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Application Acquisition WBS Dictionary
# WBS Dictionary Del Name & # Dur. Est.
1.0 Phase Initiate – Obtaining agreement on the business requirement and N/A
charting the project.
1.1 Activity Develop the Business Requirement – Establish a common understanding of N/A
the base requirements that are to be addressed by the project.
1.1.1 Task Create the Product Description – define, scope, and give context to the product & services Product Description
that the project will be chartered to develop, deliver, and support.
1.1.2 Task Prepare and Review the Product description – depending on audience preference, Project Proposal, Document Approval
summarizes the content of the product description into an executive summary and deliver it or
prepare and conduct a review of the product description. Obtain approval to charter a project
that will assign initial planning resources to develop the project plan.
1.2 Activity Charter the Project – Obtain the commitment and agreement between the N/A
sponsor and project team indicating how the project will be conducted and
who needs to be involved.
1.2.1 Task Create the Project Charter – define the mission, authority, and level of project planning and Project Charter
controls necessary for the project, and indicate the personnel or groups expected to be
involved in the project. Assign the project manager, sponsor, and any required resources to
complete the overall project planning.
1.2.1.1 Milestone Project Proposal Approved by N/A
2. Phase Plan – Creation and approval of the core work plan and facilitating N/A
plans which will guide project execution and control.
2.1 Activity Develop the Core Work Plan (CWP) – The development of the work scope, N/A
supporting schedule, budget, and project organization that focuses and guides
the project work effort.
2.1.1 Task Develop the Scope Statement – Develop the scope statement with the customer that CWP – Scope Statement
indicates an agreement on work scope, project objectives and measurements, hi-level
deliverables, assumptions, and completion criteria.
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2.1.2 Task Develop the WBS – Define the work Activities, sequencing, effort estimates, and deliverables. CWP – WBS
Indicate the type of resource(people, equipment, materials, facilities) needed to complete the
work activities. Review and obtain agreement of the WBS work activities with the customer,
sponsor, and management of other groups expected to support the project.
2.1.3 Task Develop the Project Schedule – Develop approximate cost estimates of all the types of CWP – Schedule and Budget Projection
resources. Build a project schedule from the WBS and cost estimates. Produce a time-phased
cost budget from the schedule.
2.1.4 Task (Note) On large projects a feasibility study maybe a major phase prior to detailed planning. On CWP – Feasibility and Recommendations
very small or maintenance project the feasibility may be limited to cost/benefit assumption and
recommendations. This project is considered a small project.
Determine the Project Feasibility and Recommendation – Approximate and define the life
span of the product or service being delivered. Approximate and define a dollar value for soft
and hard benefits and any cost reduction or avoidance that may be the result of the product or
service delivery. Chart or summarize the information and provide a recommendation
2.1.5 Task Organize Project & Staff Acquisition – provide an overall framework to describe the roles, CWP – Organization
responsibilities and membership of the Project. Obtain the staff needed for the core team and
staff need from other groups in the organization that will be cross-committed to the project.
Obtain from management commitment of all non-contracted personnel. (Note– any contracted
staff is acquired via the contract activity, however none are planned for this project.)
2.2 Activity Develop the Facilitating Plans for Controls (FPC) – The plans for ongoing N/A
work required to ensure that the project can anticipate possible problems,
solve, and make coordinated work plan adjustments.
2.2.1 Task Risk Management – Determine which risks are likely to affect the project, evaluate potential FPC – Risk Id and Mgmt
risk outcomes and indicators, define plan to respond to key risks indicators.
2.2.2 Task Change Management – Outline a simple change management process to coordinate FPC – Chg Mgmt
approved changes in the project plan.
2.2.3 Task Project Standards, Approval, And Document Controls – Define and setup the FPC – Stds, Apvls, Cntls
documentation standards, document storage locations, project notebook, document approval
and promotion process, and securities.
2.2.4 Task Communication Plan and Management – Outline a plan that identifies “who” needs “what” FPC – Comm. Plan & Mgmt
communications, in “what” media, “how” often and by “whom”.
2.2.5 Task Status Reporting – Define how status will be reported, by whom, how often, and in what FPC – Status Rptg
formats and media.
2.2.6 Task Procurements & Contracting – Determine what to procure and when, document FPC – Proc. & Cntrkg
requirements and identify potential sources.
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2.2.7 Task Quality Assurance – Identify the project’s relevant quality standards and determine how to FPC- QA
satisfy them.
2.2.8 Task Time Tracking – Determine what level to track time at, how time will be tracked, how FPC – Time Tracking
frequently, and administer the time tracking activities.
2.2.9 Task Issue and Decision Management – Determine process for raising and resolving project FPC – Iss. & Decision Mgmt
issues that impact the scope, schedule, cost or quality of the project.
2.3 Activity Develop the Project Plan – Integrating the results of the other planning N/A
activities into a coherent document to guide the project execution and control.
2.3.1 Task Plan Integration – Summarize and incorporate the outputs of the planning activities into a Project Plan
single reference document – the <project name> Project Plan. The plan is the reference
document for work to be performed by all involved in the project and must be made easily
accessible to all in electronic format.
2.3.2 Task Plan Presentation and Review – Distribute, review and obtain approval of the project plan Presentation, & Document Approval
from the project directing authoritie(s) and managers who have staff assigned to the project.
2.3.2.1 Milestone Plan and Schedule Approved by N/A 0
3.0 Phase Executing N/A
Note: The numbering starts at “3” to enable integration into the project management
lifecycle “Execution Phase” which is the third of five project phases.
3.1 Activity Feasibility Study – Note: Requirements definition is an extension of the N/A
process started in the Feasibility Study. Please see the Feasibility Lifecycle
model to determine if all or some of the steps are necessary.
3.2 Activity Define Requirements N/A
When acquiring specialized (e.g., payroll package) application software (as opposed
to generic applications such as word processors or spreadsheets), the degree of
detail of requirements definition is roughly the same as it is for a development project.
When acquiring generic software, data modeling is usually unnecessary. For generic
packages, the primary focus of requirements definition is capacity and functionality.
Note: a database Management System (DBMS) is generic software, but the
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When the selection process is to be used as a means to define requirements, these
activities will not be performed to the level of detail that is required when the analysis
is to result in a full statement of requirements.
Specific deliverables depend on the tools and techniques used by the development
staff and on the existing data documentation. The deliverables listed below are
examples of possible deliverables.
In some cases the business performs the majority of these tasks, either formally or
informally. If such is the case the project should review, and determine if any
additional critical tasks need completed or revised.
3.2.1 Task Identify and describe the business areas to be affected by the new system Function hierarchy diagrams
3.2.1.1 Subtask Define in detail the procedures, high-level data requirements, existing reports and Procedure flow diagrams
documents, roles and responsibilities, and organization of the user areas to be impacted by
the product.
3.2.1.2 Subtask Describe in detail the business procedures and their data requirements. Data flow diagrams (of the current physical system)
3.2.1.3 Subtask Describe existing computer systems and their data. Critical procedures, Candidates for procedural change
3.2.1.4 Subtask Ensure that all required data elements have been identified in the data analysis. Entity Relationship Diagrams, Entity descriptions
3.2.1.5 Subtask Ensure that the sources and destinations of the data are known. Index and descriptions of existing reports and documents
3.2.1.6 Subtask Identify and prioritize candidates for procedural change and automation. Changes and additions to the data dictionary
3.2.2 Task Define data requirements (data model, consisting of entities, data elements, Entity Relationship Diagrams
transactions, etc.) Identify and describe the business areas to be affected by the new
system
3.2.2.1 Subtask Ensure that all entities of consequence to the application area have been identified. Definition of all relationships between entities
3.2.2.2 Subtask Identify and define the data elements to be used, changed, or created (attributes analysis). Definition of data elements (attributes)
3.2.2.3 Subtask Determine the source of data elements in the business process. Data elements/business functions (CRUD) matrix
3.2.2.4 Subtask Identify the business functions and/or existing computer systems that use each data Data elements/ computer systems (CRUD) matrix
element.
Changes and additions to the data dictionary
3.2.3 Task Identify and describe the functions of the new system Identification of critical success factors
3.2.3.1 Subtask Identify the functions to be included in the new system and their data requirements. *Function hierarchy diagrams of the processing
requirements identified by the user
Note: The degree of detail required for this activity and the previous activities depends on the *Function descriptions (policies, algorithms, input and
type of product and whether the selection process is to be used as a primary source for output data flows, etc.)
requirements.
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*Data flow diagrams (of the proposed logical system)
*Description of data flow contents (data elements)
3.2.4 Task Identify and describe constraints (e.g., critical time restrictions, etc.) Performance requirements (e.g. response time
expectations)
3.2.4.1 Subtask Ensure that all operational and delivery requirements (e.g., response times, product delivery *System availability requirements
deadlines, maximum number of users, volume restrictions, frequency of use, expected
product life span, other expectations, etc.) are known.
*Product delivery requirements (target dates for all or
parts of the product)
*System platform constraints (e.g., specific hardware and
system software requirements)
*Interoperability requirements
3.2.5 Task Prepare and submit Requirements Specification Document Requirements Specification Document
3.2.5.1 Subtask Documentation of the requirements that can be validated by users, sponsors, IT N/A
management, and developers.
3.2.6 Task Obtain formal user and sponsor concurrence with requirements specifications Acceptance form or memo by IT management and the
sponsor
3.2.6.1 Subtask Ensure that users, sponsors and IT management authorize continued work on the project. N/A
3.3 Activity Acquire the System and Services N/A
3.3.1 Task Establish selection criteria List of weighted selection criteria
3.3.1.1 Subtask Identify the criteria (specific product, vendor, or service characteristics, such as price, N/A
number and type of features, stability, etc.) upon which selection will be made.
3.3.1.2 Subtask Weight each criterion with respect to relative importance. N/A
3.3.2 Task Prepare Request(s) for Proposal (RFP) or Request(s) for Information (RFI) Request(s) for Proposal or Information
3.3.2.1 Subtask State the requirements and request proposals from prospective vendors (either for Bidders’ meeting schedule
information only or for the purpose of making a vendor selection).
3.3.2.2 Subtask Provide guidelines for vendors that will enable them to. present proposals that are useful to N/A
decision makers.
3.3.2.3 Subtask Establish schedules for receipt of proposals. N/A
3.3.2.4 Subtask Set bidders’ meetings. N/A
3.3.3 Task Solicit proposals Vendor list
3.3.3.1 Subtask Identify prospective vendors. Distributed RFP’s
3.3.3.2 Subtask Send out RFP’s. N/A
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3.3.3.3 Subtask Obtain proposals. N/A
3.3.4 Task Select vendor(s) and product(s) Scores for each proposal, based on the selection criteria
3.3.4.1 Subtask Meet with vendors. Acquisition decision (which could be to NOT acquire)
3.3.4.2 Subtask Interview and/or visit current clients of prospective vendors. Rationale for selection decision
3.3.4.3 Subtask Evaluate each proposal with respect to pre-established selection criteria. N/A
3.3.4.4 Subtask Identify modification requirements for each product. N/A
3.3.4.5 Subtask Conduct benchmark tests. N/A
3.3.4.6 Subtask Select vendor(s) and product(s). N/A
3.3.5 Task Negotiate contracts Contract terms and conditions ready for signing
3.3.5.1 Subtask Define the terms and conditions of acquisition, delivery and support, including acceptance N/A
criteria and methods.
3.3.5.2 Subtask Obtain management and sponsor approval. N/A
3.3.6 Task Determine or reaffirm overall approach, scope, and project plan Statement of approach
3.3.6.1 Subtask Ensure that previous estimates and schedules are refined to reflect actual costs and delivery Cost estimate (including hardware capacity, modifications
arrangements. and ongoing support, maintenance and/or licensing fees)
3.3.6.2 Subtask Identify any scope changes that have been made as a result of the selection process and N/A
contract negotiations.
3.3.7 Task Execute contract(s) and/or purchase agreement(s) Signed contract(s) and/or purchase agreement(s)
3.3.7.1 Subtask Approve the selection(s), contract terms, costs, and schedules. N/A
3.4 Activity Plan for Implementation N/A
Note: The plan for implementation will need to be adapted if the development/and
maintenance is intended to be performed off-site.
Note: All or part of the specifications for modifications, capacity impact, support, etc.,
referred to in this phase may be determined as part of the selection process
3.4.1 Task Define modifications and development requirements N/A
3.4.1.1 Subtask Specify overall implementation plan approach, i.e big bang, pilot, rolling. Specifications for programs to be developed and/or
changed
3.4.1.2 Subtask Identify the functions that must be added to the selected product. List and descriptions of parameters and tables changes
for installation
3.4.1.3 Subtask Identify programming changes that must be made to the selected product. Specifications and agreements regarding modifications to
other systems
3.4.1.4 Subtask Identify non-programming installation requirements (tailoring via parameters and tables). N/A
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3.4.1.5 Subtask Define impact/interface requirements on other systems and obtain agreements regarding N/A
development and/or modification efforts.
3.4.2 Task Estimate storage, telecommunications, and/or processor impacts Hardware and communications resource acquisition
requirements
3.4.2.1 Subtask Determine the impact of processing and storage volumes on the hardware (data storage, N/A
processor capacity) and on communications resources.
3.4.3 Task Schedule delivery (ies) and initial installation(s) Coordinated schedules agreed upon by vendors,
application developers, and users
3.4.3.1 Subtask Set delivery schedule(s) with vendor(s). N/A
3.4.3.2 Subtask Set site preparation schedules. N/A
3.4.3.3 Subtask Set telecommunications line and service installation schedules. N/A
3.4.3.4 Subtask Set installation schedules. N/A
3.4.4 Task Identify support and operations roles and responsibilities Roles and responsibilities assignments.
3.4.4.1 Subtask Describe the operations and support functions (LAN manager, back-up and recovery, N/A
technical support, etc.) that will be required.
3.4.4.2 Subtask Identify staff and organizational responsibilities. N/A
3.4.5 Task Plan for file/database conversions (including initialization) Data conversion plan
3.4.5.1 Subtask Identify conversion requirements. Conversion program specifications
3.4.5.2 Subtask Determine the way the conversion will be performed (what programs, what controls, etc.). Conversion procedure
3.4.5.3 Subtask Schedule the conversion effort. N/A
3.4.6 Task Develop test strategy and plans Test objectives
3.4.6.1 Subtask Ensure that the test plans for all levels of testing are available to validate the new system Levels of testing
and all systems being affected by it.
3.4.6.2 Subtask Develop recovery plan if acceptance criteria cannot be met or there is a need to go back. Test cycles
Note: Unit test planning is not included in this activity; it is part of the Modify phase. Testing *Test plan data
should first validate the unmodified product and then the product as it is to be installed for use.
*Acceptance criteria
*Role and responsibility assignments for testing
3.4.7 Task Develop user/operator training and documentation development plan Document descriptions and outlines
3.4.7.1 Subtask Identify required user, support staff, and/or operator documentation and training, based on a *Plan for creating the documents, including responsibility
review of delivered documentation. assignments
Note: Documentation includes Help screen contents, tutorials, training materials, quick *Training plan
reference cards, and manuals. Documentation may be in paper and/or electronic form.
3.4.8 Task Review Implementation Plan *Issues and resolutions
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3.4.8.1 Subtask Ensure that all required implementation activities have been identified and scheduled. Sign-off indicating concurrence
Ensure that there is a defined installation process, indicating who is responsible for what.
3.4.9 Task Reaffirm or revise the project plan Revised or reaffirmed project plan
3.4.9.1 Subtask Ensure that the project plan is accurate, given the information determined during this phase. *Detailed plan for the next phase(s)
*Sign-off acknowledging acceptance of implementation
and project plan
3.4.10 Task Schedule system implementation Turnover schedule
3.4.10.1 Subtask Specify when the system will be introduced into the production environment and when the *Data conversion schedule
user will be expected to begin testing and actual use.
*Volume and acceptance test schedule
3.5 Activity Accept the Unmodified Product N/A
Note: When the modifications are to be performed by in-house or contractor staff
rather than by the product vendor’s staff, the modification of acquired software should
not begin until the base software (the unmodified product) has been accepted.
Where there are multiple vendors’ products being integrated, acceptance test each
product independently. Integration testing is part of the next phase.
3.5.1 Task Receive the product Product available for acceptance test
3.5.1.1 Subtask Take delivery of the hardware and software and install for testing. N/A
3.5.2 Task Perform acceptance test(s) Product ready for installation and/or modification
3.5.2.1 Subtask Exercise the product’s components to validate that they perform according to acceptance N/A
criteria.
3.5.2.2 Subtask Exercise the integrated product. N/A
3.5.2.3 Subtask Identify deficiencies. N/A
3.5.2.4 Subtask Correct deficiencies. N/A
3.5.2.5 Subtask Accept or reject the components and product (the contract should allow for return of the N/A
product if it does not pass the tests).
3.6 Activity Modify the Product N/A
3.6.1 Task Design new software components Detailed programming specifications
3.6.1.1 Subtask Identify program structures and modules. N/A
3.6.1.2 Subtask Provide a detailed specification for programming. N/A
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3.6.2 Task Program changes to existing software components Coded changes
3.6.2.1 Subtask Determine the exact location for the changes to be made. N/A
3.6.2.2 Subtask Implement the changes identified. N/A
3.6.3 Task Program new components Coded new components
3.6.3.1 Subtask Construct or generate new programs. N/A
3.6.4 Task Unit test (including necessary reprogramming) Unit test plan (data and cycles)
36.4.1 Subtask Ensure that changed and new components perform according to specifications. *Unit test job control or command lists
Note: A walk-through of the unit test plan should be held to ensure that the plan covers all *Unit test results (error log, acceptable test results)
required tests.
*Changes to components with errors
*Tested components in a controlled library
3.7 Activity Implementation – Transition to Production N/A
3.7.1 Task Develop or revise user documentation, operations and support documentation, and Documentation and training materials (e.g., manuals,
training Help screens, tutorials, etc.)
3.7.1.1 Subtask Develop new materials or make changes to existing documentation and training materials. Completed contingency plan documentation (e.g.,
Application Contingency Plan (ACP) for applications)
3.7.2 Task Train users, operators, and support staff Trained users, operators, and support staff
3.7.2.1 Subtask Ensure that all users, operators, and support staff are able to use the changed system. N/A
3.7.3 Task System test (including necessary rework) Systems test job control or command lists
3.7.3.1 Subtask Ensure that the changed system(s) operate according to specifications using the plan Systems test results (error log, error reports, acceptable
developed. test results)
3.7.1.2 Subtask Ensure that the changed system performs as expected under volume and exception Changes to programs and documentation
conditions.
Note: A walk-through of the system test plan should be held before the test to ensure that the System tested software in controlled library
plan covers all required tests.
3.7.1.3 Subtask System testing can be broken down into levels of testing to include volume test, usability N/A
test, etc.
3.7.4 Task Acceptance test Appropriate job control or command lists
3.7.4.1 Subtask Provide the user and/or sponsor with proof that the changed system works according to *Test results (error log, error reports, acceptable test
expectations. results)
*Changes to programs and documentation
*Written approval by user acceptance authority
*Accepted software in controlled libraries
3.7.5 Task Prepare for transition to production Implementation schedule (revised)
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3.7.5.1 Subtask Ensure that the production environment (including users, operations, personnel, and Revised operations schedules (batch schedule and on-
support staff) is prepared for the start of production. line availability)
3.7.5.2 Subtask Install required new hardware, system software, and communications systems. *Programs transferred to production libraries
Note: For applications to be run by centralized computer operations groups, all forms must be *Production file space properly allocated
filled out and submitted as required by current procedures.
*Production job control or command lists available
*Necessary changes made to high-level menus for user
access
*New or changed security data (passwords, etc.) in the
proper tables
3.7.6 Task Perform data conversions Converted or initialized production data sets
3.7.6.1 Subtask Make data set (files, data bases, tables) ready for the start of production. Control reports
3.7.7 Task Perform environment test Test results (error log, error reports, acceptable test
results)
3.7.7.1 Subtask Ensure that the changed software operates without disrupting the production environment. Changes to programs and documentation
3.7.7.2 Subtask Complete system installation Software accepted by operations and support
3.7.7.3 Subtask Put the changed software into production use. Documentation distributed
Changed system installed
3.8 Activity Post Implementation Evaluation N/A
3.8.1 Task Conduct a system performance review System performance review, with recommendations for
change
3.8.1.1 Subtask Evaluate the performance of the changed system in terms of resource use, usability, and N/A
the degree to which it met user expectations.
Note: This review should be held after sufficient use of the system to provide adequate data
for analysis.
3.8.2 Task 3.8.2 Conduct a change impact review Cost/Benefit analysis review, with recommendations for
change
3.8.2.1 Subtask Evaluate the user environment to determine if expected benefits were achieved. N/A
Note: This review should be held after users have become familiar with the system and after
the system has been in use for enough time to accurately determine if it has provided expected
benefits. It should not be confused with a project evaluation.
4.0 Phase Controls – Administer and manage work controls to ensure project N/A
performance.
4.1 Activity Project Procedures and Controls – N/A
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4.1.1 Task Risk Management – Manage risks by responding to identified risk indicators as they occur. FPC – Risk Id and Mgmt
4.1.2 Task Change Management – Identify, plan, and conduct ongoing change control of the project. FPC – Chg Mgmt
Ensure that the requirements, budget, and schedule milestones remain in line with the current
approved project plan or are changed officially providing new requirements, budget, or
schedule milestones.
4.1.3 Task Project Standards, Approval, And Document Controls – Conduct administration of FPC – Stds, Approvals, & Cntls
approvals, project library, administrative filing, and securities.
4.1.4 Task Communication Management – Deliver communications or facilitate communication delivery FPC – Comm. Plan & Mgmt
and conduct ongoing administration of communications
4.1.5 Task Status Reporting –Conduct ongoing project status reporting of work activities, budgets FPC – Status Rptg
achievements and issues.
4.1.6 Task Procurements & Contracting Management – obtain quotations, bids, offers, or proposals, FPC – Procurements & Contracting
choose from among potential vendors, administer the contract, and close.
4.1.7 Task Quality Assurance – monitor and identify way to eliminate causes of unsatisfactory quality FPC- QA
performance.
4.1.8 Task Time Tracking – administer the time tracking activities and team recording of individual time FPC – Time Tracking
4.1.9 Task Issue and Decision Management – Administer the issue and decision process. FPC – Issue and Decision Mgmt
5.0 Phase Close – Evaluate the projects achievement of scope, objectives, N/A
and measurements. Identify the maintenance plan, turn-over to
maintenance, and release project resources.
5.1 Activity Project Evaluation – Recognize the achievements and lessons learned of the N/A
project, and determine readiness to close the project.
5.1.1 Task Prepare a project evaluation – Review the project’s completion criteria, scope, objectives, Project Evaluation & Lessons Learned
measurements, and lessons learned. Document and analyze the information and review with
the sponsors. Obtain agreement from the sponsors on readiness to proceed with project
closure.
5.2 Activity Plan for Maintenance and Turn-over – Coordinate “what” will be maintained N/A
and prepare supporting materials to enable smooth transition to maintenance.
Close Project.
5.2.1 Task Coordinate Maintenance Turn-over – Identify all items or components, and their production Maintenance Turn-over
version/location, which will become maintenance responsibility. Ensure change request log is
accurate and up-to-date. Ensure all issues and prior decisions are documented for turn-over.
Identify maintenance staff and any associated budgets. Meet with maintenance lead and
review this information.
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5.2.2 Task Close out Project – Prepare for and celebrate project closure. Release project Project Celebration Closing
resources.
5.2.2.1 Milestone Project successfully turned-over to maintenance and closed N/A 0
5.2.3 Task
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Critically Skill
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