SPS Project Request Template

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					                                  Springfield Public Schools Project Management - Project Request
                                            Overview of the Project Management Process
                                                       Version 3.0 - March 2011


                     When completing the worksheets in this workbook, only fill out the yellow sections.

The Springfield Public Schools project management process, summarized in the flow chart below, consists of the following steps:
1) Request a project through the OITA Help Desk Ticketing System (http://sps-data01/App_HelpDesk/HelpTicket.aspx).
2) Once a ticket has been received, the Project Management Office will send SPS Project Request Template.
3) Project requestor completes 1st two tabs of SPS Project Request Template.
4) Requestor, with completed forms, has a project scope meeting with Project Management Office (PMO)
5) With assistance from the Project Review Team, complete the CAPACITYWORKSHEET tab of this workbook.
6) Project Review Team reviews the project proposal, completes the second column of the REQUESTEVALUATION and comes to a recommendation for
the Cabinet.
7) The project is briefly presented to the Cabinet with the Project Review Team's recommendation and supporting documents.
8) The Cabinet either approves the project, asks for further information, or decides not to pursue the project.
9) If approved, the person who requested the project will work with the Project Review Team to create a Project Team and complete the SPS Project Plan
Template, including CHARTER, STAKEHOLDER ANALYSIS, PROJECT PLAN, PROCUREMENT PLAN and TRAININGPLAN worksheets.


10) Once this workbook is complete it will be reviewed by the Project Review Team as a complete Project Plan.
11) If the Project Review Team approves the Plan, the Project will be implemented according to the Plan.
12) Status Reports to Cabinet.
13) Project completed.
14) Evaluation of implementation.




Members of the Project Review Team
Name                                              Department Represented                             Email
Paul Foster                                       Project Management Team                            fosterp@sps.springfield.ma.us
Deb Gendreau                                      Project Management Team                            gendreau@sps.springfield.ma.us
Jamie Banuski                                     Project Management Team                            banuskij@sps.springfield.ma.us
Mary Ellen Baron                                  Federal Programs                                   baronm@sps.springfield.ma.us
Veta Daley                                        Schools                                            daleyv@sps.springfield.ma.us
Diane Devivo-Panico                               Human Resources                                    devivo-panicod@sps.springfield.ma.us
Debra Duncan                                      Operations                                         duncand@sps.springfield.ma.us
Ann Ferriter                                      Academics                                          ferritera@sps.springfield.ma.us
Mary Anne Morris                                  Pupil Services                                     morrism@sps.springfield.ma.us
Patrick Roach                                     Business Office                                    roachp@sps.springfield.ma.us
Jeff Welch                                        PACE                                               welchj@sps.springfield.ma.us
                                                              Springfield Public Schools Project Management - Project Request
                                                                                      Project Summary
                                                                                              0



Project Name                                                                                 0     OITA Ticket Number                                                        0
Request Date                                                                   January 0, 1900
Desired Due Date                                                               January 0, 1900

Problem Statement                                                                                  Solution(s) Description
0                                                                                                  0




Alignment to SPS Strategic Priorities                                                              Instructional Benefits
High Academic Achievement For 21st Century Success                                                 0
Safe, Nurturing, Respectful Working and Learning Environment
Highly Qualified Staff at all Levels
Effective Parent and Community Partnerships
Equitable, Efficient and Appropriate Use of Resources & Funding
Responsive, Effective and Accountable Leadership at all Levels
Goal                                                                                               Regulatory Requirement
0                                                                                                  0




                                                                                    Project Evaluation Scores
Project Requestor Score (1-100):      1                                                             Project Review Score (1-100):         1

                                                                              Estimated Project Costs and Staff Time
                                           Project Costs                                                                            Annual Recurring Costs (post-project)
Financial resources:                                                                       $0      Financial resources:                                                     $0
Staff/in-kind resources:                                                                   $0      Staff/in-kind resources:                                                 $0
Total resources:                                                                           $0      Total resources:                                                         $0
                                 Springfield Public Schools Project Management - Project Request
                                                       Project Request Form
                                                                 0



Project Name
Request Date
Desired Due Date
OITA Ticket Number

Problem Statement
Why is the project needed? What problem
is the project intended to resolve?




Solution(s) Description
What product, service, or process will result
from the project and resolve the problem?




Alignment to SPS Strategic Priorities
How does the project relate to or support       High Academic Achievement For 21st Century Success
the achievement of one or more of the           Safe, Nurturing, Respectful Working and Learning Environment
District's seven strategic priorities?          Highly Qualified Staff at all Levels
                                                Effective Parent and Community Partnerships
                                                Equitable, Efficient and Appropriate Use of Resources & Funding
                                                Responsive, Effective and Accountable Leadership at all Levels
                                                Responsive, Multi-Cultural and Effective Communications at all Levels
Instructional Benefits
What instructional benefit will result from
this project?




Goal
What is the goal of this project (SMART
goal: Specific, Measurable, Aggressive,
Relevant, and Time-Bound). Goal statement
should read: "To accomplish _____ by
______."


Regulatory Requirement
Is this project necessary to meet a legal or
regulatory requirement?
                                                           Springfield Public Schools Project Management - Project Request
                                                                                Request Evaluation Grid
                                                                                           0




                                          For each category, place an "X" next to the ONE response that best answers the question for this project.




                                                                                                                                                                REQUESTOR
                                                                                                                                                                 PROJECT

                                                                                                                                                                 PROJECT
                                                                                                                                                                  REVIEW
                                                                                                                                                                   TEAM
                               CATEGORY                        QUESTION                                                   RESPONSES


                                                                                          Yes - ≥ 75 hours of labor are required and multiple depts involved
                               DEFINITION       Does this meet definition of a project? → Yes - Change to SPS policies or procedures and multI depts involved
                                                                                          No - This is not a project.
                                                                                          Yes - USA requirement
                                                                                          Yes - Massachusetts requirement
                                                                                          Yes - City of Springfield requirement
                               REGULATORY       Would the project fulfill a regulatory    Yes - Product supportability requirement, i.e. end of life
                                                                                        →
                               ALIGNMENT        requirement?                              Yes - SPS requirement
                                                                                          Yes - SPS department requirement, i.e. HR
PURPOSE (1/2 of total score)




                                                                                          Yes - Third party audit requirement
                                                                                          No - Continue with prioritization below
                                                Would the project outcomes directly       Yes - Improves operations district-wide
                               OPERATIONAL                                                Yes - Improves operations at mulitple depts and/or schools
                                                improve the efficiency and              →
                               IMPACT                                                     Yes - Improves operations at one dept or school
                                                effectiveness of SPS operations?
                                                                                          No - Organizational operations are not improved
                                                                                          Multiple strategic priorities
                               DISTRICT         What SPS strategic objective would        Single strategic priority and multiple goals
                                                                                        →
                               ALIGNMENT        this project support?                     Single goal
                                                                                          No strategic priorities or goals supported
                                                                                          Solution is well defined and responsive to problem
                                                How applicable is the proposed            More than one solution available to address problem
                               VALIDITY                                                 →
                                                solution to the problem?                  Solution proposed but not clearly defined or responsive to problem
                                                                                          Solution is unknown
                                                                                          Completely inadequate / end of life / doesn't exist
                                                What is the state of the current          Functioning, but close to end of life / system upgrade needed
                               SYSTEM STATUS                                            →
                                                system?                                   Functioning, but could be better
                                                                                          No system necessary
                                                                                          Supports students in all grades
                               INSTRUCTIONAL    What grades would benefit from            Supports students in multiple grades
                                                                                        →
                               BENEFIT BY GRADE project outcomes?                         Supports students in one grade
PEOPLE (1/4 of total score)




                                                                                          Doesn't support students directly
                               INSTRUCTIONAL                                              Supports students in all curricula
                                                What curricula would benefit from         Supports students in multiple curricula
                               BENEFIT BY                                               →
                                                project outcomes?                         Supports students in one academic subject
                               CURRICULA
                                                                                          Doesn't support students directly
                                                                                          SPS district and beyond
                                                What organizations would be               SPS district only
                               PROJECT IMPACT                                           →
                                                impacted by project activities?           Supports a subset of SPS district
                                                                                          No portion of SPS district impacted
                                                                                          In-house expertise
                                                Where would the skillsets coming          Familiar
                               KNOWLEDGE BASE                                           →
                                                from?                                     New to SPS
                                                                                          New to SPS and requires district-wide workflow changes or training
                                                                                          Required in fewer than 2 months
TIME




                                                                                          Required in fewer than 6 months
                               TIMELINE         Is the project timeline flexible?       →
                                                                                          Required in fewer than 12 months
                                                                                          No required deadline
                                                                                          Greater than $500,000
MONEY




                                                What is the projected savings for the     $100,001 - $500,000
                               SAVINGS                                                  →
                                                district?                                 $25,001 - $100,000
                                                                                          Less than $25,000
                               WEIGHTED TOTAL SCORE                                                                                                              1   1
                                                                                   Springfield Public Schools Project Management - Project Request
                                                                                                      Capacity Analysis Worksheet
                                                                                                                   0



Project Name:                                        0                                                             Anticipated Start:
Request Date:                                        1/0/00                                                        Deadline:                     1/0/00
Funding Source:                                                                                                    Work Days to Complete:        0.0
Funding Available:                                                                                                 Hours to Complete:            0.0
Date Funding becomes Available:

                                                       Staff/In-Kind Resources         Financial Resources              Total Resources
Projected Cost of Project:                                                    $0                              $0                            $0
Annual Recurring Cost:                                                        $0                              $0                            $0



                                                     Project Deliverables (in desired sequence of completion)
                                                                                                                                                                              When will
                                                                                                                                                                 Recurring
                                                                                                                                                                                project                                               Cost of New
                                                           1              2              3               4              5              6         Total Project   Resources               Can deadline   Hourly Cost    Cost of
                                                                                                                                                                             resource be                                               Recurring
                                                                                                                                                  Resources       (Annual                  be met?      of Resource    Project
                                                                                                                                                                               available                                               (Annual)
                                                                                                                                                                   Hours)
                                     Deliverables:                                                                                                                              (date)?
Staff/In-Kind Resources Required                     In these cells input the estimated hours needed for each staff resource to complete their
What skill or staff ability is needed?               portion of the particular deliverable.
      Team leader/project owner                                                                                                                            0.0                               Yes                 $43             $0            $0
      Project facilitator                                                                                                                                  0.0                               Yes                 $43             $0            $0
      IT application development                                                                                                                           0.0                               Yes                 $26             $0            $0
      IT support                                                                                                                                           0.0                               Yes                 $21             $0            $0
      Academic Director(s)                                                                                                                                 0.0                               Yes                 $43             $0            $0
      Human Resources                                                                                                                                      0.0                               Yes                                 $0            $0
      Business Office                                                                                                                                      0.0                               Yes                                 $0            $0
      Other Central Office                                                                                                                                 0.0                               Yes                                 $0            $0
      Principal(s)                                                                                                                                         0.0                               Yes                                 $0            $0
      Teacher(s)                                                                                                                                           0.0                               Yes                                 $0            $0
      Other School-Based Staff                                                                                                                             0.0                               Yes                                 $0            $0
      Other                                                                                                                                                0.0                               Yes                                 $0            $0
      Other                                                                                                                                                0.0                               Yes                                 $0            $0
      Other                                                                                                                                                0.0                               Yes                                 $0            $0

Financial Resources Required                         In these cells input the estimated dollar amount of purchases or services needed to                                      When will
                                                                                                                                                                 Recurring
                                                     complete each particular deliverable.                                                                                      project                                               Cost of New
                                                                                                                                                 Total Project   Resources               Can deadline   Hourly Cost    Cost of
                                                                                                                                                                             resource be                                               Recurring
                                                                                                                                                  Resources       (Annual                  be met?      of Resource    Project
                                                                                                                                                                               available                                               (Annual)
                                                                                                                                                                   Costs)
What financial resources are needed?                                                                                                                                            (date)?
      Purchase hardware                                                                                                                                     $0                               N/A           N/A                   $0            $0
      Purchase software                                                                                                                                     $0                               N/A           N/A                   $0            $0
      Purchase professional services                                                                                                                        $0                               N/A           N/A                   $0            $0
      Purchase training/PD                                                                                                                                  $0                               N/A           N/A                   $0            $0
      Travel                                                                                                                                                $0                               N/A           N/A                   $0            $0
      Hire new staff (create positions)                                                                                                                     $0                               N/A           N/A                   $0            $0
      Other                                                                                                                                                 $0                               N/A           N/A                   $0            $0
      Other                                                                                                                                                 $0                               N/A           N/A                   $0            $0
      Other                                                                                                                                                 $0                               N/A           N/A                   $0            $0

				
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