Business Information System 10

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					CA-PMM
         Project Name: Business Information System (BIS)

       OCIO Project #: 5225-93                                                                Team Member to Project
         Department: CDCR
     Reporting Period: From:                                  To:                                          Manager
                                                            Current Task Summary

                                                                                             Scheduled        Actual
         Task or Deliverable                                                                                                    Issues?
                                                                                           Completion Date Completion Date




         Accomplished this week




         Planned/Scheduled Completion in Next Two Weeks




                                    Status Summary                                Yes/No                     Explanation
         Will all assigned tasks be accomplished by their due date?

         Are there any planned tasks that won't be completed?
         Are there problems which affect your ability to accomplish assigned
         tasks?
         Do you plan to take time off that is not currently scheduled?


                                                          Status of Assigned Issues

          Issue Number      Description                                                               Due Date               Status


                                                                Team Member to PM (2)                                                 Page 1 of 10
CA-PMM
         Project Name: Business Information System (BIS)

       OCIO Project #: 5225-93                                                     Team Member to Project
         Department: CDCR
     Reporting Period: From:                          To:                                       Manager




                                                           Team Member to PM (2)                      Page 2 of 10
CA-PMM
          Project Name: Business Information System (BIS)

           OCIO Project #: 5225-93
                           California Department of Corrections and
             Department: Rehabilitation (CDCR)
                                                                                            Project Manager to Sponsor
         Reporting Period: From:           9/1/09           To:          9/30/09

                                                          Current Status Report

                           Questions                     Yes/No              Cause                     Impact                    Action Required

         1. Were recent milestones completed on
                                                           Yes
         schedule?

                                                                      Complexity of
                                                                                                                           Ensure completion of
                                                                      Time/Shift Bsn
         2. Were any key milestones or deliverables                                      UAT and Go-Lives will be          development in Q1 2010 to
                                                           Yes        Rules created need
         rescheduled?                                                                    delayed.                          ensure project completion
                                                                      for additional
                                                                                                                           by June 2010
                                                                      development
                                                                      Data reconciliation                             Bsn. Task Force working to
                                                                                            Delayed reporting SCO and
         3. Was work done that was not planned?            Yes        associated with first                           reconcile all fiscal data in
                                                                                            DOF
                                                                      year end close                                  SAP

         4. Were there any changes to scope?               No

                                                                      Identified need for    Rescheduled MBP and
         5. Were tasks added that were not originally                                                                      Three additional 2 day
                                                           Yes        additional Budget      Budget Training Class
         estimated?                                                                                                        classes were scheduled.
                                                                      training.              Schedules


         6. Were any tasks or milestones removed?          No


                                                                      Planned UAT
                                                                                                                           Ensure completion of
                                                                      related tasks for
                                                                                            UAT and Go-Lives will be       development in Q1 2010 to
         7. Were any scheduled tasks not started?          Yes        Shift/Time pilot were
                                                                                            delayed.                       ensure project completion
                                                                      not
                                                                                                                           by June 2010
                                                                      started/completed


         8. Are there any new major issues?                No



                                                                      Shortage of                                          Working with Business
                                                                                             Quality of Supply Chain
         9. Are there any staffing problems?               Yes        experienced                                          Units to identify existing
                                                                                             training could be affected.
                                                                      trainers.                                            trainers to assist the project.




                                                                 PM to Sponsor (2)                                                                           Page 3 of 10
CA-PMM
          Project Name: Business Information System (BIS)

           OCIO Project #: 5225-93
                           California Department of Corrections and
             Department: Rehabilitation (CDCR)
                                                                                         Project Manager to Sponsor
         Reporting Period: From:           9/1/09           To:          9/30/09

                                                              Look Ahead View

                           Questions                       Yes/No                      Impact                           Action Required


                                                                                                              Update Schedule based on review
         1. Will upcoming critical path milestones or                 Shift Scheduling User Acceptance
                                                            Yes                                               and analysis of Shift Scheduling
         deliverables be delayed?                                     Testing and go-lives will be delayed.
                                                                                                              requirement.


                                                                                                              Update Schedule based on review
         2. Do any key milestones or deliverables need                Shift Scheduling roll out will be
                                                            Yes                                               and analysis of Shift Scheduling
         to be rescheduled?                                           rescheduled.
                                                                                                              requirement.

         3. Is there any unplanned work that needs to be
                                                            No
         done?

         4. Are there any expected or recommended
                                                            No
         changes to scope?

         5. Are there any tasks not originally estimated
                                                            No
         that will need to be added?

         6. Are there any tasks or milestones that
                                                            No
         should be removed from the plan?

                                                                      Testing and deployment related tasks
                                                                                                              A revised plan/approach document to
         7. Are there any scheduled tasks whose start                 around time/shift may get delayed
                                                            Yes                                               complete design and development of
         will likely be delayed?                                      because of pending requirements
                                                                                                              time/shift is being finalized.
                                                                      validation.

         8. Are any major new issues foreseeable?           No

                                                                                                              Working with Bsn. Units to ID existing
         9. Are any staffing problems anticipated?          Yes       Shortage of SCM Trainers
                                                                                                              trainers.


         Current Status and Accomplishments:
         Describe deliverables completed and milestones met during this reporting period.

         Office of Legal Services. Positive comments have come back from both parts of the organization. BIS has provided training to AISA/SISAs ,
         and Associate Wardens and Business Managers from the Northern Institutions. Year End Close: Submitted financial statements to the SCO
         for 6 of 13 funds and the Final Budget Report to Facilities for the bond funds and capital outlay.




                                                                  PM to Sponsor (2)                                                                    Page 4 of 10
CA-PMM
          Project Name: Business Information System (BIS)

           OCIO Project #: 5225-93
                           California Department of Corrections and
             Department: Rehabilitation (CDCR)
                                                                                                  Project Manager to Sponsor
         Reporting Period: From:           9/1/09           To:                   9/30/09


         Project Milestones:
         List key milestones and their dates from the project schedule.
                                                                  Target       Forecast                              Cause & Impact to
                             Milestone                                                            Status                                       Date Completed
                                                                   Date          Date                               Implementation Date

         UAT for TPA interfaces                                   9/7/09        9/14/09         Completed       No impact to business               9/14/09


         Deployment of TPA                                        9/30/09       9/30/09        In Progress

         Initiation of go-lve activities for Northern
                                                                  11/1/09       11/1/09        In Progress
         Institutions of SCM functionality.

         Variances
         Check the appropriate box for each project element listed below. Please describe the actions you plan to take for those items marked “Caution” or
         “Significant Variance”.
                                     On Plan               Caution              Significant Variance
                                      <5%                   5-10%                       >10%
                                                                                                                            Action Required
                                                                                                       Finalize revised Project schedule. Develop
                                                                                                       implementation schedule, resource requirements, and
         Schedule                                                                         X
                                                                                                       budget. Mini SPR for realigning schedule and
                                                                                                       deliverables is in progress.
                                                                                                       Revise project milestones based on the revised/updated
         Milestones                                                                       X
                                                                                                       project schedule for the rollouts
                                                                                                       Deliverables for the remaining rollout implementation will
         Deliverables                                         X                                        have to be scheduled according to the revised project
                                                                                                       schedule

                                                                                                       Project resources have to be aligned with the revised
         Resources                                            X
                                                                                                       project schedule after finalizing the rollout approach

                                                                                                       Budget impact/changes have to be identified to the
         OneTime Cost                   X
                                                                                                       revised project schedule and deployment approach

                                                                                                       No significant changes in support costs are anticipated
         Continuing Cost                X
                                                                                                       because of the revised project schedule




                                                                           PM to Sponsor (2)                                                                        Page 5 of 10
CA-PMM
   Project Name: Business Information System (BIS)

    OCIO Project #: 5225-93                                                                             Sponsor to Executive
      Department: CDCR
  Reporting Period: From:                9/1/09              To:          9/30/09                                 Committee
                                                Summary Milestones and Highlights

  Project Milestones:
  List key milestones and their dates from the project schedule. Explain in issues section if a milestone’s status is behind.

                                                           Target      Forecast                           If Delayed, Impact to
                       Milestone                                                          Status                                      Date Completed
                                                            Date         Date                             Implementation Date

  UAT for TPA interfaces                                   9/7/09       9/14/09         Completed        No impact to business           9/14/09



  Deployment of TPA                                       9/30/09       9/30/09       On Schedule

  Initiate go live sequence for SCM functionality
                                                          11/1/09       11/1/09       On Schedule
  across 6 Northern Adults Institutions

  Variances
  Check the appropriate box for each project element listed below. Please describe the actions you plan to take for those items marked “Caution” or
  “Significant Variance”.
  * Priority of schedule, scope, budget, and quality from Final Ranking established in the Priority Analysis
                              On Plan                Caution            Significant Variance
                                                                                                                    Action Required
                               <5%                    5-10%                     >10%

                                                                                               Finalize revised Project schedule. Develop
                                                                                               implementation schedule, resource requirements, and
  Schedule                                                                        X
                                                                                               budget. Mini SPR for realigning schedule and
                                                                                               deliverables is in progress.


                                                                                               Revise project milestones based on the
  Milestones                                                                      X
                                                                                               revised/updated project schedule for the rollouts

                                                               Sponsor to Exe Comm                                                        Page 6 of 10
CA-PMM
   Project Name: Business Information System (BIS)

    OCIO Project #: 5225-93                                                         Sponsor to Executive
      Department: CDCR
  Reporting Period: From:         9/1/09         To:          9/30/09                         Committee
                                                                           Deliverables for the remaining rollout implementation
  Deliverables                               X                             will have to be scheduled according to the revised
                                                                           project schedule

                                                                           Project resources have to be aligned with the revised
  Resources                                  X
                                                                           project schedule after finalizing the rollout approach


  One Time Cost               X


                                                                           No significant changes in support costs are anticipated
  Continuing Cost             X
                                                                           because of the revised project schedule



                                           Monitoring Vital Signs Scorecard

                 Vital Sign                          Variance               Value    Your Score              Score Justification

                                              High Degree of Buy-In           0                          The site-based deployment
                                                                                                         approach has introduced new




                                                                                                Yellow
  1. Customer Buy-In                        Medium Degree of Buy-In           1          1               transition issues as well as
                                                                                                         delayed realization of
                                              Low Degree of Buy-In            2                          business benefits.
                                                 Strong Viability             0




                                                                                                Green
  2. Technology Viability                        Medium Viability             1          0
                                                  Weak Viability              2




                                                     Sponsor to Exe Comm                                                 Page 7 of 10
CA-PMM
   Project Name: Business Information System (BIS)

    OCIO Project #: 5225-93                                                            Sponsor to Executive
      Department: CDCR
  Reporting Period: From:              9/1/09          To:             9/30/09                   Committee
                                                              <5%                  0                  The site-based deployment
                                                                                                      approach has resulted in




                                                                                             Yellow
  3. Status of the Critical Path (delay)                  5% to 10%                1     1            schedule slippages along the
                                                                                                      critical path and project end
                                                             >10%                  2                  date.
                                                            <5%                    0




                                                                                             Green
  4. Cost-to-Date vs. Estimated Cost-
                                                          5% to 10%                1     0
  to-Date (higher)
                                                            >10%                   2

                                                              0 to 3               0                  Project risks associated with
                                                                                                      the project stem from the




                                                                                             Yellow
  5. High-Probability, High-Impact                                                                    organizational transition
                                                              4 to 6               1     1
  Risks                                                                                               requirements and business
                                                                                                      transformation related system
                                                               >6                  2                  adoption issues.

                                                                                                      Issues in the project in the
                                                             On time               0
                                                                                                      areas of organization
  6. Unresolved Issues
                                                                                                      transition and deployment




                                                                                             Red
  (on time resolution)                               Late with no impact           1     2
                                                                                                      schedule for the remaining
                                                Late impacting the critical path                      sites will impact critical path to
                                                                                   2
                                                                                                      completion.
                                                        Fully engaged              0                  The new BIS sponsors are
                                                                                                      driving renewed partnership




                                                                                             Yellow
  7. Sponsorship Commitment                           Partially engaged            1     1            between the business
                                                                                                      stakeholders and the project
                                                   Inadequate engagement           2                  team.
                                                     Strong alignment              0



                                                                                             Green
  8. Strategy Alignment                              Partial alignment             1     0
                                                    Weak or no alignment           2

                                                          Sponsor to Exe Comm                                            Page 8 of 10
CA-PMM
   Project Name: Business Information System (BIS)

    OCIO Project #: 5225-93                                                            Sponsor to Executive
      Department: CDCR
  Reporting Period: From:                 9/1/09          To:            9/30/09                 Committee
                                                                Strong             0
                                                                                                      Until the end-to-end solution




                                                                                             Yellow
                                                                                                      is deployed across CDCR,
  9. Value-to-Business                                          Medium             1     1
                                                                                                      the Business benefits of BIS
                                                                                                      will not be fully realized.
                                                                Weak               2

                                                                Strong             0                  The new vendor Project
  10. Vendor Viability (provide                                                                       Director has addressed gaps




                                                                                             Yellow
  rationale for the rating in the field                         Medium             1     1            in the Organizational Change
  following the scorecard)                                                                            Management (OCM) and PM
                                                                Weak               2                  that were reported previously.

                                                           >90% on time            0                  Under staffing, steep learning
                                                                                                      curve associated with SAP,




                                                                                             Yellow
  11. Milestone Hit Rate                                                                              and task dependencies in the
                                                          80-90% on time           1     1
  (rate of achievement as planned)                                                                    schedule will have a drag
                                                                                                      effect on the team's ability to
                                                           <80% on time            2                  meet critical milestones.

                                                           >90% on time            0                  Under staffing, under skilling,
                                                                                                      and task dependencies in the




                                                                                             Yellow
  12. Deliverable Hit Rate
                                                          80-90% on time           1     1            schedule will have a drag
  (rate of production as planned)
                                                                                                      effect on the team's ability to
                                                           <80% on time            2                  meet critical milestones.
                                                                                                      The timely completion of
                                                   >90% assigned and available     0
                                                                                                      project tasks and the




                                                                                             Yellow
                                                                                                      sustainable support of BIS is
  13. Actual vs. Planned Resources                 80-90% assigned and available   1     1
                                                                                                      dependent on filling the
                                                   <80% assigned and available                        current staff vacancies and
                                                                                   2
                                                                                                      skill gaps.


                                                            Sponsor to Exe Comm                                         Page 9 of 10
CA-PMM
   Project Name: Business Information System (BIS)

    OCIO Project #: 5225-93                                                                        Sponsor to Executive
      Department: CDCR
  Reporting Period: From:              9/1/09             To:            9/30/09                             Committee
                                                                <15%                          0
                                                                                                                         The aggressive project




                                                                                                                Yellow
  14. Overtime Utilization                                                                                               timeline necessitates about
                                                                15-25%                        1          1
  (% of effort that is overtime)                                                                                         20% overtime work to
                                                                                                                         accommodate deadlines.
                                                                >25%                          2

                                                          Highly Effective                    0                          Given the complexity of the
                                                                                                                         project and the high level of




                                                                                                                Yellow
                                                                                                                         integration required between
  15. Team Effectiveness                               Moderately Effective                   1          1
                                                                                                                         teams, team dynamics has a
                                                                                                                         steeper learning curve and
                                                            Ineffective                       2                          lengthy maturation process.

                                                                                             Total      13       Y

                                                                                                     Green = 0 - 8
                                                                                                     Yellow = 9 - 19
                                                                                                     Red = 20+
  Vendor Viability Rating Rationale
  The Vendor's new Project Director is now acclimated and has addressed several leadership and effectiveness issues. This has resulted in improved
  communication with Project Teams and the Business side of the organization. The CIO leadership of the project has resulted in improvements in the
  OCM area and increased business stakeholder engagement. Continued Executive focus at the sponsorship level and business stakeholders have
  been significant contributing factors for the overall improvement in this area.




                                                            Sponsor to Exe Comm                                                          Page 10 of 10

				
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