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Rollout Process Template

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					                      Template Examples Disclaimer

Unless otherwise specifically stated, the information contained herein
is made available to the public by the Department of Human
Services, Office of Information Services, Project Management Office
for use as an example of template content information and may not
reflect the realities of an actual project. The intent of the template
example is to assist an individual creating a new document using the
PMO standard template.

Neither the DHS, OIS, PMO nor any other agency or entities thereof,
assumes any legal liability or responsibility for the accuracy,
completeness, or usefulness of any information, product or process
disclosed in these examples.

Reference herein to any specific commercial product, process,
service by trade name, trademark, manufacturer, or otherwise, does
not constitute or imply its endorsement, recommendation, or favoring
by the PMO or any entities thereof.

The views and opinions of the originators expressed therein do not
necessarily state or reflect those of the DHS, OIS, PMO or any
agency or entities thereof.




Author: PMO Office
C:\Docstoc\Working\pdf\07c79e8f-41dc-4e18-b38a-e2eb71b2b537.doc
Created on:  7/21/2011
             Oregon Department of Human Services
                 Office of Information Services
                         GroupWise 6.5

                             Project Evaluation

                           Approval Date: 06/01/05


                                 Initiating,
                                Planning,
                                Executing,
                                Controlling


                           Evaluate Key Aspects
                                of Project




                            Transition Project to
                                Operations                  Project Evaluation




                            Document Lessons
                                Learned




                                  Closing




                       Purpose of the Document
The purpose of the GroupWise 6.5 Project Evaluation is to evaluate
the project, transition the project to operations, provide a basis for
feedback to the project team and management, to document the
lessons learned to improve the process and future project potential.



Author: PMO Office
C:\Docstoc\Working\pdf\07c79e8f-41dc-4e18-b38a-e2eb71b2b537.doc
Created on:  7/21/2011
                         Project Evaluation Template

                         Document Change Activity
    The following is a record of the changes that have occurred on this document
                          from the time of its original approval
#     Change Description                              Author                Date
1     Original Document                               Matthew Massey        4/9/05
2     Updates                                         Matthew Massey        4/29/05
3     Updates                                         Matthew Massey        5/27/05
4     Updates                                         Matthew Massey        6/1/05

                      Template Examples Disclaimer

Unless otherwise specifically stated, the information contained herein
is made available to the public by the Department of Human
Services, Office of Information Services, Project Management Office
for use as an example of template content information and may not
reflect the realities of an actual project. The intent of the template
example is to assist an individual creating a new document using the
PMO standard template.

Neither the DHS, OIS, PMO nor any other agency or entities thereof,
assumes any legal liability or responsibility for the accuracy,
completeness, or usefulness of any information, product or process
disclosed in these examples.

Reference herein to any specific commercial product, process,
service by trade name, trademark, manufacturer, or otherwise, does
not constitute or imply its endorsement, recommendation, or favoring
by the PMO or any entities thereof.

The views and opinions of the originators expressed therein do not
necessarily state or reflect those of the DHS, OIS, PMO or any
agency or entities thereof.




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                         Project Evaluation Template



1    DEGREE OF ATTAINMENT OF BUSINESS OBJECTIVES                  1

2    DEGREE OF ATTAINMENT OF BUDGET OBJECTIVES                    5
3    DEGREE OF ADHERENCE TO SCHEDULE                              6

4    DEGREE OF SATISFACTION OF USER REQUIREMENTS                  6

5    DEGREE OF REALIZATION OF ANTICIPATED BENEFITS                6

6    DEGREE OF PRODUCTIVITY - EXPERIENCED                         6

7    DEGREE OF DELIVERY – PROJECT DELIVERABLES                    7
8    TRANSITION TO OPERATIONS AND MAINTENANCE                     7
9    LESSONS LEARNED                                              7

10 APPROVALS                                                      8




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                         Project Evaluation Template

The purpose of the GroupWise 6.5 Project Evaluation is to evaluate
the project, transition the project to operations, provide a basis for
feedback to the project team and management, to document the
lessons learned to improve the process and future project potential.


1 DEGREE OF ATTAINMENT OF BUSINESS OBJECTIVES


Objective 1: Upgrade Primary GroupWise Domain from 5.5 to
6.5.
       Degree of attainment of objective
       The objective to update the primary domain from 5.5 to 6.5 was
       fully met.
       Success Factors
        All people involved were dedicated to working together to
         make this needed change.
        Other people in the organization outside of the core
         GroupWise team assisted in the rollout plan.
        Vendor (Novell) work with use to help develop our rollout
         plan. They gave us pointers and information on past
         experience of other companies going through the same
         change.
        Researching how other companies rolled this product out
         helped us plan how to deal with issues we might face.
       Nature and causes of variances
       No variances were experienced in this objective.


Objective 2: Upgrade Secondary GroupWise Domains from 5.5
to 6.5
       Degree of attainment of objective
       The objective to update the secondary domains from 5.5 to 6.5
       was fully met. This objective was delayed for approximately 8
       months do to other resource commitments.




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                         Project Evaluation Template


       Success Factors
        All people involved were dedicated to working together to
         make these needed changes.
        Other people in the organization outside of the core
         GroupWise team assisted in the rollout plan.
        Vendor (Novell) work with use to help develop our rollout
         plan. They gave us pointers and information on past
         experience of other companies going through the same
         change.
        Researching how other companies rolled this product out
         helped us plan how to deal with issues we might face.
        When a problem with the process was discovered, the team
         acted quickly to brainstorm the problem and put a corrected
         process in place.
        Having actual field users assist with testing greatly increased
         the number of issues that were discovered and resolved
         early.
        System testing period was extended, improving the quality of
         the release.
       Nature and causes of variances
        Scheduling conflicts due to other project priority, which
         ultimately caused a delay in the rollout schedule.
        Test plan was not complete.
        Change in leadership on project.
        Steering committee was not implemented.

Objective 3: Upgrade GroupWise Post Offices from 5.5 to 6.5.
       Degree of attainment of objective
       The objective to update the GroupWise Post Offices from 5.5 to
       6.5 was fully met. This objective was delayed for approximately
       8 months do to other resource commitments.
       Success Factors
        All people involved were dedicated to working together to
         make this needed change.
        Other people in the organization outside of the core
         GroupWise team assisted in the rollout plan.


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                         Project Evaluation Template

        Vendor (Novell) work with use to help develop our rollout
         plan. They gave us pointers and information on past
         experience of other companies going through the same
         change.
        Researching how other companies rolled this product out
         helped us plan how to deal with issues we might face.
        When a problem with the process was discovered, the team
         acted quickly to brainstorm the problem and put a corrected
         process in place.
        Having actual field users assist with testing greatly increased
         the number of issues that were discovered and resolved
         early.
        System testing period was extended, improving the quality of
         the release.
       Nature and causes of variances
        Scheduling conflicts due to other project priority, which
         ultimately caused a delay in the rollout schedule.
        Test plan was not complete.
        Change in leadership on project.
        Steering committee was not implemented.

Objective 4: Upgrade GroupWise Desktop Client from 5.5 to 6.5.
       Degree of attainment of objective
       The objective to update the GroupWise Desktop Client from 5.5
       to 6.5 was fully met. This objective was delayed for
       approximately 8 months do to other resource commitments.
       Success Factors
        All people involved were dedicated to working together to
         make this needed change.
        Other people in the organization outside of the core CSS
         Desktop team assisted in the rollout plan.
        Vendor (Novell) work with use to help develop our rollout
         plan. They gave us pointers and information on past
         experience of other companies going through the same
         change.
        Researching how other companies rolled this product out
         helped us plan how to deal with issues we might face.

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                         Project Evaluation Template

        When a problem with the process was discovered, the team
         acted quickly to brainstorm the problem and put a corrected
         process in place.
        Having actual field technicians and users assist with testing
         greatly increased the number of issues that were discovered
         and resolved early.
        System testing period was extended, improving the quality of
         the release.
       Nature and causes of variances
        Scheduling conflicts due to other project priority, which
         ultimately caused a delay in the rollout schedule.
        Change in leadership on project.
        Steering committee was not implemented.

Objective 5: Upgrade GroupWise Web Access from 5.5 to 6.5.
       Degree of attainment of objective
       The objective to update the GroupWise Web Access from 5.5 to
       6.5 was fully met.
       Success Factors
        All people involved were dedicated to working together to
         make this needed change.
        Other people in the organization outside of the core
         GroupWise team assisted in the rollout plan.
        Vendor (Novell) work with use to help develop our rollout
         plan. They gave us pointers and information on past
         experience of other companies going through the same
         change.
        Researching how other companies rolled this product out
         helped us plan how to deal with issues we might face.
       Nature and causes of variances
       No variances were experienced in this objective.




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                         Project Evaluation Template

2 DEGREE OF ATTAINMENT OF BUDGET OBJECTIVES
Expenditures ($000)
                         Planned        Actual      Variance       Explanation
                                                            Improved process,
                                                            maintenance versus
 Internal Staff Labor    $28,000      $17,445       $10,555 project work
                                                            We ended up not
                                                            needing the
                                                            consultant for as
 Service                 $10,000        $9,280        $720 long as we thought
 Software Tools
 Hardware
 Materials and
 Supplies
 Facilities
 Telecommunications
                                                             Needed fewer quick
                                                             reference guides
 Training                $13,592      $12,680           $912 then expected.
 Contingency (Risk)
 Total                   $51,408      $39,405       $12,187

Funding Source ($000)
                        Planned          Actual         Variance     Explanation
                                                                    We spent less
 General Fund            $51,408         $39,405         $12,187    than expected
 Non-General Fund
 Federal
 Other
 Total




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                         Project Evaluation Template

3 DEGREE OF ADHERENCE TO SCHEDULE
The GroupWise Client rollout was put on hold from June of 2004 to
December of 2004. During this time the GroupWise backend and
client deployment methods were worked on and some efficiencies
were discovered. The revised and approved project plan reflected an
updated project end date of June 2005. In January of 2005 the
steering committee approved changes in the method of deployment.
The changes to deploying the product allowed for the completion of
the project approximately 2 months ahead of the original approved
schedule. The project was completed in the first week of April 2005.


4 DEGREE OF SATISFACTION OF USER REQUIREMENTS
There were no changes to the requirements. Users were satisfied
with the final product.


5 DEGREE OF REALIZATION OF ANTICIPATED BENEFITS
GroupWise 6.5 is supported by the Manufacturer (the version 5.5 we
were using was not)

Our email system has been completely rebuilt.

GroupWise 6.5 include numerous improvements for users and
administrators, including enhanced security, expanded user support
and improved performance.

6 DEGREE OF PRODUCTIVITY - EXPERIENCED

   Users indicate that this email upgrade has given them
   enhancements and new features within their email system. It has
   also created some frustration and added stress to staff when
   identifying and locating these new features and existing features.




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                              Project Evaluation Template

     7 DEGREE OF DELIVERY – PROJECT DELIVERABLES

                Deliverable                       Date          Contingencies or Conditions
                                                Accepted
1.    GroupWise    6.5  backend 4/4/05
      upgrade
2.    GroupWise     6.5    Client 4/11/05
      upgrade
3.    GroupWise 6.5 Web Access    4/11/05
      upgrade



     8 TRANSITION TO OPERATIONS AND MAINTENANCE

     The transition from the Project Phase to Operations and Maintenance
     Phase has occurred. CSS will monitor this product in the operation
     and maintenance phase and schedule updates as needed along with
     meeting with the business for future needs. In addition the
     GroupWise team will continue to support the GroupWise email
     system.


     9 LESSONS LEARNED
Statement of Lesson                                   References       Corrective Actions
1.                                                    Lesson-          Comminute more
      There needs to be clear criteria for what       learned          often and more clearly
      constitutes the end of the project              checklist        with people involved in
                                                                       the project.
2.                                                    Lesson-          Continue checking
      The Help Desk was not prepared for the          learned          status of readiness,
      rollout                                         checklist        but also re-evaluate
                                                                       plan.
3.                                                    Lesson-          Distribute training and
      Training and Documentation was not in           learned          documentation prior to
      place prior to rollout                          checklist        rollout

4.                                                    Lesson-          Acquire authority over
      Technical issues pertaining to rollout were     learned          resources managing
      not controlled within the project               checklist        technical issues




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                              Project Evaluation Template

5.    Was the product adequately tested in the        Lesson-          Document testing and
      field                                           learned          verify findings from the
                                                      checklist        field tests.
6.    Information should have been distributed        Lesson-          Create additional
      better to all of the staff involved on the      learned          steps in the
      project.                                        checklist        communication plan to
                                                                       address this
7.    Resources were over committed                   Lesson-          Verify resources
                                                      learned          through a more
                                                      checklist        structured
                                                                       commitment process
8.    Fragmented and overlapping                      Lesson-          Clearer explanation of
      organizational functions caused some            learned          commitment needs
      problems                                        checklist
9.    The Development stage could have been           Lesson-          Better documentation
      more comprehensive                              learned          and more testing
                                                      checklist




     10 APPROVALS


           Position/Title              Signature/Printed Name/Title                 Date
     Project Manager


     Project Sponsor


     OIS Maintenance
     /Operations Manager
     Program/Agency
     Management




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