"System Maintenance Templates"
System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 1.0 Phase Initiate – Obtaining agreement on the business N/A requirement and charting the project. 1.1 Activity Develop the Business Requirement – Establish a common N/A understanding of 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 & Product Description PM services that the project will be chartered to develop, deliver, and support. 1.1.2 Task Prepare and Review the Product description – depending on audience Project Proposal, Document Approval preference, 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 N/A between the 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 Project Charter PM planning and 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. Project Proposal Approved by 18.104.22.168 Milestone N/A PM 2. Phase Plan – Creation and approval of the core work plan and N/A facilitating plans which will guide project execution and control. 2.1 Activity Develop the Core Work Plan (CWP) – The development of the work N/A scope, 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 CWP – Scope Statement PM that indicates an agreement on work scope, project objectives and measurements, hi-level deliverables, assumptions, and completion criteria. 34a62b3f-7caf-4758-954f-a139818c3787.xls 1 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 2.1.2 Task Develop the WBS – Define the work Activities, sequencing, effort estimates, and CWP – WBS PM deliverables. 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 CWP – Schedule and Budget Projection PM types of 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 CWP – Feasibility and Recommendations planning. On 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 CWP – Organization PM the roles, 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 N/A ongoing 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 FPC – Risk Id and Mgmt potential 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 FPC – Chg Mgmt coordinate 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. 34a62b3f-7caf-4758-954f-a139818c3787.xls 2 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 2.2.4 Task Communication Plan and Management – Outline a plan that identifies “who” FPC – Comm. Plan & Mgmt needs “what” 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 FPC – Status Rptg what formats and media. 2.2.6 Task Procurements & Contracting – Determine what to procure and when, document FPC – Proc. & Cntrkg requirements and identify potential sources. 2.2.7 Task Quality Assurance – Identify the project’s relevant quality standards and determine FPC- QA how to satisfy them. 2.2.8 Task Time Tracking – Determine what level to track time at, how time will be tracked, FPC – Time Tracking how frequently, and administer the time tracking activities. 2.2.9 Task Issue and Decision Management – Determine process for raising and resolving FPC – Iss. & Decision Mgmt project 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 N/A planning 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 Project Plan activities into a 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 Presentation, & Document Approval project plan from the project directing authoritie(s) and managers who have staff assigned to the project. 22.214.171.124 Milestone and Schedule Approved by Plan N/A 0 PM 3.0 Phase Executing N/A System Maintenance includes changes or enhancements to an existing system to improve user productivity and/or system efficiency. Note: The time it takes to perform each of these activities may be quite short (perhaps a few hours or less) or may be up to a few weeks, depending upon the nature of the change, and how familiar the systems people and users are with one another, with user procedures, and with the application. Note: Information pertaining to IT Standards and Policy can be found on the OIS Website, under either Information Systems Engineering or IT Standards/Policy. 34a62b3f-7caf-4758-954f-a139818c3787.xls 3 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 3.1 Activity Requirements Definition N/A Note: The entry criteria for this phase includes: *Authorized, dated, written request *Sponsor, resources and charge back codes are clearly identified *Ball park estimate of time/scope 3.1.1 Task Review Request N/A 126.96.36.199 Subtask Verify entry criteria Understanding of request 188.8.131.52 Subtask Determine system(s) affected Project Control Document 184.108.40.206 Subtask Background work-questions to ask N/A 220.127.116.11 Subtask Your ideas about the request N/A 18.104.22.168 Subtask Possible system impact N/A 22.214.171.124 Subtask Initiate project control document N/A 3.1.2 Task Meet with Users to clarify request N/A 126.96.36.199 Subtask Schedule meeting with user Clarified request 188.8.131.52 Subtask Give your understanding of the request N/A 184.108.40.206 Subtask Ask for clarification N/A 220.127.116.11 Subtask Ask for timeframe N/A 3.1.3 Task Modify request requirements N/A 18.104.22.168 Subtask List of issues and assumptions Requirements Document (template available) 22.214.171.124 Subtask List of exclusions and constraints N/A 126.96.36.199 Subtask Review with user N/A 188.8.131.52 Subtask Modify as necessary and review again N/A 3.1.4 Task User approval of requirements Explicit written User approval on requirements (template available) 34a62b3f-7caf-4758-954f-a139818c3787.xls 4 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 184.108.40.206 Subtask Document explicit User approval on requirements 3.2 Activity High Level Analysis & Design N/A Note: The entry criteria for this phase includes: *Requirements document *Explicit written User approval on requirements *A list of assigned staff (probably analyst only at this time) *Project Control document 3.2.1 Task Research and documentation N/A 220.127.116.11 Subtask Research, identify, and document parts of applications/systems that may be High Level Analysis and Design Document affected (template available) 18.104.22.168 Subtask Document each possible solution. N/A 22.214.171.124 Subtask Document pros/cons of each N/A 126.96.36.199 Subtask Document assumptions and constraints for each N/A 188.8.131.52 Subtask Estimate time and scope N/A 34a62b3f-7caf-4758-954f-a139818c3787.xls 5 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 3.2.2 Task Review High Level Analysis and Design document with sponsors N/A 184.108.40.206 Subtask Review the High Level Analysis and Design document with your approving Explicit written Sponsor approval of agreed upon authority. alternative (template available) 220.127.116.11 Subtask Schedule a meeting with Sponsors N/A 18.104.22.168 Subtask Present High Level Analysis and Design document N/A 22.214.171.124 Subtask Listen to User feedback and answer questions N/A 126.96.36.199 Subtask Reach agreement on selected alternative N/A 188.8.131.52 Subtask Obtain explicit written Sponsor approval of agreed upon alternative N/A 3.2.3 Task Staff Requirements N/A 184.108.40.206 Subtask Develop/determine staff needs/skills Staff Requirements/skills assessment document (template available) 220.127.116.11 Subtask Document the staff needs/skills N/A 18.104.22.168 Subtask Send needs/skills assessment to approving authority N/A 3.3 Activity Detailed Analysis and Design N/A Note: The entry criteria for this phase includes: *High Level Analysis & Design Summary document *Explicit written Sponsor approval of agreed upon alternative *OIS resources assigned to project by your approving authority *Business resources assigned to project by the Sponsor 3.3.1 Task Document system changes needed to meet User requirements. N/A 22.214.171.124 Subtask Identify areas of change such as files, programs, jobs, modules, etc. Resource Requirements (template available) 126.96.36.199 Subtask Develop system test plan, including the system test environment and data. System Test Plan 188.8.131.52 Subtask Team roster and resource assignments. N/A 184.108.40.206.1 Develop internal teams and responsibilities (analysts, developers, testers, N/A Subtask trainers) 220.127.116.11.2 Assign resources to the teams N/A Subtask 3.3.2 Task Document detailed specifications of the changes to the objects defined in 3.1. N/A 34a62b3f-7caf-4758-954f-a139818c3787.xls 6 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 18.104.22.168 Subtask Identify areas of change within each object. Detailed Analysis and Design document (template available) 34a62b3f-7caf-4758-954f-a139818c3787.xls 7 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 22.214.171.124 Subtask Develop a unit test plan for each object. N/A 3.3.3 Task Review Detail Design N/A 126.96.36.199 Subtask Review Detail Design with Approving Authority Detailed Analysis and Design approval 3.3.4 Task Revise plan N/A 188.8.131.52 Subtask Revise timeline, scope, WBS, according to further detail. Written approval of revised timeline and scope by Approving Authority (template available) 3.3.5 Task Implementation Plan N/A 184.108.40.206 Subtask Develop a preliminary implementation plan. Preliminary Implementation Plan (template available) 3.4 Activity Construction N/A Note: Entry criteria for this phase include: *Detailed specifications approval *Revised timeline and scope approval and signoff 3.4.1 Task Create test scripts N/A 220.127.116.11 Subtask Create test scripts, including expected results Test scripts 3.4.2 Task Coding N/A 18.104.22.168 Subtask Develop enhancement or fix Code 3.4.3 Task Unit test N/A 22.214.171.124 Subtask Unit test Unit tested code Unit-level test scripts with unit test results documented 3.4.4 Task Code review N/A 126.96.36.199 Subtask Code review is dependent on approving authority’s requirements. Reviewed code 188.8.131.52 Subtask Technical walk-through – includes reviewing unit test results Compiled, functioning application 3.4.5 Task Update system test plan N/A 184.108.40.206 Subtask Update system test plan if needed N/A 34a62b3f-7caf-4758-954f-a139818c3787.xls 8 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 3.5 Activity Testing N/A 34a62b3f-7caf-4758-954f-a139818c3787.xls 9 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend Note: Entry criteria for this phase includes: *Test scripts *Compiled, functioning application *Updated system test plan *Preliminary implementation plan 3.5.1 Task System Testing N/A 220.127.116.11 Subtask Load system test data Completed system test 18.104.22.168 Subtask Execute system test scripts; document results Test scripts with system testing results 22.214.171.124 Subtask Verify system test results against the expected results documented N/A 126.96.36.199.1 Resolve any differences N/A Subtask 188.8.131.52.2 Explain differences N/A Subtask 184.108.40.206.3 Correct code (Return to Phase 3). N/A Subtask 220.127.116.11 Subtask Review time lines and revise as necessary N/A 3.5.2 Task Integrated systems testing N/A 18.104.22.168 Subtask Load integrated system test data. Completed integrated systems test 22.214.171.124 Subtask Execute integrated system test scripts; document results Test scripts with integrated system testing results documented 126.96.36.199 Subtask Verify integrated system test results against the expected results N/A 188.8.131.52.1 Resolve any differences N/A Subtask 184.108.40.206.2 Explain differences N/A Subtask 220.127.116.11.3 Correct code (Return to Phase 3). N/A Subtask 18.104.22.168 Subtask Review time lines and revise as necessary N/A 3.5.3 Task User Acceptance N/A 22.214.171.124 Subtask User acceptance by business group Explicit written Sponsor and User Group approval of system test results (approval template available) 34a62b3f-7caf-4758-954f-a139818c3787.xls 10 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 126.96.36.199 Subtask Review time lines and revise as necessary Test scripts with user acceptance testing results documented 34a62b3f-7caf-4758-954f-a139818c3787.xls 11 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 3.5.4 Task Pilot testing N/A 188.8.131.52 Subtask Pilot testing as defined by each Business Group Functioning application in pilot environment 184.108.40.206 Subtask Review time lines and revise as necessary N/A 3.5.5 Task Finalize implementation plan N/A 220.127.116.11 Subtask Modify as necessary based upon system test results and revised timelines Finalized implementation plan 3.6 Activity Implementaion N/A Note: Entry criteria for this phase includes: *Explicit written Sponsor and User Group approval of system test results *Functioning application in pilot environment *Finalized implementation plan 3.6.1 Task Execute implementation package N/A 18.104.22.168 Subtask Complete all necessary implementation forms as defined by each work unit Completed implementation package 3.6.2 Task Implementation coordination meeting N/A 22.214.171.124 Subtask Coordination with implementation stakeholders Go/no go decision 126.96.36.199 Subtask Go/No go decision point N/A 3.6.3 Task Stakeholder notification N/A 188.8.131.52 Subtask Notification of stakeholders, including Help Desk, of implementation. Implementation notification 3.6.4 Task Training N/A 184.108.40.206 Subtask Conduct training Completed training 3.6.5 Task Implementation Deployment N/A 34a62b3f-7caf-4758-954f-a139818c3787.xls 12 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 220.127.116.11 Subtask Submit implementation package Implemented changes or enhancements 18.104.22.168 Subtask Deploy application N/A 3.6.6 Task Verify implementation N/A 22.214.171.124 Subtask Verify successful implementation by confirming that all changes and Successful technical implementation has been enhancements are running in production. verified 3.7 Activity Post Implementation N/A Note: Entry criteria for this phase includes: *Implemented changes or enhancements. 3.7.1 Task Notify stakeholders N/A 126.96.36.199 Subtask Notify stakeholders of current implementation status. Stakeholders are aware that implementation has occurred. 3.7.2 Task Determine satisfaction N/A 188.8.131.52 Subtask Obtain level of satisfaction from key stakeholders. Written sponsor approval (template available) 184.108.40.206.1 Define and/or resolve problems or issues with changes or N/A Subtask enhancements 220.127.116.11.2 Obtain explicit written Sponsor approval to close the request N/A Subtask 3.7.3 Task Close the request N/A 18.104.22.168 Subtask Close the request Closed request 4.0 Phase Controls – Administer and manage work controls to N/A ensure project performance. 4.1 Activity Project Procedures and Controls – N/A 4.1.1 Task Risk Management – Manage risks by responding to identified risk indicators as FPC – Risk Id and Mgmt they occur. 34a62b3f-7caf-4758-954f-a139818c3787.xls 13 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 4.1.2 Task Change Management – Identify, plan, and conduct ongoing change control of the FPC – Chg Mgmt project. 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 FPC – Stds, Approvals, & Cntls of approvals, project library, administrative filing, and securities. 4.1.4 Task Communication Management – Deliver communications or facilitate FPC – Comm. Plan & Mgmt communication delivery and conduct ongoing administration of communications 4.1.5 Task Status Reporting –Conduct ongoing project status reporting of work activities, FPC – Status Rptg budgets achievements and issues. 4.1.6 Task Procurements & Contracting Management – obtain quotations, bids, offers, or FPC – Procurements & Contracting proposals, 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 FPC- QA quality performance. 4.1.8 Task Time Tracking – administer the time tracking activities and team recording of FPC – Time Tracking individual time 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, and N/A measurements. Identify the maintenance plan, turn-over to maintenance, and release project resources. 5.1 Activity Project Evaluation – Recognize the achievements and lessons N/A learned of the project, and determine readiness to close the project. 5.1.1 Task Prepare a project evaluation – Review the project’s completion criteria, scope, Project Evaluation & Lessons Learned PM objectives, 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 N/A maintained and prepare supporting materials to enable smooth transition to maintenance. Close Project. 34a62b3f-7caf-4758-954f-a139818c3787.xls 14 System Maintenance Work Structure Breakdown Dictionary # WBS Dictionary Del Name & # Dur. Est. Critically Skill Depend 5.2.1 Task Coordinate Maintenance Turn-over – Identify all items or components, and their Maintenance Turn-over production 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. 5.2.2 Task Close out Project – Prepare for and celebrate project closure. Release project Project Celebration Closing resources. 22.214.171.124 Milestone Project successfully turned-over to maintenance and closed N/A 5.2.3 Task 34a62b3f-7caf-4758-954f-a139818c3787.xls 15