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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
1.2.1.1 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.
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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.
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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.
2.3.2.1 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.
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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
3.1.1.1 Subtask Verify entry criteria Understanding of request
3.1.1.2 Subtask Determine system(s) affected Project Control Document
3.1.1.3 Subtask Background work-questions to ask N/A
3.1.1.4 Subtask Your ideas about the request N/A
3.1.1.5 Subtask Possible system impact N/A
3.1.1.6 Subtask Initiate project control document N/A
3.1.2 Task Meet with Users to clarify request N/A
3.1.2.1 Subtask Schedule meeting with user Clarified request
3.1.2.2 Subtask Give your understanding of the request N/A
3.1.2.3 Subtask Ask for clarification N/A
3.1.2.4 Subtask Ask for timeframe N/A
3.1.3 Task Modify request requirements N/A
3.1.3.1 Subtask List of issues and assumptions Requirements Document (template available)
3.1.3.2 Subtask List of exclusions and constraints N/A
3.1.3.3 Subtask Review with user N/A
3.1.3.4 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)
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System Maintenance Work Structure Breakdown Dictionary
# WBS Dictionary Del Name & # Dur. Est. Critically Skill
Depend
3.1.4.1 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
3.2.1.1 Subtask Research, identify, and document parts of applications/systems that may be High Level Analysis and Design Document
affected (template available)
3.2.1.2 Subtask Document each possible solution. N/A
3.2.1.3 Subtask Document pros/cons of each N/A
3.2.1.4 Subtask Document assumptions and constraints for each N/A
3.2.1.5 Subtask Estimate time and scope N/A
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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
3.2.2.1 Subtask Review the High Level Analysis and Design document with your approving Explicit written Sponsor approval of agreed upon
authority. alternative (template available)
3.2.2.2 Subtask Schedule a meeting with Sponsors N/A
3.2.2.3 Subtask Present High Level Analysis and Design document N/A
3.2.2.4 Subtask Listen to User feedback and answer questions N/A
3.2.2.5 Subtask Reach agreement on selected alternative N/A
3.2.2.6 Subtask Obtain explicit written Sponsor approval of agreed upon alternative N/A
3.2.3 Task Staff Requirements N/A
3.2.3.1 Subtask Develop/determine staff needs/skills Staff Requirements/skills assessment document
(template available)
3.2.3.2 Subtask Document the staff needs/skills N/A
3.2.3.3 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
3.3.1.1 Subtask Identify areas of change such as files, programs, jobs, modules, etc. Resource Requirements (template available)
3.3.1.2 Subtask Develop system test plan, including the system test environment and data. System Test Plan
3.3.1.3 Subtask Team roster and resource assignments. N/A
3.3.1.3.1 Develop internal teams and responsibilities (analysts, developers, testers, N/A
Subtask trainers)
3.3.1.3.2 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
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System Maintenance Work Structure Breakdown Dictionary
# WBS Dictionary Del Name & # Dur. Est. Critically Skill
Depend
3.3.2.1 Subtask Identify areas of change within each object. Detailed Analysis and Design document (template
available)
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System Maintenance Work Structure Breakdown Dictionary
# WBS Dictionary Del Name & # Dur. Est. Critically Skill
Depend
3.3.2.2 Subtask Develop a unit test plan for each object. N/A
3.3.3 Task Review Detail Design N/A
3.3.3.1 Subtask Review Detail Design with Approving Authority Detailed Analysis and Design approval
3.3.4 Task Revise plan N/A
3.3.4.1 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
3.3.5.1 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
3.4.1.1 Subtask Create test scripts, including expected results Test scripts
3.4.2 Task Coding N/A
3.4.2.1 Subtask Develop enhancement or fix Code
3.4.3 Task Unit test N/A
3.4.3.1 Subtask Unit test Unit tested code
Unit-level test scripts with unit test results
documented
3.4.4 Task Code review N/A
3.4.4.1 Subtask Code review is dependent on approving authority’s requirements. Reviewed code
3.4.4.2 Subtask Technical walk-through – includes reviewing unit test results Compiled, functioning application
3.4.5 Task Update system test plan N/A
3.4.5.1 Subtask Update system test plan if needed N/A
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System Maintenance Work Structure Breakdown Dictionary
# WBS Dictionary Del Name & # Dur. Est. Critically Skill
Depend
3.5 Activity Testing N/A
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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
3.5.1.1 Subtask Load system test data Completed system test
3.5.1.2 Subtask Execute system test scripts; document results Test scripts with system testing results
3.5.1.3 Subtask Verify system test results against the expected results documented
N/A
3.5.1.3.1 Resolve any differences N/A
Subtask
3.5.1.3.2 Explain differences N/A
Subtask
3.5.1.3.3 Correct code (Return to Phase 3). N/A
Subtask
3.5.1.4 Subtask Review time lines and revise as necessary N/A
3.5.2 Task Integrated systems testing N/A
3.5.2.1 Subtask Load integrated system test data. Completed integrated systems test
3.5.2.2 Subtask Execute integrated system test scripts; document results Test scripts with integrated system testing results
documented
3.5.2.3 Subtask Verify integrated system test results against the expected results N/A
3.5.2.3.1 Resolve any differences N/A
Subtask
3.5.2.3.2 Explain differences N/A
Subtask
3.5.2.3.3 Correct code (Return to Phase 3). N/A
Subtask
3.5.2.4 Subtask Review time lines and revise as necessary N/A
3.5.3 Task User Acceptance N/A
3.5.3.1 Subtask User acceptance by business group Explicit written Sponsor and User Group approval
of system test results (approval template available)
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System Maintenance Work Structure Breakdown Dictionary
# WBS Dictionary Del Name & # Dur. Est. Critically Skill
Depend
3.5.3.2 Subtask Review time lines and revise as necessary Test scripts with user acceptance testing results
documented
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System Maintenance Work Structure Breakdown Dictionary
# WBS Dictionary Del Name & # Dur. Est. Critically Skill
Depend
3.5.4 Task Pilot testing N/A
3.5.4.1 Subtask Pilot testing as defined by each Business Group Functioning application in pilot environment
3.5.4.2 Subtask Review time lines and revise as necessary N/A
3.5.5 Task Finalize implementation plan N/A
3.5.5.1 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
3.6.1.1 Subtask Complete all necessary implementation forms as defined by each work unit Completed implementation package
3.6.2 Task Implementation coordination meeting N/A
3.6.2.1 Subtask Coordination with implementation stakeholders Go/no go decision
3.6.2.2 Subtask Go/No go decision point N/A
3.6.3 Task Stakeholder notification N/A
3.6.3.1 Subtask Notification of stakeholders, including Help Desk, of implementation. Implementation notification
3.6.4 Task Training N/A
3.6.4.1 Subtask Conduct training Completed training
3.6.5 Task Implementation Deployment N/A
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System Maintenance Work Structure Breakdown Dictionary
# WBS Dictionary Del Name & # Dur. Est. Critically Skill
Depend
3.6.5.1 Subtask Submit implementation package Implemented changes or enhancements
3.6.5.2 Subtask Deploy application N/A
3.6.6 Task Verify implementation N/A
3.6.6.1 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
3.7.1.1 Subtask Notify stakeholders of current implementation status. Stakeholders are aware that implementation has
occurred.
3.7.2 Task Determine satisfaction N/A
3.7.2.1 Subtask Obtain level of satisfaction from key stakeholders. Written sponsor approval (template available)
3.7.2.1.1 Define and/or resolve problems or issues with changes or N/A
Subtask enhancements
3.7.2.1.2 Obtain explicit written Sponsor approval to close the request N/A
Subtask
3.7.3 Task Close the request N/A
3.7.3.1 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.
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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.
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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.
5.2.2.1 Milestone
Project successfully turned-over to maintenance and closed N/A
5.2.3 Task
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