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PIMA COUNTY Software Acquisition and Development Request SADR Instructions Per Administrative Procedure 27 8 use this form to request servi

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PIMA COUNTY Software Acquisition and Development Request SADR Instructions Per Administrative Procedure 27 8 use this form to request servi Powered By Docstoc
					            PIMA COUNTY
                                           Software Acquisition and Development Request (SADR)
Instructions: Per Administrative Procedure 27-8, use this form to request services from the Application Development Division of the
Information Technology Department for either (1) new software needs or (2) new functionality to existing software. Submit
completed form to the Application Development Manager -- Chuck Decker, Bank of America - 33 N Stone, 17th Floor.


                                                                                  Control #

                                                  Department Information
                    Submission Date:
                  Department Name:
                       Sponsor Name:                                                          Phone:
                           Prepared By:                                                       Phone:
         Desired Completion Date:


                                                      Project Information
Project Name:


Background:
•   Project summary.




Project Scope:
•  What is the business problem?
•  What business processes are in and out of
   scope? Attach a scoping diagram.
• What are the System Requirements? Identify
   the critical requirements.
• What are the system interfaces? If any, attach
   a Functional Flow Diagram.
• How many users will be affected by this
   project?
 • Is data migration required from/to any other
   systems? If so, list the systems.




Constraints:
•   People, time, costs.




Current Issues:
•   Briefly describe any existing issues related to
    the project.
            PIMA COUNTY
                                         Software Acquisition and Development Request (SADR)

                                                       Organization

Project Sponsor:
•   Who is the Department Director responsible for
    this project?
•   Who will sign off on the requirements?
•   Who will accept the finished product?


Organization Lead:
•   Who should be contacted regarding this request
    to answer questions etc.?



                                                      Business Case




Project Justification:
•   Why do this project?
•   What happens if we don’t do it?
•   Why do it now?
•   What benefits will be achieved?




User Project Lead:
•   Who should be contacted regarding this request
    to answer questions etc.?




                                                         Approvals
                                 Name                     Date                        Signature
Director
Division
Manager
Requestor


IT Manager
                     Estimate:    small project      medium project   large project
                       PIMA COUNTY
                                               Software Acquisition and Development Request Form

Background: This form is required to initiate any software acquisition or development (exclusive of
Microsoft Office and Crystal Reports products). This form is used to determine the business value,
approximate project length, size, cost and complexity.

Once the form is completed and submitted, Central Information Technology (I/T) will be able to
determine if the request is a small, medium or large project in terms of time, costs, and resources as
stated in the Software Acquisition and Development Administrative Procedure. If the request is
determined to be a small project, it will be sent back to the requester with approval to proceed. Should
assistance be required by I/T, availability will be noted in the response. If the request is determined to be
medium or large, the request will be passed on to the Information Technology Strategic Planning and
Prioritization Committee for their review, approval and prioritization.

Instructions: Complete all fields and attach all related documents. Please consult the FAQ’s
(Frequently Asked Questions) for more information on this form.

                                                                     Control #
                                         Department Information
                Submission Date:
               Department Name:
                   Sponsor Name:                                              Phone:
                       Prepared By:                                           Phone:
       Desired Completion Date:

                                               Project Information
Project Name:

Background:
•   Project summary.




Project Scope:
•  What is the business problem?
•  What business processes are in and out of
   scope? Attach a scoping diagram.
• What are the System Requirements?
   Identify the critical requirements.
• What are the system interfaces? If any,
   attach a Functional Flow Diagram.
• How many users will be affected by this
   project?
 • Is data migration required from/to any
   other systems? If so, list the systems.




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                      PIMA COUNTY
                                                   Software Acquisition and Development Request Form
Constraints:
•   People, time, costs.


Current Issues:
•   Briefly describe any existing issues related
    to the project.



                                                      Organization
Project Sponsor:
•   Who is the Department Director responsible
    for this project?
•   Who will sign off on the requirements?
•   Who will accept the finished product?


Organization Lead:
•   Who should be contacted regarding this
    request to answer questions etc.?



                                                     Business Case

Project Justification:
•   Why do this project?
•   What happens if we don’t do it?
•   Why do it now?
•   What benefits will be achieved?


User Project Lead:
•   Who should be contacted regarding this
    request to answer questions etc.?




                                                       Approvals
                                 Name                    Date                           Signature
Director
Division
Manager
Requestor


IT Manager
                     Estimate:    small project       medium project    large project




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                  PIMA COUNTY
                                        Software Acquisition and Development Request Form

                         Frequently asked questions (FAQ’S)

Why do I have to fill this out when I know what I want?
Software applications can be difficult to define and understand. Multi-tiered applications, client-server
and distributed applications, data communications, relational databases, and sheer size of applications
have all contributed to the growth in software/system complexity. A Systems Development Life Cycle
(SDLC) process should be followed in order to avoid scope creep, hope creep, effort creep and feature
creep which will extend the project and in the end not produce what is required. We are using this form
to begin this SDLC process and rank projects into the categories of small, medium and large.


What is this Systems Development Life Cycle process?
The SDLC process is a disciplined standard approach to software development and procurement. When
applied correctly, this process has proven to make software projects successful in terms of customer
satisfaction, cost and timely implementation. The SDLC consists of 6 phases. Descriptions of the six
phases and their deliverables follow:


INITATION PHASE I (Medium and Large Projects)
Depending on the size of the request this phase can be completed in as soon as one week or as long as
several months. This is where the data gathering process begins of reviewing inputs, outputs and
business processes at a high level once the request has been approved, prioritized and scheduled for
implementation by the Information Technology Strategic Planning and Prioritization Committee. I/T
and the appropriate departmental staff will begin the data gathering process. There are a number of
templates that will be used in this phase depending on the size of the request. At a minimum a Statement
of Work (SOW) will be completed which will consist of Scope, Functional Flows and General
Requirements. Departmental approval is required before Planning Phase II can begin. This is an iterative
process where we will continue to gather more information, update and review the General
Requirements until the user is satisfied at a high level that this is what they require from the software
application. The following are links to the potential templates that could be used in this phase depending
on the size of the project:

Business Case
Feasibility Study
Terms of Reference
Job Description
Project Check List
Preliminary Statement of Work
Stage Gate Review



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                                         Software Acquisition and Development Request Form



PLANNING PHASE II
This phase is where the buy or build decision will be made. All of the General Requirements and Scope
of the project from the Initiation Phase I go into this phase to help make this determination. During this
phase we will identify all of the project activities, estimate activity duration, determine resource
requirements, create detailed requirements and prepare the RFP if the buy software decision is
appropriate. Departmental approval is required before this phase can be considered complete and we
proceed to Phase III. As with the Initiation Phase I this is an iterative process where we continue to
gather more very detailed information, update and review the detailed requirements until the user is
satisfied they know what they will be getting from the software at a very detailed level. The following
are links to some of the project templates that could be used in this phase depending on the size of the
request:

Project Plan for Development
Resource Plan
Financial Plan
Quality Plan
Risk Plan
Acceptance Plan
Communications Plan
Statement of Work
Request for Information
Request for Proposal
Stage Gate Review


EXECUTION PHASE III
The actual work of appointing and organizing the team, detailed project planning, scheduling work
packages, writing work packages, and documenting the work packages is done in this phase. There may
be software development activities in this area even with purchased software as data migration or
existing system interfaces may be required.

Communication Plan
Communications Register
Deliverables Register
Stage Gate Review




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                  PIMA COUNTY
                                         Software Acquisition and Development Request Form

CONTROLLING PHASE IV

There will be some overlap in this phase and the Execution Phase III as parts or pieces could potentially
be complete for user testing and implementation. In this phase we will establish our progress reporting,
install change control process, define problem escalation and revise the plan. At this point the software,
whether purchased or developed, will have been installed on a test system for the user to test in a
controlled environment. Validation of all of the detailed requirements described in the detailed
requirements output of Planning Phase III will be completed. The project size will dictate how much
testing will be required and how long this process will take. Controls for testing as well as operational
balancing will also be developed.

Quality Review Form
Deliverables Register
Change Request Form
Change Register
Risk Management Form
Risk Register
Issue Form
Issue Register
Acceptance Form
Acceptance Register
Project Status Report


CLOSING PHASE V
This is the last phase in the cycle and is the shortest, final user acceptance is obtained, project
deliverables are installed in the production environment, lesson learned documents are created and
project documentation is completed. The following templates are used in this phase:

Project Closure Report
Post Implementation Review



MAINTENANCE PHASE VI
Changes or updates are applied to the software application as required.




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                                         Software Acquisition and Development Request Form

How much of my time is involved?

With a review of the SDLC Bell Curve, you will see that it depicts an explicit beginning and end to a
project. Most of your time during the project will be required during the Initiation Phase I, Planning
Phase II and the Monitoring and Control Phase IV. Initiation Phase I is where you will need to complete
a general scope of work and general requirements, plan on at least 20% of your total work time during
this phase working with I/T staff. During the Planning Phase II you will be working with I/T staff
completing the detailed scope and requirements. If a buy decision is made then you will be creating the
RFP, attending vendor presentations and doing vendor selection based upon the specifications
developed in the Initiation and Planning Phases. Expect to be working this phase a minimum of 50% of
your total work time. The Controlling Phase IV is the phase you and your staff will be required to do
the user testing, create issue and change requests, work as a team with I/T staff as they complete
modules for testing, attend regular meetings on your project, create user documentation and system
procedures and complete the acceptance sign off. As with the Planning Phase II expect a minimum 50%
of your total work time during this phase.


What if I do not know all of the answers to the questions?

Please contact the Manager of Systems and Programming for the I/T Department.


How much of the form is required to be complete?

All of the form must be completed; if there is not enough information or the form is not complete I/T
will be unable to determine the size of the project and send it to the Information Technology Strategic
Planning and Prioritization Committee. I/T will return the form if it is incomplete – but will be available
for assistance in completion of the final forms.


How long will it take before the project can get started?

This depends on the project size and complexity. Medium to large scale projects could take several
weeks to review. Once reviewed, medium to large projects must be approved and scheduled by the
Information Technology Strategic Planning and Prioritization Committee. Projects will start based on
resource availability (people, time and money) as well as the priority set by the Information Technology
Strategic Planning and Prioritization Committee.




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                  PIMA COUNTY
                                        Software Acquisition and Development Request Form

Who will be responsible for the implementation of the developed/purchased software?

The Pima County Central I/T department will be responsible for the installation of the software. Before
formal implementation occurs, three environments will be established. The development environment
will be used for the technologist to create and install the software where they will do unit and systems
testing. Once they have completed their testing, the software will be moved into a user testing
environment for the user to perform acceptance testing using case test models created in the planning
phase of the SDLC process. When the user has signed off that the software meets their requirements, the
software will be moved into a production environment where it is protected from unplanned changes,
monitored and backed up on a regular basis. The sponsoring Pima County Director will give final
approval before use in any Pima County Department


Who do I send the Software Development/purchase Request form to?

Send the request form to the Manager of Systems and Programming, Information Technology
Department.


What happens if my requirements change after this request is complete?

Contact the Manager of Systems and Programming, Information Technology Department as soon as
possible. If the change is minor it probably can be incorporated in the existing request.


What are the 5 common problems in software implementation?
   •   Poor Requirements - If requirements are unclear, incomplete, too general, or not testable, there
       will be problems.
   •   Unrealistic Schedule - If too much work is crammed in too little time, problems are inevitable.
   •   Inadequate Testing - No one will know if the software works until the user complains or the
       systems fails.
   •   Feature Creep - Requests to pile on new features after development is underway is extremely
       common and often the cause of delays. This should be avoided wherever possible.
   •   Poor Communications – Nobody knows what is happening. Expectations get misaligned and
       frustration sets in for all parties.




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                 PIMA COUNTY
                                        Software Acquisition and Development Request Form

What are the solutions to the 5 most common problems in software implementation?
   •   Solid Requirements - Clear, complete, detailed, cohesive, attainable, testable requirements that
       are agreed to by all parties. Use of prototyping to help nail down requirements.
   •   Realistic Schedules - Allow adequate time for planning, design, testing, bug fixing, re-testing,
       changes, and documentation.
   •   Adequate Testing - Start testing early and re-test after fixes or changes. Allow adequate time for
       testing and bug-fixing.
   •   Stick to initial requirements as much as possible – Do not allow excessive changes and additions
       once development has begun. If changes are necessary, they should be adequately reflected in
       related schedule changes.
   •   Communication – conduct walkthroughs and inspections where appropriate; extensive use of
       group communication tools will be used (email, Issue logs, and change management tools).
       Information/documentation will be available electronically; promotion of team work and
       cooperation is expected.




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                                        Software Acquisition and Development Request Form

                            Form Field Help and Examples
   Business processes in and out of scope - Explicitly state in narrative bullet points what is in scope
   and what is out of scope. Attach a Scoping Diagram for clarity.

   Sample Narrative Business Process List

   In scope Employee Timesheet Submission
          • Supervisor Timesheet Approval
          • Supervisor Employee Scheduling
          • Supervisor Job Tracking
   Out of scope Human Resources Timesheet Validation
          • Finance Timesheet Data Entry
          • Payroll Check Generation
          • Human Resource Timesheet Validation

Sample Scoping Diagram




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                    PIMA COUNTY
                                         Software Acquisition and Development Request Form


System Requirements – List and describe the requirements the new system will satisfy. Each
requirement must be related to a process that is in scope. Identify those critical requirements that have a
higher weighting according to their importance. Critical requirements can include resource items such as
project timeline, resource, and cost constraints.


 Requirement                      Description                                                  Critical
 HR Mainframe Interface           The system will regularly update the personnel data          No
                                  using Personnel data (employee name, employment type,
                                  status, and work hours) from the HR Mainframe.
 Supervisor sets Employee         Supervisors will optionally create schedules in the          Yes
 Schedule                         system and assign them to their employees. The
                                  schedule data can be used for punch time alerts and
                                  monitoring.
 Employee Keys Daily In/Out       The system will allow Employees to key in/out times into     Yes
 times                            the system.
 Employee Timesheet               The system will allow employees to submit their              Yes
 Submittal                        completed timesheet.
 Timesheet Validation             The system will validate all submitted timesheets.           No
                                  Validations include math, absence time, and totals
                                  (daily/weekly).
 Supervisor Approves              The system will allow supervisors the ability to approve     Yes
 Timesheet                        or reject timesheets. The system will track approvals and
                                  rejections. Once approved, the timesheet data will be
                                  locked and read-only.
 Report Interface                 The system will allow departments the ability to generate    No
                                  employee leave reports.
 Supervisor Creates Jobs          The system will allow supervisors the ability to             No
                                  optionally create jobs. Employees would then be able to
                                  charge time worked to a specific job.
 PIMA Payroll Interface           The system will create a transfer file for the existing      No
                                  payroll system. The transfer file will include timesheet
                                  data.
 Employee logs time to Job(s)     The system will allow an employee to log their time          No
                                  worked to specific job created and assigned by their
                                  supervisor.




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                 PIMA COUNTY
                                      Software Acquisition and Development Request Form

Functional Flow Diagram – Depicts functions as they occur in the proposed system in a clockwise
rotation. External system interfaces are identified. These are described above in the System
Requirements.




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                PIMA COUNTY
                                    Software Acquisition and Development Request Form




SDLC Bell Curve


 Work or Cost




                                             Time




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