero unless you have continued project work
                                                without getting gate approval.
                                                Note 2: For agile or iterative projects, enter the
                                                % complete for the phase.
 9.700              Implementation Workflow
 9.701              Name              N     Using the drop-down list, select the
                                            Implementation Workflow.
 9.702              Planned Start     N     Enter the date you plan to start the
                    Date                    Implementation Phase of the project.
 9.703              Planned End       N     Enter the date you plan to end the
                    Date                    Implementation Phase of the project.
 9.704              Forecast Start    N     If the start date for the Implementation Phase
                    Date                    has changed, enter the new forecast start date
                                            for the Implementation Phase. If it has not
                                            changed, it should be the same as the planned
                                            start date.
 9.705              Forecast End         N      If the end date for the Implementation Phase
                    Date                        has changed, enter the new forecast end date
                                                for the Implementation Phase. If it has not
                                                changed, it should be the same as the planned
                                                end date.
 9.706              Completion           N      If you are working on Implementation activities,
                                                please enter the % complete.
                                                Note 1: For waterfall projects, this should be
                                                zero unless you have continued project work
                                                without getting gate approval.
                                                Note 2: For agile or iterative projects, enter the
                                                % complete for the phase.
 9.800              Project Closeout Workflow
 9.801              Name               N      Using the drop-down list, select the Project
                                              Closeout Workflow.
 9.802              Planned Start      N      Enter the date you plan to start the Project
                    Date                      Closeout Phase of the project.
 9.803              Planned End        N      Enter the date you plan to end the Project
                    Date                      Closeout Phase of the project.
 9.804              Forecast Start     N      If the start date for the Project Closeout Phase
                    Date                      has changed, enter the new forecast start date
                                              for the Project Closeout Phase. If it has not
                                              changed, it should be the same as the planned
                                              start date.




 Gate 2 Checklist
 V 1.3 6/21/2010                                                                       Page 99
 Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field            EPMO                                                         in Doc
                                                                                                                                               Comments
                                        Required                                                        Mgt
                                          Field                                                        Tab?
  9.805                Forecast End        N       If the end date for the Project Closeout Phase
                       Date                        has changed, enter the new forecast end date
                                                   for the Project Closeout Phase. If it has not
                                                   changed, it should be the same as the planned
                                                   end date.
  9.806                Completion          N       Enter the % of work complete for the Project
                                                   Closeout Phase. This should be zero; however,
                                                   if you are working on Closeout activities please
                                                   enter the % complete.

  9.900       Milestones                   Y       Enter the Execution & Build Phase Milestones
                                                   that are known at Gate 2.
  9.901                Milestone Name      Y       Enter the Milestone Name. Use the same
                                                   Milestone name used in your MS Project Plan
                                                   that identifies your WBS.
  9.902                Planned Date        Y       Enter the planned end date for the Milestone.

  9.903                Forecast Date       Y       If the planned date of the Milestone changes,
                                                   enter the new forecast date of the Milestone.

  9.100       Dependencies                 N
  9.101                Project             N
  9.102                Milestone           N
  9.103                Type                N
  9.110       Microsoft Project            N       You can upload MS Project but it is
                                                   STRONGLY suggested you do not upload it.
                                                   Instead, place a copy of the MS Project
                                                   document in the Document Management tab.


10.000    Status Tab
 10.100       Snapshot Reports             Y       In order to complete the gate, the project must
                                                   be current on monthly status reports.
                                                   NOTE: If you are not up to date with the
                                                   monthly status reports, the project may be
                                                   rejected at gate approval. For information on
                                                   the Status tab, refer to the monthly status
                                                   instructions.

11.000    Cost Tracking Tab




  Gate 2 Checklist
  V 1.3 6/21/2010                                                                       Page 99
 Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments          PM Comments            Agency QA Review
           TAB Section  Field            EPMO                                                          in Doc
                                                                                                                                                                Comments
                                        Required                                                         Mgt
                                          Field                                                         Tab?
 11.100       Total Investment Cost                The Project Cost, along with the monthly status
                                                   reports, must be up to date and entered at level
                                                   4 to receive Gate 2 approval. The Cost
                                                   Tracking tab is updated each month to record
                                                   the project cost expenditures under the Actual
                                                   Cost column. Do not confuse the project cost
                                                   incurred with the internal accounting system
                                                   that pays invoices. These are often different.
                                                   The cost entered here is the cost that the
                                                   project has incurred. The PM should be
                                                   tracking actual invoice payment, but some
                                                   invoices may be paid after the project has
                                                   closed in the PPM Tool.




 11.101                Level 1              N      Do not enter data at level 1 for Gate 2.
 11.102                Level 2              N      Do not enter data at level 2 for Gate 2.
 11.103                Level 3              N      Do not enter data at level 3 for Gate 2.
 11.104                Level 4              Y      Validate that the cost is current on the Cost
                                                   Tracking tab at level 4.
11.200    Cost Tracking Tab - Cost Forecast
 11.201       Total Investment Cost                As the project incurs cost over or under what
                                                   was projected, the Cost Forecast may need to
                                                   be modified monthly. The Cost Forecast is for
                                                   future months. Please validate that the Cost
                                                   Forecast matches your plan before submitting
                                                   for Gate approval.


 11.202                Level 1              N      Do not enter data at level 1 for Gate 2.
 11.203                Level 2              N      Do not enter data at level 2 for Gate 2.
 11.204                Level 3              N      Do not enter data at level 3 for Gate 2.
 11.205                Level 4              Y      Validate that the forecast cost is current on the
                                                   Cost Forecast tab at level 4.
12.000    Project Reports Tab
 12.100       NOTE: This tab is not used for gate review


13.000    Document Management Tab
 13.100       NOTE: This tab is only used to store additional project documentation that is not entered on any of the other PPM Tool tabs. These documents are placed into the
              Document Management tab and are eligible for review by the PMA, QA and/or statewide reviewers.


14.000    Additional Requirements Not Listed in the PPM Tool



  Gate 2 Checklist
  V 1.3 6/21/2010                                                                        Page 99
 Item     PPMT PPM Tool Section          SCIO /        Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field            EPMO                                                            in Doc
                                                                                                                                                  Comments
                                        Required                                                           Mgt
                                          Field                                                           Tab?
 14.100       Project Coordinate List      Y       Update the document if the data has changed
                                                   since Gate 1 approval was completed. Load the
                                                   updated document into the Document
                                                   Management Tab.


 14.200       Meeting with the PMA on      Y       Discuss and review with your PMA the scope of
              the Project Status                   this project, the Rough Order of Magnitude
                                                   (ROM) of cost or the estimated high-level cost,
                                                   and the projected schedule. Your PMA should
                                                   review the data entered into the PPM Tool for
                                                   Gate 2 BEFORE the project is submitted.



 14.300       Operations &                 Y       If your project does not have 5 years O & M,
              Maintenance                          please explain why. Each project is expected to
                                                   report 5 years O & M cost. Some projects will
                                                   not have O & M while some projects may have
                                                   less than 5 years O & M. The omission of O &
                                                   M should be explained on two tabs of the PPM
                                                   Tool. (1) The PM should explain in the "Item
                                                   Out of Scope" section on the Project Info tab
                                                   why O & M is not needed for 5 years. (2) There
                                                   should also be a note placed on the Budget tab
                                                   under the comments icon.
                                                   NOTE: A Planning Project will not have any O
                                                   & M. Also, if the project lifecycle will only be in
                                                   existence for 4 years, a 5 year O & M would not
                                                   apply.



15.000    Comments




  Gate 2 Checklist
  V 1.3 6/21/2010                                                                         Page 99
                                                             State of North Carolina
                                PPM Tool Gate Checklist for Projects Over $500K & Projects Attached to Programs
                                      Execution & Build Exit Criteria and Implementation Entrance Criteria
Agency:                                                                                                                  Agency - Date Reviewed
                                                                                                                         & Reviewer:
Project Name:                                                                                                            PMA - Date Reviewed &
                                                                                                                         Reviewer:
Project Manager:

  Item     PPMT PPM Tool Section                SCIO /        Field Data Notes / Instructions                   Placed     PMA Comments           PM Comments   Agency QA Review
            TAB Section  Field                  EPMO                                                            in Doc
                                                                                                                                                                   Comments
                                               Required                                                           Mgt
                                                 Field                                                           Tab?


  1.000    Project Information Tab
   1.100           Project Information
   1.101                     Project Name         Y       Update the field if the data has changed since
                                                          Gate 2 approval was completed.
   1.102                    Start Date            Y       Update the field if the data has changed since
                                                          Gate 2 approval was completed.
   1.103                    End Date              Y       Update the field if the data has changed since
                                                          Gate 2 approval was completed.
   1.104                    Creation Date                 System-generated field. Date the project was
                                                          created in the PPM Tool and added to the
                                                          database.
   1.105                    Workflow Status               System-generated field. Phase of the PPM
                                                          Workflow.
   1.106                    Fixed Start Date              Not required at this time. The Fixed Start Date
                                                          would be a predetermined date driven by a
                                                          dependent or higher priority project or external
                                                          requirement.
                                                          EX: Another dependent or higher priority project
                                                          requires this project to be started by a certain
                                                          time. Or, funding approval requires this project
                                                          to be initiated by a certain point in time. Or,
                                                          federally imposed requirements, legislation or
                                                          regulations require this project to be initiated by
                                                          a certain date, etc.


   1.107                    Fixed End Date                Not required at this time. The Fixed End Date
                                                          would be an external date requirement.
                                                          EX: Another project, funding, federal
                                                          requirements, state requirements, grant
                                                          requirements, etc.


   1.108                    Benefits Start        Y       Update the field if the data has changed since
                            Date                          Gate 2 approval was completed.


   Gate 3 Checklist
   V 1.3 6/21/2010                                                                               Page 53
Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                         in Doc
                                                                                                                                              Comments
                                       Required                                                        Mgt
                                         Field                                                        Tab?
 1.109              Capitalization        Y       Update the field if the data has changed since
                    Period                        Gate 2 approval was completed.
 1.110              ProjectID                     System-generated field. The ProjectID is used
                                                  as a reference point in the PPM Database.

 1.111              Agency                Y       Update the field if the data has changed since
                    ProjectID                     Gate 1 approval was completed.
 1.112              Project Range         Y       You have completed the Execution & Build
                                                  Phase. Using the budget cost entered on the
                                                  Budget Cost tab and any Change Request
                                                  approved, validate the project is in the correct
                                                  cost range.
                                                  NOTE: If this was originally under $500K and is
                                                  now over $500K the PPM Tool will
                                                  automatically reset the project to go back
                                                  through Gate 1. The statewide approvers need
                                                  to re-evaluate Gate 1 based upon the new
                                                  projected budget over $500k.

 1.113              Project Range         Y       Update the field if the data has changed since
                    Level of                      Gate 2 approval was completed.
                    Confidence
 1.114              Type of Project       Y       Update the field if the data has changed since
                                                  Gate 2 approval was completed.
 1.115              Budget Code           Y       Update the field if the data has changed since
                                                  Gate 2 approval was completed.
 1.116              Initiation Phase      Y       Update the field if the data has changed since
                    Budget                        Gate 2 approval was completed.
 1.117              Planning &            Y       Update the field if the data has changed since
                    Design Phase                  Gate 2 approval was completed.
                    Budget
 1.118              Baseline Project              This is updated by the EPMO QA staff.
                    Budget
                    (updated by
                    EPMO QA)



 1.119              Baseline Project              This is updated by the EPMO QA staff.
                    End Date
                    (updated by
                    EPMO QA)



 1.120              Department or         Y       Update the field if the data has changed since
                    Agency                        Gate 2 approval was completed.
 1.121              Division              Y       Update the field if the data has changed since
                                                  Gate 2 approval was completed.
 Gate 3 Checklist
 V 1.3 6/21/2010                                                                       Page 54
Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                       in Doc
                                                                                                                                              Comments
                                         Required                                                      Mgt
                                           Field                                                      Tab?
 1.122                Part of an            Y       Update the field if the data has changed since
                      Approved                      Gate 2 approval was completed.
                      Program?
 1.123                Project               Y       Update the field if the data has changed since
                      Manager Name                  Gate 2 approval was completed.

 1.124                Project               Y       Update the field if the data has changed since
                      Manager                       Gate 2 approval was completed.
                      Telephone
 1.125                Project               Y       Update the field if the data has changed since
                      Manager E-Mail                Gate 2 approval was completed.

 1.126                Project Security      Y       Update the field if the data has changed since
                      Contact                       Gate 2 approval was completed.

 1.127                Project Sponsor       Y       Update the field if the data has changed since
                                                    Gate 2 approval was completed.
 1.128                Project Sponsor       Y       Update the field if the data has changed since
                      Organization                  Gate 2 approval was completed.

 1.200       Budget Information
 1.201                For this fiscal       Y       Update the field if the data has changed since
                      year, are funds               Gate 2 approval was completed.
                      currently
                      budgeted for
                      this project?


 1.202                For Fiscal Year,      Y       Update the field if the data has changed since
                      If Yes, please                Gate 2 approval was completed.
                      reference the
                      application
                      budget codes
                      and fund codes.
                      If no, what is
                      your plan to
                      secure funding?



 1.203                For the total         Y       Update the field if the data has changed since
                      scope of the                  Gate 2 approval was completed.
                      project, are
                      funds currently
                      budgeted?




 Gate 3 Checklist
 V 1.3 6/21/2010                                                                        Page 55
Item     PPMT PPM Tool Section             SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                       in Doc
                                                                                                                                               Comments
                                          Required                                                      Mgt
                                            Field                                                      Tab?
 1.204                For Total              Y       Update the field if the data has changed since
                      Scope, If yes,                 Gate 2 approval was completed.
                      please
                      reference the
                      application
                      budget codes
                      and funds. If no,
                      what is your
                      plan to secure
                      funding?


 1.205                Expansion              Y       Update the field if the data has changed since
                      Budget Request                 Gate 2 approval was completed.

 1.206                New Expansion          Y       Update the field if the data has changed since
                      Budget $                       Gate 2 approval was completed.
                      required in Year
                      1

 1.207                New Expansion          Y       Update the field if the data has changed since
                      Budget $                       Gate 2 approval was completed.
                      required in Year
                      2

 1.208                Contributor            Y       Update the field if the data has changed since
                                                     Gate 2 approval was completed.
 1.209                PMA                            This field will be updated by the Enterprise
                                                     Management Office (EPMO) staff. The EPMO
                                                     will assign a PMA to this project when the
                                                     project is added to the PPM Tool database.

 1.210                Project                Y       Update the field if the data has changed.
                      Reviewer
 1.211                Assigned PMA                   This field will be updated by the EPMO staff.
                                                     The EPMO will assign a PMA to this project
                                                     when the project is added to the PPM Tool
                                                     database.
 1.300       Initiation Phase - Project Charter
                Business Issues and Business Goals
 1.301                  Business Issues      Y  Update the field if the data has changed since
                                                Gate 2 approval was completed.
 1.302                  Business Goals       Y  Update the field if the data has changed since
                                                Gate 2 approval was completed.
 1.400          Project Definition
 1.401                  Project Goals        Y  Update the field if the data has changed since
                                                Gate 2 approval was completed.

 Gate 3 Checklist
 V 1.3 6/21/2010                                                                         Page 56
Item     PPMT PPM Tool Section              SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field                EPMO                                                       in Doc
                                                                                                                                                Comments
                                           Required                                                      Mgt
                                             Field                                                      Tab?
 1.402                Project                 Y       Update the field if the data has changed since
                      Deliverables                    Gate 2 approval was completed.
 1.403                Items out of            Y       Update the field if the data has changed since
                      Scope (scope                    Gate 2 approval was completed.
                      exclusions)
 1.404                Proposed                Y       Update the field if the data has changed since
                      Strategy                        Gate 2 approval was completed.
 1.405                High-level              Y       Update the field if the data has changed since
                      Assumptions                     Gate 2 approval was completed.
                      and Constraints

 1.406                Key                     Y       Update the field if the data has changed since
                      Dependencies                    Gate 2 approval was completed.
                      External to the
                      Project
 1.407                Project                 Y       Update the field if the data has changed since
                      Organization                    Gate 2 approval was completed.
                      and Roles
 1.500         Enterprise Architecture Questionnaire
 1.501                Select the          Y     Update the field if the data has changed since
                      Common                    Gate 2 approval was completed.
                      Shared
                      technical
                      Infrastructure
                      and Services
 1.502                Will this project       Y       Update the field if the data has changed since
                      replace or                      Gate 2 approval was completed.
                      enhance and
                      existing
                      system?


 1.503                Will the project        Y       Update the field if the data has changed since
                      include security                Gate 2 approval was completed.
                      enhancements
                      for an existing
                      system?


 1.504                Which clients           Y       Update the field if the data has changed since
                      will access this                Gate 2 approval was completed.
                      system via the
                      internet?

 1.505                Which clients           Y       Update the field if the data has changed since
                      will require login              Gate 2 approval was completed.
                      functionality?


 Gate 3 Checklist
 V 1.3 6/21/2010                                                                          Page 57
Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                       in Doc
                                                                                                                                              Comments
                                         Required                                                      Mgt
                                           Field                                                      Tab?
 1.506               Is the system          Y       Update the field if the data has changed since
                     required to                    Gate 2 approval was completed.
                     comply with
                     federal or state
                     FERPA privacy
                     laws?
 1.507               Will this system       Y       Update the field if the data has changed since
                     interface with                 Gate 2 approval was completed.
                     State Business
                     Infrastructure
                     Systems?



 1.508               Which entities         Y       Update the field if the data has changed since
                     will this system               Gate 2 approval was completed.
                     integrate with?



 1.509               Which staffing         Y       Update the field if the data has changed since
                     approach will be               Gate 2 approval was completed.
                     utilized to
                     deliver this
                     system?
 1.510               How will the           Y       Update the field if the data has changed since
                     functionality for              Gate 2 approval was completed.
                     this system be
                     delivered?

 1.511               What Pilot             Y       Update the field if the data has changed since
                     approach will be               Gate 2 approval was completed.
                     utilized prior to
                     rollout of this
                     system?


 1.600         Security Questions




 Gate 3 Checklist
 V 1.3 6/21/2010                                                                        Page 58
Item     PPMT PPM Tool Section             SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                       in Doc
                                                                                                                                               Comments
                                          Required                                                      Mgt
                                            Field                                                      Tab?
 1.601                Will your project      Y       Update the field if the data has changed since
                      accept credit                  Gate 2 approval was completed.
                      cards? If so,
                      then the system
                      must be PCI
                      compliant prior
                      to
                      implementation
                      and usage of
                      the CPS offered
                      by OSC should
                      be utilized.




 1.602                As a result of         Y       Update the field if the data has changed since
                      the project will               Gate 2 approval was completed.
                      there be
                      collection
                      and/or storage
                      of
                      Personal/Confid
                      ential data? If
                      so, choose
                      which data.

 1.700         Alternative Analysis Completed (Required only if Investment Cost > $10M)
 1.701                Alternative       TBD      If the project range has changed and is now
                      Analysis                   over $10M update the field and complete and
                      Completed                  fill out the Alternative Analysis documents. This
                                                 is only to be completed if the TCO is > $10M.
                                                 The forms can be found on the EPMO Website
                                                 under forms and must be attached to the
                                                 Document Management tab.
                                                 NOTE: Please evaluate the project budget to
                                                 determine if a change request is needed for the
                                                 agency CFO and Office of State Budget &
                                                 Management (OSBM) to validate the finances
                                                 are available for the new projected budget.




 1.800         Project Manager Interview Completed (To be completed by EPMO)
 1.801                Project                   The PMA will update the field if the data has
                      Manager                   changed since Gate 2 approval was completed.
                      Interview
                      Completed
 1.900       Planning and Design Phase


 Gate 3 Checklist
 V 1.3 6/21/2010                                                                         Page 59
Item     PPMT PPM Tool Section        SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                         in Doc
                                                                                                                                            Comments
                                     Required                                                        Mgt
                                       Field                                                        Tab?
 1.901               System Design      Y       The updated System Document is required for
                     Document                   Gate 3. The System Design template named
                     Status                     "Technical Architecture System Design" can be
                                                found on the ETS Website and in the template
                                                section of the PPM Tool. Please review the
                                                document and complete the required sections
                                                as indicated in the document. Please submit
                                                the System Design to ETS (5 to 10 business
                                                days) prior to submitting for the gate approval
                                                to allow ETS appropriate time to review. ETS is
                                                one of the statewide approvers. ETS must
                                                approve the System Design Document before
                                                the gate can be approved.

                                                If you are unsure the level of detail needed see
                                                page 3 of the System Design Dcoument for
                                                instructions. If you have additional questions
                                                please contact ITS A & E for additional
                                                assistance.




 2.000         Agency Document Checklist        If you answered "Yes" to any agency
                                                document, please place the document in the
                                                Document Management tab so your PMA can
                                                review.
 2.001               Project            N       If you selected "Yes", please ensure the
                     Management                 document has been placed in the Document
                     Plan                       Management tab.
 2.002               Project            N       Please ensure the latest copy of the document
                     Schedule                   has been placed in the Document Management
                                                tab.
 2.003               Staffing Plan      Y       Please ensure the latest copy of the document
                                                has been placed in the Document Management
                                                tab.
 2.004               Business           Y       Please ensure the latest copy of the document
                     Requirements               has been placed in the Document Management
                     Documented                 tab.
 2.005               Communication      N       If you selected "Yes", please ensure the
                     Plan                       document has been placed in the Document
                                                Management tab.
 2.006               Procurement        Y       Please ensure the latest copy of the document
                     Plan                       has been placed in the Document Management
                                                tab.
 2.007               Change             N       If you selected "Yes", please ensure the
                     Management                 document has been placed in the Document
                     Plan                       Management tab.

 Gate 3 Checklist
 V 1.3 6/21/2010                                                                     Page 60
Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                         in Doc
                                                                                                                                              Comments
                                       Required                                                        Mgt
                                         Field                                                        Tab?
 2.008               Training Plan        N       If you selected "Yes", please ensure the
                                                  document has been placed in the Document
                                                  Management tab.
 2.009               Project Test         N       If you selected "Yes", please ensure the
                     Plan                         document has been placed in the Document
                                                  Management tab.
 2.010               Deployment and       N       If you selected "Yes", please ensure the
                     Rollout Plan                 document has been placed in the Document
                                                  Management tab.
 2.011               Acceptance           N       If you selected "Yes", please ensure the
                     Criteria Plan                document has been placed in the Document
                                                  Management tab.
 2.012               Risk                 N       If you selected "Yes", please ensure the
                     Management                   document has been placed in the Document
                     Plan                         Management tab.
 2.013               Project Quality      N       If you selected "Yes", please ensure the
                     Assurance Plan               document has been placed in the Document
                                                  Management tab.
 2.014               Statement of         N       If you selected "Yes", please ensure the
                     Work (SOW)                   document has been placed in the Document
                                                  Management tab.
 2.015               Configuration        N       If you selected "Yes", please ensure the
                     Management                   document has been placed in the Document
                     Plan                         Management tab.
 2.100       Execution & Build Phase
 2.101         Agency Document Checklist
 2.102               Disaster           N         If you selected "Yes", please ensure the
                     Recovery or                  document has been placed in the Document
                     Business                     Management tab.
                     Continuity Plan
 2.103               Test and             N       If you selected "Yes", please ensure the
                     Acceptance                   approval document has been placed in the
                     Results                      Document Management tab. The document
                                                  may be an e-mail, memorandum, or any
                                                  document that shows agency approval of the
                                                  User Acceptance Test results. While a signed
                                                  document is not required, the approval authority
                                                  must be the project sponsor, agency CIO or
                                                  agency PMO Director. The approval authority
                                                  must be documented in the project's Change
                                                  Management Plan.


 2.104               Pilot Results        N       If you selected "Yes", please ensure the
                                                  document has been placed in the Document
                                                  Management tab.


 Gate 3 Checklist
 V 1.3 6/21/2010                                                                      Page 61
Item     PPMT PPM Tool Section                SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field                  EPMO                                                          in Doc
                                                                                                                                                     Comments
                                             Required                                                         Mgt
                                               Field                                                         Tab?
 2.105                   Operations and         N       If you selected "Yes", please ensure the
                         Maintenance                    document has been placed in the Document
                         Transition Plan                Management tab.


         Project Information Tab - part 2
 2.200        Workflow                                  At the top of the Project Information tab, you
                                                        will see Change Request, Alert Subscription,
                                                        Workflow, and Project Associations. Place
                                                        your cursor over Workflow and left click. This
                                                        will display another screen.


 2.201                   Deliverables           N       If any fields are displayed in red, they do not
                         state. You have                have a value entered in the PPM Tool. A value
                         to insert a value              must be entered. On initial entry, the value zero
                         for fields in red              is not recognized by the PPM Tool. You must
                         (if any).                      enter a zero to resolve the error. You do not
                                                        have to enter the zero in every field. You can
                                                        go to the last column and enter a zero for any
                                                        row displaying a zero.
                                                        NOTE1: The Budget Cost tab is locked and
                                                        cannot be updated.
                                                        NOTE2: Benefits Estimate tab (level 2). For
                                                        Gate 1 you do not need to make this
                                                        adjustment. This adjustment needs to be made
                                                        at Gate 2.



3.000    Budget Cost Tab
 3.100        Total Investment Cost                     The Budget Cost tab is locked. If the Budget
                                                        Cost needs to be modified, a Change Request
                                                        must be submitted.
 3.101                   Level 1                        This tab is locked. Data cannot be modified.
 3.102                   Level 2                        This tab is locked. Data cannot be modified.
 3.103                   Level 3                        This tab is locked. Data cannot be modified.
 3.104                   Level 4                        This tab is locked. Data cannot be modified.
4.000    Budget Resource Tab
 4.100        NOTE: please do not enter data into this tab. This tab is not used.


5.000    Benefits Estimate Tab




 Gate 3 Checklist
 V 1.3 6/21/2010                                                                             Page 62
Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?
 5.100       Total Benefits - Fiscal Year          Enter the Benefits at level 2 for Gate 3. The
                                                   Benefits Dollars should be entered by year and
                                                   type of benefit.
                                                   NOTE: The PPM Tool does not recognize
                                                   zeroes and marks the field in error. Once you
                                                   have completed entering all of your budget
                                                   data, go to the far right column. For any field in
                                                   the last column that contains a zero, enter a
                                                   zero. This will correct the error.


 5.101                 Level 1              N      Do not enter data at level 1 for Gate 3.
 5.102                 Level 2              Y      Validate that the Benefits have not changed. If
                                                   the Benefits have changed, enter the Benefits
                                                   dollars at level 2.
                                                   NOTE: If you have an additional benefits
                                                   document for OSBM to review, please load it
                                                   into the Document Management Tab.

6.000    Strategic Impact Tab
 6.100       NOTE: For Gate 3, this tab is locked and cannot be updated.

7.000    Risk Tab
 7.100       01 Schedule Risk 10%
 7.101               01-01 Schedule         Y      Update the field if the data has changed since
                     / Timetable                   Gate 2 approval was completed.

 7.102                 01-02 Fixed       Y         Update the field if the data has changed since
                       End Date                    Gate 2 approval was completed.
 7.200       02 Funding Risk 10%
 7.201                 02-01 Project     Y         Update the field if the data has changed since
                       Funding                     Gate 2 approval was completed.
 7.300       03 Project Management Risk 25%
 7.301                 03-02 Project     Y         Update the field if the data has changed since
                       Team Location               Gate 2 approval was completed.
 7.302                 03-01 Project     Y         Update the field if the data has changed since
                       Team Size                   Gate 2 approval was completed.
 7.303                 03-03 Project     Y         Update the field if the data has changed since
                       Sponsor                     Gate 2 approval was completed.
 7.304                 03-04 Vendor      Y         Update the field if the data has changed since
                                                   Gate 2 approval was completed.
 7.305                 03-05 Business       Y      Update the field if the data has changed since
                       Requirements                Gate 2 approval was completed.

 7.306               03-06 Goals &          Y      Update the field if the data has changed since
                     Objectives                    Gate 2 approval was completed.
 7.400       04 Technology Risk 32%

 Gate 3 Checklist
 V 1.3 6/21/2010                                                                         Page 63
Item     PPMT PPM Tool Section           SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                       in Doc
                                                                                                                                             Comments
                                        Required                                                      Mgt
                                          Field                                                      Tab?
 7.401                04-01                 Y      Update the field if the data has changed since
                      New/unproven                 Gate 2 approval was completed.
                      Technologies

 7.402                04-02 Custom          Y      Update the field if the data has changed since
                      developed                    Gate 2 approval was completed.
                      Software
 7.403                04-03 Data            Y      Update the field if the data has changed since
                      Interfaces                   Gate 2 approval was completed.
 7.404                04-04 Existing        Y      Update the field if the data has changed since
                      Infrastructure               Gate 2 approval was completed.
 7.500       05 Organization Risk 32%
 7.501                05-01 Number          Y      Update the field if the data has changed since
                      of Users /                   Gate 2 approval was completed.
                      Stakeholders
 7.502                05-02                 Y      Update the field if the data has changed since
                      Organization                 Gate 2 approval was completed.
                      involvement
 7.050                05-03                 Y      Update the field if the data has changed since
                      Implementation               Gate 2 approval was completed.
                      Sites
 7.504                05-04                 Y      Update the field if the data has changed since
                      Implementation               Gate 2 approval was completed.
                      Approach
 7.600       06 Business / Program Impact Risk 40%
 7.601                06-01 Business     Y      Update the field if the data has changed since
                      Process                   Gate 2 approval was completed.

 7.602                06-02 User            Y      Update the field if the data has changed since
                      Responsibility               Gate 2 approval was completed.
 7.603                06-03                 Y      Update the field if the data has changed since
                      Organizational               Gate 2 approval was completed.
                      Structure
 7.700       07 Consequence of failure Risk 100%
 7.701               07-01 Project        Y      Update the field if the data has changed since
                     cancellation                Gate 2 approval was completed.
 7.702               07-02 Schedule       Y      Update the field if the data has changed since
                     Slippage /                  Gate 2 approval was completed.
                     Budget
                     Overruns


8.000    Issues & Risk Tab



 Gate 3 Checklist
 V 1.3 6/21/2010                                                                       Page 64
Item     PPMT PPM Tool Section        SCIO /         Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                             in Doc
                                                                                                                                                Comments
                                     Required                                                            Mgt
                                       Field                                                            Tab?
 8.100       Issues                               Enter or update any high-level issue. The
                                                  issues listed on this tab are reviewed by
                                                  anyone with read access to the project. The
                                                  PM should keep a detailed project issue list
                                                  that the project team reviews regularly. It is
                                                  suggested by the EPMO to upload the
                                                  project issue list to the Document
                                                  Management tab.

 8.101                                Yes, if a   NOTE: If any issue has been opened by any
                                     Issue was    statewide approver, please ensure you have
                                     entered by   entered a corrective action plan on the
                                     statewide    resolution description section before the gate
                                      reviewer    can be approved.



 8.102                Title                       Enter a title for the issue.
 8.103                Date Entered                This is automatically entered by the PPM Tool.

 8.104                Due Date           Y        Enter a date the issue is due to be completed.

 8.105                Weight                      Using the drop down list, select whether the
                                                  issue is high, medium or low.
 8.106                State                       Using the drop down list, select whether the
                                                  issue is open or closed.
 8.107                Author                      This is automatically entered by the PPM Tool.

 8.108                Owner                       Using the drop down list, select the person to
                                                  whom this issue will be assigned.
 8.109                Escalation                  Using the drop down list, select the level to
                      Level                       which the issue is assigned, "Program",
                                                  "Project", or "Portfolio".
 8.110                Detailed                    Enter a description of the issue.
                      Description
 8.111                Resolution                  Enter the resolution or corrective action plan for
                      Description                 the issue. A suggested best practice is to
                                                  update the resolution in the following format:
                                                  MM/DD/YY, Initials or Name. This is helpful
                                                  when the issue has been open during more
                                                  than one month or crosses phases.


 8.112                Agency ID                   Enter the identifier your agency is using. This
                                                  can be left blank.
 8.113                High-level                  Using the drop down list, select the category of
                      Category                    impact for the issue.


 Gate 3 Checklist
 V 1.3 6/21/2010                                                                        Page 65
Item     PPMT PPM Tool Section        SCIO /          Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                             in Doc
                                                                                                                                                Comments
                                     Required                                                            Mgt
                                       Field                                                            Tab?
 8.114              Owner of Issue                If the issue is to be assigned to someone other
                                                  than the PM, the PM can enter the resource
                                                  name or business group.
 8.115              Source                        Using the drop down list, select which group
                                                  has raised the issue or risk.
 8.200       Risk                                 Enter any significant risk that impacts the cost,
                                                  scope or schedule. The risks listed on this tab
                                                  are reviewed by anyone with read access to the
                                                  project. The PM should keep a detailed project
                                                  risk list that the project team reviews regularly.


 8.201                                Yes, if a   NOTE: If any risk has been opened, please
                                      Risk was    ensure you have entered a corrective action
                                     entered by   plan on the resolution description section. Any
                                     statewide    risk entered by statewide approvers must be
                                      reviewer    addressed before the gate can be approved.


 8.202              Title                         Enter a title for the risk.
 8.203              Date Entered                  This is generated by the PPM Tool.
 8.204              Due Date                      Enter a date the risks due to be resolved or no
                                                  longer a concern.
 8.205              Weight                        Using the drop down list, select whether the risk
                                                  is high, medium or low.
 8.206              State                         Using the drop down list, select whether the risk
                                                  is open or closed.
 8.207              Author                        This is generated by the PPM Tool.
 8.208              Owner                         Using the drop down list, select the person to
                                                  whom this risk will be assigned.
 8.209              Escalation                    Using the drop down list, select the level to
                    Level                         which the risk is assigned, "Program", "Project",
                                                  or "Portfolio".
 8.210              Detailed                      Enter a description of the risk.
                    Description
 8.211              Resolution                    Enter the resolution or corrective action plan for
                    Description                   the risk. A suggested best practice is to update
                                                  the resolution in the following format:
                                                  MM/DD/YY, Initials or Name. This is helpful
                                                  when the risk has been open during more than
                                                  one month or crosses phases.


 8.212              Agency ID                     Enter the identifier your agency is using. This
                                                  can be left blank.
 8.213              High-level                    Using the drop down list, select the category of
                    Category                      impact for the risk.



 Gate 3 Checklist
 V 1.3 6/21/2010                                                                        Page 66
Item     PPMT PPM Tool Section           SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                         in Doc
                                                                                                                                               Comments
                                        Required                                                        Mgt
                                          Field                                                        Tab?
 8.214                Owner of Risk                If the risk is to be assigned to someone other
                                                   than the PM, the PM can enter the resource
                                                   name or business group.
 8.215                Risk Level of                Using the drop down list, select the value 1 - 5
                      Control                      for the risk.
 8.216                Risk Likelihood              Using the drop down list, select the value 1 - 5
                                                   for the likelihood that this risk will occur.
 8.217                Risk Severity                Using the drop down list, select the value 1 - 5
                                                   for the risk severity.
 8.218                Significance                 Enter the value from: Risk level of Control +
                                                   Risk Likelihood + Risk Severity.
 8.219                Source                       Using the drop down list, select which group
                                                   has raised the issue or risk.
9.000    Schedule Tab
 9.100       Actual   Actual Start                 System-generated field. This field will be
                      Date                         generated by the Project Portfolio Management
                                                   (PPM) Tool using the earliest Planned Start
                                                   Date listed under the Phases Section.

 9.200                Actual End Date              System-generated field. This field will be
                                                   generated by the PPM Tool using the latest
                                                   Planned End Date listed under the Phases
                                                   Section.
 9.300                Actual                Y      Enter the % complete for the entire project
                                                   lifecycle.
 9.400       Phases   Initiation Workflow

 9.401                Name                     This was completed in Gate 1. There is not any
                                               data that needs to be updated.
 9.402                Planned Start            This was completed in Gate 1. There is not any
                      Date                     data that needs to be updated.
 9.403                Planned End              This was completed in Gate 1. There is not any
                      Date                     data that needs to be updated.
 9.404                Forecast Start           This was completed in Gate 1. There is not any
                      Date                     data that needs to be updated.
 9.405                Forecast End             This was completed in Gate 1. There is not any
                      Date                     data that needs to be updated.
 9.406                Completion               This was completed in Gate 1. There is not any
                                               data that needs to be updated.
 9.500                Planning and Design Workflow
 9.501                Name                         This was completed in Gate 1. There is not any
                                                   data that needs to be updated.
 9.502                Planned Start                This was completed in Gate 1. There is not any
                      Date                         data that needs to be updated.



 Gate 3 Checklist
 V 1.3 6/21/2010                                                                        Page 67
Item     PPMT PPM Tool Section        SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                           in Doc
                                                                                                                                              Comments
                                     Required                                                          Mgt
                                       Field                                                          Tab?
 9.503              Planned End                 This was completed in Gate 1. There is not any
                    Date                        data that needs to be updated.
 9.504              Forecast Start              This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.505              Forecast End                This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.506              Completion                  If you are working on Planning & Design
                                                activities, please enter the % complete.
                                                Note 1: For waterfall projects, this should be
                                                100.
                                                Note 2: For agile or oterative projects, enter the
                                                % complete for the phase.
 9.600              Execution & Build Workflow
 9.601              Name                        This was completed in Gate 2. There is not any
                                                data that needs to be updated.
 9.602              Planned Start               This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.603              Planned End                 This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.604              Forecast Start      Y       If the start date for the Execution & Build Phase
                    Date                        has changed, enter the new forecast start date
                                                for the Execution & Build Phase. If it has not
                                                changed, it should be the same as the planned
                                                start date.
 9.605              Forecast End        Y       If the end date for the Execution & Build Phase
                    Date                        has changed, enter the new forecast end date
                                                for the Execution & Build Phase. If it has not
                                                changed, it should be the same as the planned
                                                end date.
 9.606              Completion          Y       If you are working on Execution & Build
                                                activities, please enter the % complete.
                                                Note 1: For waterfall projects, this should be 99
                                                or 100.
                                                Note 2: For agile or iterative projects, enter the
                                                % complete for the phase.
 9.700              Implementation Workflow
 9.701              Name                Y       Using the drop down list, select the
                                                Implementation Workflow.
 9.702              Planned Start       Y       Enter the date you plan to start the
                    Date                        Implementation Phase of the project.
 9.703              Planned End         Y       Enter the date you plan to end the
                    Date                        Implementation Phase of the project.




 Gate 3 Checklist
 V 1.3 6/21/2010                                                                      Page 68
Item     PPMT PPM Tool Section         SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field           EPMO                                                           in Doc
                                                                                                                                               Comments
                                      Required                                                          Mgt
                                        Field                                                          Tab?
 9.704               Forecast Start      Y       If the start date for the Implementation Phase
                     Date                        has changed, enter the new forecast start date
                                                 for the Implementation Phase. If it has not
                                                 changed, it should be the same as the planned
                                                 start date.
 9.705               Forecast End        Y       If the end date for the Implementation Phase
                     Date                        has changed, enter the new forecast end date
                                                 for the Implementation Phase. If it has not
                                                 changed, it should be the same as the planned
                                                 end date.
 9.706               Completion          Y       If you are working on Implementation activities,
                                                 please enter the % complete.
                                                 Note 1: For waterfall projects, this should be
                                                 zero unless you have continued project work
                                                 without getting gate approval.
                                                 Note 2: For agile or iterative projects, enter the
                                                 % complete for the phase.
 9.800               Project Closeout Workflow
 9.801               Name                N       Using the drop down list, select the Project
                                                 Closeout Workflow.
 9.802               Planned Start       N       Enter the date you plan to start the Project
                     Date                        Closeout Phase of the project.
 9.803               Planned End         N       Enter the date you plan to end the Project
                     Date                        Closeout Phase of the project.
 9.804               Forecast Start      N       If the start date for the Project Closeout Phase
                     Date                        has changed, enter the new forecast start date
                                                 for the Project Closeout Phase. If it has not
                                                 changed, it should be the same as the planned
                                                 start date.
 9.805               Forecast End        N       If the end date for the Project Closeout Phase
                     Date                        has changed, enter the new forecast end date
                                                 for the Project Closeout Phase. If it has not
                                                 changed, it should be the same as the planned
                                                 end date.
 9.806               Completion          N       Enter the % of work complete for the Project
                                                 Closeout Phase. This should be zero; however,
                                                 if you are working on Closeout activities please
                                                 enter the % complete.

 9.900       Milestones                          Enter the Execution & Build Phase Milestones
                                                 that are known at Gate 2.
 9.901               Milestone Name      Y       Enter the Milestone Name. Use the same
                                                 Milestone name used in your MS Project Plan
                                                 which identifies your WBS.
 9.902               Planned Date        Y       Enter the planned end date for the Milestone.


 Gate 3 Checklist
 V 1.3 6/21/2010                                                                       Page 69
 Item     PPMT PPM Tool Section         SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field           EPMO                                                         in Doc
                                                                                                                                              Comments
                                       Required                                                        Mgt
                                         Field                                                        Tab?
  9.903                Forecast Date      Y       If the planned date of the Milestone changes,
                                                  enter the new forecast date of the Milestone.

  9.100       Dependencies
  9.101                Project            N
  9.102                Milestone          N
  9.103                Type               N
  9.110       Microsoft Project           N       You can upload MS Project but it is
                                                  STRONGLY suggested you do not upload it.
                                                  Instead, place a copy of the MS Project
                                                  document in the Document Management tab.


10.000    Status Tab
 10.100       Snapshot Reports            Y       In order to complete the gate, the project must
                                                  be current on monthly status reports. NOTE: If
                                                  you are not up to date with the monthly status
                                                  reports, the project may be rejected at gate
                                                  approval. For information on the Status tab,
                                                  refer to the monthly status instructions.


11.000    Cost Tracking Tab
 11.100       Total Investment Cost               The Project Cost, along with the monthly status
                                                  reports, must be up to date and entered at level
                                                  4 to receive Gate 2 approval. The Cost
                                                  Tracking tab is updated each month to record
                                                  the project cost expenditures under the Actual
                                                  Cost Column. Do not confuse the project cost
                                                  incurred with the internal accounting system
                                                  that pays invoices. These are often different.
                                                  The cost entered here is the cost that the
                                                  project has incurred. The PM should be
                                                  tracking actual invoice payment, but some
                                                  invoices may be paid after the project has
                                                  closed in the PPM Tool.




 11.101                Level 1            N       Do not enter data at level 1 for Gate 3.
 11.102                Level 2            N       Do not enter data at level 2 for Gate 3.
 11.103                Level 3            N       Do not enter data at level 3 for Gate 3.
 11.104                Level 4            Y       Validate that the cost is current on the Cost
                                                  Tracking tab at level 4.
11.200    Cost Tracking Tab - Cost Forecast


  Gate 3 Checklist
  V 1.3 6/21/2010                                                                      Page 70
 Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field              EPMO                                                          in Doc
                                                                                                                                                  Comments
                                          Required                                                         Mgt
                                            Field                                                         Tab?
 11.201         Total Investment Cost                As the project incurs cost over or under what
                                                     was projected, the Cost Forecast may need to
                                                     be modified monthly. The Cost Forecast is for
                                                     future months. Please validate that the Cost
                                                     Forecast matches your plan before submitting
                                                     for Gate approval.


 11.202                  Level 1              N      Do not enter data at level 1 for Gate 2.
 11.203                  Level 2              N      Do not enter data at level 2 for Gate 2.
 11.204                  Level 3              N      Do not enter data at level 3 for Gate 2.
 11.205                  Level 4              Y      Validate that the forecast cost is current on the
                                                     Cost Forecast tab at level 4.
12.000    Project Reports Tab
 12.100         NOTE: This tab is not used for gate review


13.000
              NOTE: This tab is only used Tab
          Document Management to store additional project documentation that is not entered on any of the other PPM
 13.100         Tool tabs. These documents are placed into the Document Management tab and are eligible for review by the PMA,
                QA and/or Statewide reviewers.


14.000    Additional Requirements Not Listed in the PPM Tool
 14.100         Project Coordination          Y      Update the document if the data has changed
                List                                 since Gate 1 approval was completed. Load the
                                                     updated document into the Document
                                                     Management Tab.


 14.200         Meeting with the PMA on       Y      Discuss and review with your PMA the scope of
                the project status                   this project, the Rough Order of Magnitude
                                                     (ROM) of cost or the estimated high-level cost,
                                                     and the projected schedule. Your PMA should
                                                     review the data entered into the PPM Tool for
                                                     Gate 2 BEFORE the project is submitted




  Gate 3 Checklist
  V 1.3 6/21/2010                                                                          Page 71
 Item     PPMT PPM Tool Section    SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field      EPMO                                                         in Doc
                                                                                                                                         Comments
                                  Required                                                        Mgt
                                    Field                                                        Tab?
 14.300       Operations &           Y       If your project does not have 5 years O & M,
              Maintenance                    please explain why. Each project is expected to
                                             report 5 years O & M cost. Some projects will
                                             not have O & M while some projects may have
                                             less than 5 years O & M. The omission of O &
                                             M should be explained on two tabs of the PPM
                                             Tool. (1) The PM should explain in the "Item
                                             Out Of Scope" section on the Project Info tab
                                             why O & M is not needed for 5 years. (2) There
                                             should also be a note placed on the Budget tab
                                             under the comments icon.
                                             Note: A Planning Project will not have any O &
                                             M. Also if the project lifecycle will only be in
                                             existence for 4 years, a 5 year O & M would not
                                             apply.



15.000    Comments




  Gate 3 Checklist
  V 1.3 6/21/2010                                                                Page 72
                                                             State of North Carolina
                                PPM Tool Gate Checklist for Projects Over $500K & Projects Attached to Programs
                                          Implementation Exit Criteria and Closeout Entrance Criteria
Agency:                                                                                                                  Agency - Date Reviewed
                                                                                                                         & Reviewer:
Project Name:                                                                                                            PMA - Date Reviewed &
                                                                                                                         Reviewer:
Project Manager:

  Item     PPMT PPM Tool Section                SCIO /        Field Data Notes / Instructions                   Placed     PMA Comments           PM Comments   Agency QA Review
            TAB Section  Field                  EPMO                                                            in Doc
                                                                                                                                                                   Comments
                                               Required                                                           Mgt
                                                 Field                                                           Tab?


  1.000    Project Information Tab
   1.100           Project Information
   1.101                     Project Name         Y       Update the field if the data has changed since
                                                          Gate 3 approval was completed.
   1.102                    Start Date            Y       Update the field if the data has changed since
                                                          Gate 3 approval was completed.
   1.103                    End Date              Y       Update the field if the data has changed since
                                                          Gate 3 approval was completed.
   1.104                    Creation Date                 System-generated field. Date the project was
                                                          created in the PPM Tool and added to the
                                                          database.
   1.105                    Workflow Status               System-generated field. Phase of the PPM
                                                          Workflow.
   1.106                    Fixed Start Date              Not required at this time. The Fixed Start Date
                                                          would be a predetermined date driven by a
                                                          dependent or higher priority project or external
                                                          requirement.
                                                          EX: Another dependent or higher priority project
                                                          requires this project to be started by a certain
                                                          time. Or, funding approval requires this project
                                                          to be initiated by a certain point in time. Or,
                                                          federally imposed requirements, legislation or
                                                          regulations require this project to be initiated by
                                                          a certain date, etc.


   1.107                    Fixed End Date                Not required at this time. The Fixed End Date
                                                          would be an external date requirement.
                                                          EX: Another project, funding, federal
                                                          requirements, state requirements, grant
                                                          requirements, etc.


   1.108                    Benefits Start        Y       Update the field if the data has changed since
                            Date                          Gate 3 approval was completed.


   Gate Implementation
   V 1.3 6/21/2010                                                                               Page 73
Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                         in Doc
                                                                                                                                              Comments
                                       Required                                                        Mgt
                                         Field                                                        Tab?
 1.109              Capitalization        Y       Update the field if the data has changed since
                    Period                        Gate 3 approval was completed.
 1.110              ProjectID                     System-generated field. The ProjectID is used
                                                  as a reference point in the PPM Database.

 1.111              Agency                Y       Update the field if the data has changed since
                    ProjectID                     Gate 1 approval was completed.
 1.112              Project Range         Y       You have completed the Execution & Build
                                                  Phase. Using the budget cost entered on the
                                                  Budget Cost tab and any Change Request
                                                  approved, validate the project is in the correct
                                                  cost range.
                                                  NOTE: If this was originally under $500K and is
                                                  now over $500K the PPM Tool will
                                                  automatically reset the project to go back
                                                  through Gate 1. The statewide approvers need
                                                  to re-evaluate Gate 1 based upon the new
                                                  projected budget over $500k.

 1.113              Project Range         Y       Update the field if the data has changed since
                    Level of                      Gate 3 approval was completed.
                    Confidence
 1.114              Type of Project       Y       Update the field if the data has changed since
                                                  Gate 3 approval was completed.
 1.115              Budget Code           Y       Update the field if the data has changed since
                                                  Gate 3 approval was completed.
 1.116              Initiation Phase      Y       Update the field if the data has changed since
                    Budget                        Gate 3 approval was completed.
 1.117              Planning &            Y       Update the field if the data has changed since
                    Design Phase                  Gate 3 approval was completed.
                    Budget
 1.118              Baseline Project              This is updated by the EPMO QA staff.
                    Budget
                    (updated by
                    EPMO QA)



 1.119              Baseline Project              This is updated by the EPMO QA staff.
                    End Date
                    (updated by
                    EPMO QA)



 1.120              Department or         Y       Update the field if the data has changed since
                    Agency                        Gate 3 approval was completed.
 1.121              Division              Y       Update the field if the data has changed since
                                                  Gate 3 approval was completed.

 Gate Implementation
 V 1.3 6/21/2010                                                                       Page 74
Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                       in Doc
                                                                                                                                              Comments
                                         Required                                                      Mgt
                                           Field                                                      Tab?
 1.122                Part of an            Y       Update the field if the data has changed since
                      Approved                      Gate 3 approval was completed.
                      Program?
 1.123                Project               Y       Update the field if the data has changed since
                      Manager Name                  Gate 3 approval was completed.

 1.124                Project               Y       Update the field if the data has changed since
                      Manager                       Gate 3 approval was completed.
                      Telephone
 1.125                Project               Y       Update the field if the data has changed since
                      Manager E-Mail                Gate 3 approval was completed.

 1.126                Project Security      Y       Update the field if the data has changed since
                      Contact                       Gate 3 approval was completed.

 1.127                Project Sponsor       Y       Update the field if the data has changed since
                                                    Gate 3 approval was completed.
 1.128                Project Sponsor       Y       Update the field if the data has changed since
                      Organization                  Gate 3 approval was completed.

 1.200       Budget Information
 1.201                For this fiscal       Y       Update the field if the data has changed since
                      year, are funds               Gate 3 approval was completed.
                      currently
                      budgeted for
                      this project?


 1.202                For fiscal year,      Y       Update the field if the data has changed since
                      if Yes, please                Gate 3 approval was completed.
                      reference the
                      application
                      budget codes
                      and fund codes.
                      If no, what is
                      your plan to
                      secure funding?



 1.203                For the total         Y       Update the field if the data has changed since
                      scope of the                  Gate 3 approval was completed.
                      project, are
                      funds currently
                      budgeted?




 Gate Implementation
 V 1.3 6/21/2010                                                                        Page 75
Item     PPMT PPM Tool Section             SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                       in Doc
                                                                                                                                               Comments
                                          Required                                                      Mgt
                                            Field                                                      Tab?
 1.204                For Total              Y       Update the field if the data has changed since
                      Scope, if Yes,                 Gate 3 approval was completed.
                      please
                      reference the
                      application
                      budget codes
                      and funds. If no,
                      what is your
                      plan to secure
                      funding?


 1.205                Expansion              Y       Update the field if the data has changed since
                      Budget Request                 Gate 3 approval was completed.

 1.206                New Expansion          Y       Update the field if the data has changed since
                      Budget $                       Gate 3 approval was completed.
                      Required in
                      Year 1

 1.207                New Expansion          Y       Update the field if the data has changed since
                      Budget $                       Gate 3 approval was completed.
                      Required in
                      Year 2

 1.208                Contributor            Y       Update the field if the data has changed since
                                                     Gate 3 approval was completed.
 1.209                PMA                            This field will be updated by the EPMO staff.
                                                     The EPMO will assign a PMA to this project
                                                     when the project is added to the PPM Tool
                                                     database.
 1.210                Project                Y       Update the field if the data has changed.
                      Reviewer
 1.211                Assigned PMA                   This field will be updated by the EPMO staff.
                                                     The EPMO will assign a PMA to this project
                                                     when the project is added to the PPM Tool
                                                     database.
 1.300       Initiation Phase - Project Charter
                  Business Issues and Business Goals
 1.301                  Business Issues      Y  Update the field if the data has changed since
                                                Gate 3 approval was completed.
 1.302                  Business Goals       Y  Update the field if the data has changed since
                                                Gate 3 approval was completed.
 1.400            Project Definition
 1.401                  Project Goals        Y  Update the field if the data has changed since
                                                Gate 3 approval was completed.


 Gate Implementation
 V 1.3 6/21/2010                                                                         Page 76
Item     PPMT PPM Tool Section             SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field               EPMO                                                       in Doc
                                                                                                                                               Comments
                                          Required                                                      Mgt
                                            Field                                                      Tab?
 1.402               Project                 Y       Update the field if the data has changed since
                     Deliverables                    Gate 3 approval was completed.
 1.403               Items Out of            Y       Update the field if the data has changed since
                     Scope (Scope                    Gate 3 approval was completed.
                     Exclusions)
 1.404               Proposed                Y       Update the field if the data has changed since
                     Strategy                        Gate 32 approval was completed.
 1.405               High-level              Y       Update the field if the data has changed since
                     Assumptions                     Gate 3 approval was completed.
                     and Constraints

 1.406               Key                     Y       Update the field if the data has changed since
                     Dependencies                    Gate 3 approval was completed.
                     External to the
                     Project
 1.407               Project                 Y       Update the field if the data has changed since
                     Organization                    Gate 3 approval was completed.
                     and Roles
 1.500          Enterprise Architecture Questionnaire
 1.501               Select the           Y     Update the field if the data has changed since
                     Common                     Gate 3 approval was completed.
                     Shared
                     Technical
                     Infrastructure
                     and Services
 1.502               Will this project       Y       Update the field if the data has changed since
                     replace or                      Gate 3 approval was completed.
                     enhance and
                     existing
                     system?


 1.503               Will the project        Y       Update the field if the data has changed since
                     include security                Gate 3 approval was completed.
                     enhancements
                     for an existing
                     system?


 1.504               Which clients           Y       Update the field if the data has changed since
                     will access this                Gate 3 approval was completed.
                     system via the
                     internet?

 1.505               Which clients           Y       Update the field if the data has changed since
                     will require login              Gate 3 approval was completed.
                     functionality?



 Gate Implementation
 V 1.3 6/21/2010                                                                         Page 77
Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                       in Doc
                                                                                                                                              Comments
                                         Required                                                      Mgt
                                           Field                                                      Tab?
 1.506               Is the system          Y       Update the field if the data has changed since
                     required to                    Gate 3 approval was completed.
                     comply with
                     federal or state
                     FERPA privacy
                     laws?
 1.507               Will this system       Y       Update the field if the data has changed since
                     interface with                 Gate 3 approval was completed.
                     State Business
                     Infrastructure
                     Systems?



 1.508               Which entities         Y       Update the field if the data has changed since
                     will this system               Gate 3 approval was completed.
                     integrate with?



 1.509               Which staffing         Y       Update the field if the data has changed since
                     approach will be               Gate 3 approval was completed.
                     utilized to
                     deliver this
                     system?
 1.510               How will the           Y       Update the field if the data has changed since
                     functionality for              Gate 3 approval was completed.
                     this system be
                     delivered?

 1.511               What Pilot             Y       Update the field if the data has changed since
                     approach will be               Gate 3 approval was completed.
                     utilized prior to
                     rollout of this
                     system?


 1.600          Security Questions




 Gate Implementation
 V 1.3 6/21/2010                                                                        Page 78
Item     PPMT PPM Tool Section            SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field              EPMO                                                       in Doc
                                                                                                                                              Comments
                                         Required                                                      Mgt
                                           Field                                                      Tab?
 1.601               Will your project      Y       Update the field if the data has changed since
                     accept credit                  Gate 3 approval was completed.
                     cards? If so,
                     then the system
                     must be PCI
                     compliant prior
                     to
                     implementation
                     and usage of
                     the CPS offered
                     by OSC should
                     be utilized.




 1.602               As a result of         Y       Update the field if the data has changed since
                     the project will               Gate 3 approval was completed.
                     there be
                     collection
                     and/or storage
                     of
                     Personal/Confid
                     ential data? If
                     so, choose
                     which data.

 1.700          Alternative Analysis Completed (Required only if Investment Cost > $10M)
 1.701                Alternative       TBD     If the project range has changed and is now
                      Analysis                  over $10M update the field and complete and
                      Completed                 fill out the Alternative Analysis documents. This
                                                is only to be completed if the TCO is > $10M.
                                                The forms can be found on the EPMO Website
                                                under forms and must be attached to the
                                                Document Management tab.
                                                NOTE: Please evaluate the project budget to
                                                determine if a change request is needed for the
                                                agency CFO and OSBM to validate the
                                                finances are available for the new projected
                                                budget.


 1.800          Project Manager Interview Completed (To be completed by EPMO)
 1.801               Project                   The PMA will update the field if the data has
                     Manager                   changed since Gate 3 approval was completed.
                     Interview
                     Completed
 1.900       Planning and Design Phase




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Item     PPMT PPM Tool Section       SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field         EPMO                                                         in Doc
                                                                                                                                           Comments
                                    Required                                                        Mgt
                                      Field                                                        Tab?
 1.901              System Design      Y       The updated System Document is required for
                    Document                   Gate 3. The System Design template, named
                    Status                     "Technical Architecture System Design", can
                                               be found on the ETS Website and in the
                                               template section of the PPM Tool. Please
                                               review the document and complete the required
                                               sections as indicated in the document. Please
                                               submit the System design to ETS (5 to 10
                                               business days) prior to submitting for the gate
                                               approval to allow ETS appropriate time to
                                               review. ETS is one of the statewide approvers.
                                               ETS must approve the System Design
                                               document before the gate can be approved.

                                               If you are unsure the level of detail needed see
                                               page 3 of the System Design Dcoument for
                                               instructions. If you have additional questions
                                               please contact ITS A & E for additional
                                               assistance.




 2.000          Agency Document Checklist      If you answered "Yes" to any agency
                                               document, please place the document in the
                                               Document Management tab so your PMA can
                                               review.
 2.001              Project            N       If you selected "Yes", please ensure the
                    Management                 document has been placed in the Document
                    Plan                       Management tab.
 2.002              Project            N       Please ensure the latest copy of the document
                    Schedule                   has been placed in the Document Management
                                               tab.
 2.003              Staffing Plan      Y       Please ensure the latest copy of the document
                                               has been placed in the Document Management
                                               tab.
 2.004              Business           Y       Please ensure the latest copy of the document
                    Requirements               has been placed in the Document Management
                    Documented                 tab.
 2.005              Communication      N       If you selected "Yes", please ensure the
                    Plan                       document has been placed in the Document
                                               Management tab.
 2.006              Procurement        Y       Please ensure the latest copy of the document
                    Plan                       has been placed in the Document Management
                                               tab.
 2.007              Change             N       If you selected "Yes", please ensure the
                    Management                 document has been placed in the Document
                    Plan                       Management tab.

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Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field            EPMO                                                         in Doc
                                                                                                                                              Comments
                                       Required                                                        Mgt
                                         Field                                                        Tab?
 2.008               Training Plan        N       If you selected "Yes", please ensure the
                                                  document has been placed in the Document
                                                  Management tab.
 2.009               Project Test         N       If you selected "Yes", please ensure the
                     Plan                         document has been placed in the Document
                                                  Management tab.
 2.010               Deployment and       N       If you selected "Yes", please ensure the
                     Rollout Plan                 document has been placed in the Document
                                                  Management tab.
 2.011               Acceptance           N       If you selected "Yes", please ensure the
                     Criteria Plan                document has been placed in the Document
                                                  Management tab.
 2.012               Risk                 N       If you selected "Yes", please ensure the
                     Management                   document has been placed in the Document
                     Plan                         Management tab.
 2.013               Project Quality      N       If you selected "Yes", please ensure the
                     Assurance Plan               document has been placed in the Document
                                                  Management tab.
 2.014               Statement of         N       If you selected "Yes", please ensure the
                     Work (SOW)                   document has been placed in the Document
                                                  Management tab.
 2.015               Configuration        N       If you selected "Yes", please ensure the
                     Management                   document has been placed in the Document
                     Plan                         Management tab.
 2.100       Execution & Build Phase
 2.101          Agency Document Checklist
 2.102              Disaster           N          If you selected "Yes", please ensure the
                    Recovery or                   document has been placed in the Document
                    Business                      Management tab.
                    Continuity Plan
 2.103               Test and             N
                     Acceptance
                     Results                      If you selected "Yes", please ensure the
                                                  approval document has been placed in the
                                                  Document Management tab. The document
                                                  may be an e-mail, memorandum, or any
                                                  document that shows agency approval of the
                                                  User Acceptance Test results. While a signed
                                                  document is not required, the approval authority
                                                  must be the project sponsor, agency CIO or
                                                  agency PMO Director. The approval authority
                                                  must be documented in the project's Change
                                                  Management Plan
 2.104               Pilot Results        N       If you selected "Yes", please ensure the
                                                  document has been placed in the Document
                                                  Management tab.


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Item     PPMT PPM Tool Section                SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field                  EPMO                                                          in Doc
                                                                                                                                                     Comments
                                             Required                                                         Mgt
                                               Field                                                         Tab?
 2.105                   Operations and         N       If you selected "Yes", please ensure the
                         Maintenance                    document has been placed in the Document
                         Transition Plan                Management tab.


         Project Information Tab - part 2
 2.200        Workflow                                  At the top of the Project Information tab, you
                                                        will see Change Request, Alert Subscription,
                                                        Workflow, and Project Associations. Place
                                                        your cursor over Workflow and left click. This
                                                        will display another screen.


 2.201                   Deliverables           N       If any fields are displayed in red, they do not
                         state. You have                have a value entered in the PPM Tool. A value
                         to insert a value              must be entered. On initial entry, the value zero
                         for fields in red              is not recognized by the PPM Tool. You must
                         (if any).                      enter a zero to resolve the error. You do not
                                                        have to enter the zero in every field. You can
                                                        go to the last column and enter a zero for any
                                                        row displaying a zero.
                                                        NOTE1: The Budget Cost tab is locked and
                                                        cannot be updated.
                                                        NOTE2: Benefits Estimate tab (level 2). For
                                                        Gate 1 you do not need to make this
                                                        adjustment. This adjustment needs to be made
                                                        at Gate 2.



3.000 Budget Cost Tab
 3.100        Total Investment Cost                     The Budget Cost tab is locked. If the Budget
                                                        Cost needs to be modified, a Change Request
                                                        must be submitted.
 3.101                   Level 1                        This tab is locked. Data cannot be modified.

 3.102                   Level 2                        This tab is locked. Data cannot be modified.

 3.103                   Level 3                        This tab is locked. Data cannot be modified.

 3.104                   Level 4                        This tab is locked. Data cannot be modified.


4.000    Budget Resource Tab
 4.100        NOTE: please do not enter data into this tab. This tab is not used.


5.000    Benefits Estimate Tab


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Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?
 5.100       Total Benefits - Fiscal               Enter the Benefits at level 2 for Gate 3. The
             Year                                  Benefits Dollars should be entered by year and
                                                   type of benefit.
                                                   NOTE: The PPM Tool does not recognize
                                                   zeroes and marks the field in error. Once you
                                                   have completed entering all of your budget
                                                   data, go to the far right column. For any field in
                                                   the last column that contains a zero, enter a
                                                   zero. This will correct the error.


 5.101                 Level 1             N       Do not enter data at level 1 for Gate 3.
 5.102                 Level 2             Y       Validate that the Benefits have not changed. If
                                                   the Benefits have changed, enter the Benefits
                                                   dollars at level 2.
                                                   NOTE: If you have an additional benefits
                                                   document for OSBM to review, please load it
                                                   into the Document Management Tab.

6.000    Strategic Impact Tab
 6.100       NOTE: For Implementation, this tab is locked and cannot be updated.


7.000    Risk Tab
 7.100       01 Schedule Risk 10%
 7.101               01-01 Schedule        Y       Update the field if the data has changed since
                     / Timetable                   Gate 3 approval was completed.

 7.102                 01-02 Fixed       Y         Update the field if the data has changed since
                       End Date                    Gate 3 approval was completed.
 7.200       02 Funding Risk 10%
 7.201                 02-01 Project     Y         Update the field if the data has changed since
                       Funding                     Gate 3 approval was completed.
 7.300       03 Project Management Risk 25%
 7.301                 03-02 Project     Y         Update the field if the data has changed since
                       Team Location               Gate 3 approval was completed.
 7.302                 03-01 Project     Y         Update the field if the data has changed since
                       Team Size                   Gate 3 approval was completed.
 7.303                 03-03 Project     Y         Update the field if the data has changed since
                       Sponsor                     Gate 3 approval was completed.
 7.304                 03-04 Vendor      Y         Update the field if the data has changed since
                                                   Gate 3 approval was completed.
 7.305                 03-05 Business      Y       Update the field if the data has changed since
                       Requirements                Gate 3 approval was completed.

 7.306               03-06 Goals &         Y       Update the field if the data has changed since
                     Objectives                    Gate 3 approval was completed.
 7.400       04 Technology Risk 32%

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 V 1.3 6/21/2010                                                                         Page 83
Item     PPMT PPM Tool Section           SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                       in Doc
                                                                                                                                             Comments
                                        Required                                                      Mgt
                                          Field                                                      Tab?
 7.401                04-01                 Y      Update the field if the data has changed since
                      New/unproven                 Gate 3 approval was completed.
                      Technologies

 7.402                04-02 Custom          Y      Update the field if the data has changed since
                      developed                    Gate 3 approval was completed.
                      Software
 7.403                04-03 Data            Y      Update the field if the data has changed since
                      Interfaces                   Gate 3 approval was completed.
 7.404                04-04 Existing        Y      Update the field if the data has changed since
                      Infrastructure               Gate 3 approval was completed.
 7.500       05 Organization Risk 32%
 7.501                05-01 Number          Y      Update the field if the data has changed since
                      of Users /                   Gate 3 approval was completed.
                      Stakeholders
 7.502                05-02                 Y      Update the field if the data has changed since
                      Organization                 Gate 3 approval was completed.
                      involvement
 7.050                05-03                 Y      Update the field if the data has changed since
                      Implementation               gate 3 approval was completed.
                      Sites
 7.504                05-04                 Y      Update the field if the data has changed since
                      Implementation               gate 3 approval was completed.
                      Approach
 7.600       06 Business / Program Impact Risk 40%
 7.601                06-01 Business     Y      Update the field if the data has changed since
                      Process                   gate 3 approval was completed.

 7.602                06-02 User            Y      Update the field if the data has changed since
                      Responsibility               gate 3 approval was completed.
 7.603                06-03                 Y      Update the field if the data has changed since
                      Organizational               gate 3 approval was completed.
                      Structure
 7.700       07 Consequence of failure Risk 100%
 7.701               07-01 Project        Y      Update the field if the data has changed since
                     cancellation                gate 3 approval was completed.
 7.702               07-02 Schedule       Y      Update the field if the data has changed since
                     Slippage /                  gate 3 approval was completed.
                     Budget
                     Overruns


8.000    Issues & Risk Tab




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 V 1.3 6/21/2010                                                                       Page 84
Item     PPMT PPM Tool Section        SCIO /         Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                             in Doc
                                                                                                                                                Comments
                                     Required                                                            Mgt
                                       Field                                                            Tab?
 8.100       Issues                               Enter or update any high-level issue. The
                                                  issues listed on this tab are reviewed by
                                                  anyone with read access to the project. The
                                                  PM should keep a detailed project issue list
                                                  that the project team reviews regularly. It is
                                                  suggested by the EPMO to upload the
                                                  project issue list to the Document
                                                  Management tab.

 8.101                                Yes, if a   NOTE: If any issue has been opened by any
                                     Issue was    statewide approver, please ensure you have
                                     entered by   entered a corrective action plan on the
                                     statewide    resolution description section before the gate
                                      reviewer    can be approved.



 8.102                Title                       Enter a title for the issue.
 8.103                Date Entered                This is automatically entered by the PPM Tool.

 8.104                Due Date           Y        Enter a date the issue is due to be completed.

 8.105                Weight                      Using the drop down list, select whether the
                                                  issue is high, medium or low.
 8.106                State                       Using the drop down list, select whether the
                                                  issue is open or closed.
 8.107                Author                      This is automatically entered by the PPM Tool.

 8.108                Owner                       Using the drop down list, select the person this
                                                  issue is to be assigned to.
 8.109                Escalation                  Using the drop down list, select the level to
                      Level                       which the issue is assigned, "Program",
                                                  "Project", or "Portfolio".
 8.110                Detailed                    Enter a description of the issue.
                      Description
 8.111                Resolution                  Enter the resolution or corrective action plan for
                      Description                 the issue. A suggested best practice is to
                                                  update the resolution in the following format:
                                                  MM/DD/YY, Initials or Name. This is helpful
                                                  when the issue has been open during more
                                                  than one month or crosses phases.


 8.112                Agency ID                   Enter the identifier your agency is using. This
                                                  can be left blank.
 8.113                High-level                  Using the drop down list, select the category of
                      Category                    impact for the issue.



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 V 1.3 6/21/2010                                                                        Page 85
Item     PPMT PPM Tool Section        SCIO /          Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                             in Doc
                                                                                                                                                Comments
                                     Required                                                            Mgt
                                       Field                                                            Tab?
 8.114              Owner of Issue                If the issue is to be assigned to someone other
                                                  than the PM, the PM can enter the resource
                                                  name or business group.
 8.115              Source                        Using the drop down list, select which group
                                                  has raised the issue or risk.
 8.200       Risk                                 Enter any significant risk that impacts the cost,
                                                  scope or schedule. The risks listed on this tab
                                                  are reviewed by anyone with read access to the
                                                  project. The PM should keep a detailed project
                                                  risk list that the project team reviews regularly.


 8.201                                Yes, if a   NOTE: If any risk has been opened, please
                                      Risk was    ensure you have entered a corrective action
                                     entered by   plan on the resolution description section. Any
                                     statewide    risk entered by statewide approvers must be
                                      reviewer    addressed before the gate can be approved.


 8.202              Title                         Enter a title for the risk.
 8.203              Date Entered                  This is generated by the PPM Tool.
 8.204              Due Date                      Enter a date the risks due to be resolved or no
                                                  longer a concern.
 8.205              Weight                        Using the drop down list, select whether the risk
                                                  is high, medium or low.
 8.206              State                         Using the drop down list, select whether the risk
                                                  is open or closed.
 8.207              Author                        This is generated by the PPM Tool.
 8.208              Owner                         Using the drop down list, select the person this
                                                  risk is to be assigned to.
 8.209              Escalation                    Using the drop down list, select the level to
                    Level                         which the risk is assigned, "Program", "Project",
                                                  or "Portfolio".
 8.210              Detailed                      Enter a description of the risk.
                    Description
 8.211              Resolution                    Enter the resolution or corrective action plan for
                    Description                   the risk. A suggested best practice is to update
                                                  the resolution in the following format:
                                                  MM/DD/YY, Initials or Name. This is helpful
                                                  when the risk has been open during more than
                                                  one month or crosses phases.


 8.212              Agency ID                     Enter the identifier your agency is using. This
                                                  can be left blank.
 8.213              High-level                    Using the drop down list, select the category of
                    Category                      impact for the risk.




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Item     PPMT PPM Tool Section           SCIO /       Field Data Notes / Instructions                 Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                         in Doc
                                                                                                                                               Comments
                                        Required                                                        Mgt
                                          Field                                                        Tab?
 8.214                Owner of Risk                If the risk is to be assigned to someone other
                                                   than the PM, the PM can enter the resource
                                                   name or business group.
 8.215                Risk Level of                Using the drop down list, select the value 1 - 5
                      Control                      for the risk.
 8.216                Risk Likelihood              Using the drop down list, select the value 1 - 5
                                                   for the likelihood that this risk will occur.
 8.217                Risk Severity                Using the drop down list, select the value 1 - 5
                                                   for the risk severity.
 8.218                Significance                 Enter the value from: Risk Level of Control +
                                                   Risk Likelihood + Risk Severity.
 8.219                Source                       Using the drop down list, select which group
                                                   has raised the issue or risk.
9.000    Schedule Tab
 9.100       Actual   Actual Start                 System-generated field. This field will be
                      Date                         generated by the PPM Tool using the earliest
                                                   Planned Start Date listed under the Phases
                                                   Section.
 9.200                Actual End Date              System-generated field. This field will be
                                                   generated by the PPM Tool using the latest
                                                   Planned End Date listed under the Phases
                                                   Section.
 9.300                Actual                Y      Enter the % complete for the entire project
                                                   lifecycle.
 9.400       Phases   Initiation Workflow
 9.401                Name                     This was completed in Gate 1. There is not any
                                               data that needs to be updated.
 9.402                Planned Start            This was completed in Gate 1. There is not any
                      Date                     data that needs to be updated.
 9.403                Planned End              This was completed in Gate 1. There is not any
                      Date                     data that needs to be updated.
 9.404                Forecast Start           This was completed in Gate 1. There is not any
                      Date                     data that needs to be updated.
 9.405                Forecast End             This was completed in Gate 1. There is not any
                      Date                     data that needs to be updated.
 9.406                Completion               This was completed in Gate 1. There is not any
                                               data that needs to be updated.
 9.500                Planning and Design Workflow
 9.501                Name                         This was completed in Gate 1. There is not any
                                                   data that needs to be updated.
 9.502                Planned Start                This was completed in Gate 1. There is not any
                      Date                         data that needs to be updated.
 9.503                Planned End                  This was completed in Gate 1. There is not any
                      Date                         data that needs to be updated.
 9.504                Forecast Start               This was completed in Gate 2. There is not any
                      Date                         data that needs to be updated.
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 V 1.3 6/21/2010                                                                        Page 87
Item     PPMT PPM Tool Section        SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                           in Doc
                                                                                                                                              Comments
                                     Required                                                          Mgt
                                       Field                                                          Tab?
 9.505              Forecast End                This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.506              Completion                  If you are working on Planning & Design
                                                activities, please enter the % complete.
                                                Note 1: For waterfall projects, this should be
                                                100.
                                                Note 2: For agile or iterative projects, enter the
                                                % complete for the phase.
 9.600              Execution & Build Workflow
 9.601              Name                        This was completed in Gate 2. There is not any
                                                data that needs to be updated.
 9.602              Planned Start               This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.603              Planned End                 This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.604              Forecast Start      Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.
 9.605              Forecast End        Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.
 9.606              Completion          Y       If you are working on Execution & Build
                                                activities, please enter the % complete.
                                                Note 1: For waterfall projects, this should be 99
                                                or 100.
                                                Note 2: For agile or iterative projects, enter the
                                                % complete for the phase.
 9.700              Implementation Workflow
 9.701              Name                Y       This was completed in Gate 3. There is not any
                                                data that needs to be updated.
 9.702              Planned Start       Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.
 9.703              Planned End         Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.
 9.704              Forecast Start      Y       If the start date for the Implementation Phase
                    Date                        has changed, enter the new forecast start date
                                                for the Implementation Phase. If it has not
                                                changed, it should be the same as the planned
                                                start date.
 9.705              Forecast End        Y       If the end date for the Implementation Phase
                    Date                        has changed, enter the new forecast end date
                                                for the Implementation Phase. If it has not
                                                changed, it should be the same as the planned
                                                end date.
 9.706              Completion          Y       If you are working on implementation activities,
                                                please enter the % complete.
                                                Note 1: For waterfall or agile projects, this
                                                should be 100.

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 V 1.3 6/21/2010                                                                      Page 88
 Item     PPMT PPM Tool Section          SCIO /        Field Data Notes / Instructions             Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field            EPMO                                                      in Doc
                                                                                                                                            Comments
                                        Required                                                     Mgt
                                          Field                                                     Tab?
  9.800                Project Closeout Workflow
  9.801                Name                N       This was completed in the Implementation
                                                   Phase. There is not any data that needs to be
                                                   updated.
  9.802                Planned Start       N       This was completed in the Implementation
                       Date                        Phase. There is not any data that needs to be
                                                   updated.
  9.803                Planned End         N       This was completed in the Implementation
                       Date                        Phase. There is not any data that needs to be
                                                   updated.
  9.804                Forecast Start      N       This was completed in the Implementation
                       Date                        Phase. There is not any data that needs to be
                                                   updated.
  9.805                Forecast End        N       This was completed in the Implementation
                       Date                        Phase. There is not any data that needs to be
                                                   updated.
  9.806                Completion          N       This was completed in the Implementation
                                                   Phase.
                                                   Note 1: For waterfall or agile projects, this
                                                   should be 100.
  9.900       Milestones                           Enter the Implementation Phase Milestones
                                                   and Closeout Phase Milestones that are known
                                                   at this time. Once you proceed to Project
                                                   Closeout you will not be able to update the
                                                   Milestones.
  9.901                Milestone Name      Y       Enter the Milestone Name. Use the same
                                                   Milestone name you used in your MS Project
                                                   Plan which identifies your WBS.
  9.902                Planned Date        Y       Enter the planned end date for the Milestone.

  9.903                Forecast Date       Y       If the planned date of the Milestone changes,
                                                   enter the new forecast date of the Milestone.

  9.100       Dependencies
  9.101                Project             N
  9.102                Milestone           N
  9.103                Type                N
  9.110       Microsoft Project            N       You can upload MS Project but it is
                                                   STRONGLY suggested you do not upload it.
                                                   Instead, place a copy of the MS Project
                                                   document in the Document Management tab.




10.000    Status Tab

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 Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions                  Placed   PMA Comments      PM Comments   Agency QA Review
           TAB Section  Field            EPMO                                                          in Doc
                                                                                                                                                   Comments
                                        Required                                                         Mgt
                                          Field                                                         Tab?
 10.100       Snapshot Reports             Y       In order to move from the Implementation
                                                   Phase to the Closeout Phase, the project must
                                                   submit the final status report. The report
                                                   submitted will be the final status report.
                                                   NOTE: For information on the Status tab, refer
                                                   to the monthly status instructions.


11.000    Cost Tracking Tab
 11.100       Total Investment Cost                The Project Cost, along with the monthly status
                                                   reports, must be up to date and entered at level
                                                   4. Once the project enters Project Closeout,
                                                   this tab will not be updateable.

 11.101                Level 1             N       Do not enter data at level 1 for Gate 3.
 11.102                Level 2             N       Do not enter data at level 2 for Gate 3.
 11.103                Level 3             N       Do not enter data at level 3 for Gate 3.
 11.104                Level 4             Y       Validate that the cost is current on the Cost
                                                   Tracking tab at level 4.
11.200    Cost Tracking Tab - Cost Forecast
 11.201       Total Investment Cost                The Project Forecast Cost along with the
                                                   monthly status reports must be up to date and
                                                   entered at level 4. Once the project enters
                                                   Project Closeout, this tab will not be
                                                   updateable.
 11.202                Level 1             N       Do not enter data at level 1 for Gate 2.
 11.203                Level 2             N       Do not enter data at level 2 for Gate 2.
 11.204                Level 3             N       Do not enter data at level 3 for Gate 2.
 11.205                Level 4             Y       Validate that the forecast cost is current on the
                                                   Cost Forecast tab at level 4.


12.000    Project Reports Tab
 12.100       NOTE: This tab is not used to move to Closeout.


13.000    Document Management Tab
 13.100       NOTE: This tab is only used to store additional project documentation that is not entered on any of the other PPM
              Tool tabs. These documents are placed into the Document Management tab and are eligible for review by the PMA,
              QA and/or statewide reviewers.


14.000    Additional Requirements Not Listed in the PPM Tool
 14.100       Project Coordination         Y       Update the document if the data has changed
              List                                 since Gate 1 approval was completed. Load the
                                                   updated document into the Document
                                                   Management Tab.


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  V 1.3 6/21/2010                                                                        Page 90
 Item     PPMT PPM Tool Section          SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field            EPMO                                                       in Doc
                                                                                                                                             Comments
                                        Required                                                      Mgt
                                          Field                                                      Tab?


 14.200       Meeting with the PMA on      Y       Meet with your PMA and prepare to start
              the project status                   closing out your project.
15.000    Additional Requirements - Application Portfolio Management
              APM                          Y
                                                   Update the Agency Application Portfolio as
                                                   required. The instructions for the Application
                                                   Portfolio Management (APM) Tool can be found
                                                   in the tool HELP section under Application
                                                   Portfolio Management/Training Material. If you
                                                   need further assistance you can contact the
                                                   EPMO for assistance. Any user with a
                                                   Contributor license to the PPM tool may
                                                   add/update an application in the Agency
                                                   portfolio.
16.000    Comments




  Gate Implementation
  V 1.3 6/21/2010                                                                     Page 91
                                                             State of North Carolina
                                PPM Tool Gate Checklist for Projects Over $500K & Projects Attached to Programs
                                                              Closeout Exit Criteria
Agency:                                                                                                   Agency - Date Reviewed
                                                                                                          & Reviewer:
Project Name:                                                                                             PMA - Date Reviewed &
                                                                                                          Reviewer:
Project Manager:

  Item     PPMT PPM Tool Section             SCIO /       Field Data Notes / Instructions        Placed     PMA Comments             PM Comments           Agency QA Review
            TAB Section  Field               EPMO                                                in Doc
                                                                                                                                                              Comments
                                            Required                                               Mgt
                                              Field                                               Tab?


  0.500    Project Closeout Process Document
   0.501           NOTE: Before you start the Project Closeout, please review the Project Closeout Process Document. The Closeout Process Document can be found on the EPMO website
                   and on the Help section of the PPM Tool.


  1.000    Project Information Tab
   1.100           NOTE: For Closeout, this tab is locked and cannot be updated.


  3.000    Budget Cost Tab
   3.100           NOTE: For Closeout, this tab is locked and cannot be updated.


  4.000    Budget Resource Tab
   4.100           NOTE: For Closeout, this tab is locked and cannot be updated.


  5.000    Benefits Estimate Tab
   5.100           NOTE: For Closeout, this tab is locked and cannot be updated.


  6.000    Strategic Impact Tab
   6.100           NOTE: For Closeout, this tab is locked and cannot be updated.


  7.000    Risk Tab
   7.100           NOTE: For Closeout, this tab is locked and cannot be updated.


  8.000    Issues & Risk Tab




   Gate Closeout Checklist
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Item     PPMT PPM Tool Section        SCIO /         Field Data Notes / Instructions                Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                          in Doc
                                                                                                                                             Comments
                                     Required                                                         Mgt
                                       Field                                                         Tab?
 8.100       Issues                               Enter or update any high-level issue. The
                                                  issues listed on this tab are reviewed by
                                                  anyone with read access to the project. The
                                                  PM should keep a detailed project issue list
                                                  that the project team reviews regularly. It is
                                                  suggested by the EPMO to upload the
                                                  project issue list to the Document
                                                  Management tab.

 8.101                               Yes, if an   NOTE1: If any issues have been opened, you
                                     Issue was    must enter a corrective action plan on the
                                     entered by   resolution description section and ensure the
                                     statewide    issues have been closed.
                                      reviewer    NOTE2: Before the project can be submitted to
                                                  "Project Closeout Review", all issues must be
                                                  closed.
 8.102                Title                       Enter a title for the issue.
 8.103                Date Entered                This is automatically entered by the PPM Tool.

 8.104                Due Date           Y        Enter a date the issue is due to be completed.

 8.105                Weight             N        Using the drop-down list, select whether the
                                                  issue is high, medium or low.
                                                  Note: This filed is populated when the issue is
                                                  created.
 8.106                State              Y        Using the drop-down list, select whether the
                                                  issue is open or closed.
 8.107                Author                      This is automatically entered by the PPM Tool.

 8.108                Owner              N        Using the drop-down list, select the person to
                                                  whom this issue will be assigned.
                                                  Note: This filed is populated when the issue is
                                                  created.
 8.109                Escalation         N        Using the drop-down list, select the level to
                      Level                       which the issue is assigned, "Program",
                                                  "Project", or "Portfolio".
                                                  Note: This filed is populated when the issue is
                                                  created.
 8.110                Detailed           N        Enter a description of the issue.
                      Description                 Note: This filed is populated when the issue is
                                                  created.




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Item     PPMT PPM Tool Section        SCIO /         Field Data Notes / Instructions                   Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                             in Doc
                                                                                                                                                Comments
                                     Required                                                            Mgt
                                       Field                                                            Tab?
 8.111              Resolution           Y        Enter the resolution or corrective action plan for
                    Description                   the issue. A suggested best practice is to
                                                  update the resolution in the following format:
                                                  MM/DD/YY, Initials or Name. This is helpful
                                                  when the issue has been open during more
                                                  than one month or crosses phases.


 8.112              Agency ID            N        Enter the identifier your agency is using. This
                                                  can be left blank.
 8.113              High-level           N        Using the drop-down list, select the category of
                    Category                      impact for the issue.
                                                  Note: This filed is populated when the issue is
                                                  created.
 8.114              Owner of Issue       N        If the issue is to be assigned to someone other
                                                  than the PM, the PM can enter the resource
                                                  name or business group.
                                                  Note: This filed is populated when the issue is
                                                  created.
 8.115              Source               N        Using the drop-down list, select which group
                                                  has raised the issue or risk.
 8.200       Risk                                 Enter any significant risk that impacts the cost,
                                                  scope or schedule. The risks listed on this tab
                                                  are reviewed by anyone with read access to the
                                                  project. The PM should keep a detailed project
                                                  risk list that the project team reviews regularly.


 8.201                                Yes, if a   NOTE1: If any risks have been opened, you
                                      Risk was    must enter a corrective action plan on the
                                     entered by   resolution description section and get the risks
                                     statewide    closed.
                                      reviewer    NOTE2: Before the project can be submitted to
                                                  "Project Closeout Review" all issues must be
                                                  closed..
 8.202              Title                         Enter a title for the risk.
 8.203              Date Entered                  This is generated by the PPM Tool.
 8.204              Due Date                      Enter a date the risks due to be resolved or no
                                                  longer a concern.
 8.205              Weight                        Using the drop-down list, select whether the
                                                  risk is high, medium or low.
 8.206              State                         Using the drop-down list, select whether the
                                                  risk is open or closed.
 8.207              Author                        This is generated by the PPM Tool.
 8.208              Owner                         Using the drop-down list, select the person to
                                                  whom this risk will be assigned.



 Gate Closeout Checklist
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Item     PPMT PPM Tool Section           SCIO /        Field Data Notes / Instructions                  Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field             EPMO                                                           in Doc
                                                                                                                                                 Comments
                                        Required                                                          Mgt
                                          Field                                                          Tab?
 8.209                Escalation                   Using the drop-down list, select the level to
                      Level                        which the risk will be assigned, "Program",
                                                   "Project", or "Portfolio".
 8.210                Detailed                     Enter a description of the risk.
                      Description
 8.211                Resolution                   Enter the resolution or corrective action plan for
                      Description                  the risk. A suggested best practice is to update
                                                   the resolution in the following format:
                                                   MM/DD/YY, Initials or Name. This is helpful
                                                   when the risk has been open during more than
                                                   one month or crosses phases.


 8.212                Agency ID                    Enter the identifier your agency is using. This
                                                   can be left blank.
 8.213                High-level                   Using the drop-down list, select the category of
                      Category                     impact for the risk.
 8.214                Owner of Risk                If the risk is to be assigned to someone other
                                                   than the PM, the PM can enter the resource
                                                   name or business group.
 8.215                Risk Level of                Using the drop-down list, select the value 1 - 5
                      Control                      for the risk.
 8.216                Risk Likelihood              Using the drop-down list, select the value 1 - 5
                                                   for the likelihood that this risk will occur.

 8.217                Risk Severity                Using the drop-down list, select the value 1 - 5
                                                   for the risk severity.
 8.218                Significance                 Enter the value from: Risk Level of Control +
                                                   Risk Likelihood + Risk Severity.
 8.219                Source                       Using the drop-down list, select which group
                                                   has raised the issue or risk.
9.000    Schedule Tab
 9.100       Actual   Actual Start                 System-generated field. This field will be
                      Date                         generated by the PPM Tool using the earliest
                                                   Planned Start Date listed under the Phases
                                                   Section.
 9.200                Actual End Date              System-generated field. This field will be
                                                   generated by the PPM Tool using the latest
                                                   Planned End Date listed under the Phases
                                                   Section.
 9.300                Actual                Y      Enter the % complete for the entire project
                                                   lifecycle. This should be 100% at the end of
                                                   Closeout.
 9.400       Phases   Initiation Workflow
 9.401                Name                         This was completed in Gate 1. There is not any
                                                   data that needs to be updated.

 Gate Closeout Checklist
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Item     PPMT PPM Tool Section        SCIO /       Field Data Notes / Instructions               Placed   PMA Comments   PM Comments   Agency QA Review
          TAB Section  Field          EPMO                                                       in Doc
                                                                                                                                          Comments
                                     Required                                                      Mgt
                                       Field                                                      Tab?
 9.402              Planned Start            This was completed in Gate 1. There is not any
                    Date                     data that needs to be updated.
 9.403              Planned End              This was completed in Gate 1. There is not any
                    Date                     data that needs to be updated.
 9.404              Forecast Start           This was completed in Gate 1. There is not any
                    Date                     data that needs to be updated.
 9.405              Forecast End             This was completed in Gate 1. There is not any
                    Date                     data that needs to be updated.
 9.406              Completion               This was completed in Gate 1. There is not any
                                             data that needs to be updated.
 9.500              Planning and Design Workflow
 9.501              Name                      This was completed in Gate 1. There is not any
                                              data that needs to be updated.
 9.502              Planned Start             This was completed in Gate 1. There is not any
                    Date                      data that needs to be updated.
 9.503              Planned End               This was completed in Gate 1. There is not any
                    Date                      data that needs to be updated.
 9.504              Forecast Start            This was completed in Gate 2. There is not any
                    Date                      data that needs to be updated.
 9.505              Forecast End              This was completed in Gate 2. There is not any
                    Date                      data that needs to be updated.
 9.506              Completion                This was completed in Gate 2. There is not any
                                              data that needs to be updated.
 9.600              Execution & Build Workflow
 9.601              Name                        This was completed in Gate 2. There is not any
                                                data that needs to be updated.
 9.602              Planned Start               This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.603              Planned End                 This was completed in Gate 2. There is not any
                    Date                        data that needs to be updated.
 9.604              Forecast Start      Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.
 9.605              Forecast End        Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.
 9.606              Completion          Y       This was completed in Gate 3. There is not any
                                                data that needs to be updated.
 9.700              Implementation Workflow
 9.701              Name                Y       This was completed in Gate 3. There is not any
                                                data that needs to be updated.
 9.702              Planned Start       Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.
 9.703              Planned End         Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.
 9.704              Forecast Start      Y       This was completed in Gate 3. There is not any
                    Date                        data that needs to be updated.

 Gate Closeout Checklist
 V 1.3 6/21/2010                                                                   Page 96
 Item     PPMT PPM Tool Section          SCIO /        Field Data Notes / Instructions              Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field            EPMO                                                       in Doc
                                                                                                                                             Comments
                                        Required                                                      Mgt
                                          Field                                                      Tab?
  9.705                Forecast End        Y       This was completed in Gate 3. There is not any
                       Date                        data that needs to be updated.
  9.706                Completion          Y       Enter the % of work complete for the
                                                   Implementation Phase. This should be 100%.

  9.800                Project Closeout Workflow
  9.801                Name                N       This was completed in the Implementation
                                                   Phase. There is not any data that needs to be
                                                   updated.
  9.802                Planned Start       N       This was completed in the Implementation
                       Date                        Phase. There is not any data that needs to be
                                                   updated.
  9.803                Planned End         N       This was completed in the Implementation
                       Date                        Phase. There is not any data that needs to be
                                                   updated.
  9.804                Forecast Start      N       This was completed in the Implementation
                       Date                        Phase. There is not any data that needs to be
                                                   updated.
  9.805                Forecast End        N       This was completed in the Implementation
                       Date                        Phase. There is not any data that needs to be
                                                   updated.
  9.806                Completion          N       This was completed in the Implementation
                                                   Phase.
                                                   Note 1: For waterfall or agile projects, this
                                                   should be 100.
  9.900       Milestones                           Enter the Closeout Phase Milestones.
  9.901                Milestone Name      Y       Enter the Milestone Name. Use the same
                                                   Milestone name you used in your MS Project
                                                   Plan which identifies your WBS.
  9.902                Planned Date        Y       Enter the planned end date for the Milestone.

  9.903                Forecast Date       Y       If the planned date of the Milestone changes,
                                                   enter the new forecast date of the Milestone.

  9.100       Dependencies
  9.101                Project
  9.102                Milestone
  9.103                Type
  9.110       Microsoft Project            N       You can upload MS Project but it is
                                                   STRONGLY suggested you do not upload it.
                                                   Instead, place a copy of the MS Project
                                                   document in the Document Management tab.


10.000    Status Tab
 10.100       NOTE: For Closeout, this tab is locked and cannot be updated.

  Gate Closeout Checklist
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 Item     PPMT PPM Tool Section         SCIO /       Field Data Notes / Instructions                Placed   PMA Comments         PM Comments   Agency QA Review
           TAB Section  Field           EPMO                                                        in Doc
                                                                                                                                                   Comments
                                       Required                                                       Mgt
                                         Field                                                       Tab?

11.000    Cost Tracking Tab
 11.100       Total Investment Cost               The Project Cost, along with the monthly status
                                                  reports, must be up to date. Project cost must
                                                  be entered at level 4. The Cost Tracking tab is
                                                  updated each month to record the project cost
                                                  expenditures under the Actual Cost Column. Do
                                                  not confuse the project cost incurred with the
                                                  internal accounting system that pays invoices.
                                                  These are often different. The cost entered
                                                  here is the cost that the project has incurred.
                                                  The PM should be tracking actual invoice
                                                  payment, but some invoices may be paid after
                                                  the project has closed in the PPM Tool.




 11.101                Level 1             N      Do not enter data at level 1.
 11.102                Level 2             N      Do not enter data at level 2.
 11.103                Level 3             N      Do not enter data at level 3.
 11.104                Level 4             Y      Update the final project cost on the Cost
                                                  Tracking tab at level 4.
11.200    Cost Tracking Tab - Cost Forecast
 11.201       NOTE: For Closeout, this tab is locked and cannot be updated.


12.000    Project Reports Tab
 12.100       NOTE: For Closeout, this tab is locked and cannot be updated.


13.000    Document Management Tab
 13.100
              NOTE: This tab is only used to store additional project documentation that is not entered on any of the other PPM
              Tool tabs. These documents are placed into the Document Management tab and are eligible for review by the PMA,
              QA and/or statewide reviewers.
                                                   Verify that the final version of the SCIO
                                                   required documents listed in the PPM workflow
                                                   have been loaded into the Document
                                                   Management tab. Once the project is closed,
                                                   you will not be able to load documents into the
                                                   PPM Tool.

14.000    Additional Requirements Not Listed in the PPM Tool
 14.100       Project Coordination                NA for Closeout.
              List

 14.200       Meeting with the PMA         Y      Meet with your PMA to discuss the closeout
              on the project status               and Lessons Learned.

  Gate Closeout Checklist
  V 1.3 6/21/2010                                                                      Page 98
 Item     PPMT PPM Tool Section     SCIO /       Field Data Notes / Instructions              Placed   PMA Comments   PM Comments   Agency QA Review
           TAB Section  Field       EPMO                                                      in Doc
                                                                                                                                       Comments
                                   Required                                                     Mgt
                                     Field                                                     Tab?
 14.300       Operations &                    NA for Closeout.
              Maintenance

 14.400       Lessons Learned         Y
                                              Complete the Lessons Learned Document and
                                              load it into the Document Management tab. The
                                              template can be found on the EPMO website
                                              and the on the Help section of the PPM Tool.

 14.500       Project Closeout        Y
              Document

                                              Complete the Project Closeout Document and
                                              load it into the Document Management tab. The
                                              template can be found on the EPMO website
                                              and on the Help section of the PPM Tool.

                                              Note: For specific Closeout Instructions and
                                              helpful hints, please refer to the Closeout
                                              Process Document. The Closeout Process
                                              Document can be found on the EPMO website
                                              and the on the Help section of the PPM Tool.

 14.600       Historical Records      Y       Follow your agency process to store project
                                              historical records.
15.000    Comments




  Gate Closeout Checklist
  V 1.3 6/21/2010                                                                 Page 99

								
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