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Startup Business Project Plan

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					                                                                                                                                    Project Name
     e Vision                                                                                                                           Workplan
     for Texas Workforce Network                                                                                                          Startup

Project Startup
                                                                                       Hours Est.           Sched.   Actual
                                                                 Resp.                              Begin                     Pri-
                                                                              Status   To    Hrs to         Comp.    Comp.          Comments
                                                                 Party                              Date                      ority
                                                                                       Date  Comp           Date     Date
Staffing
 Determine skill sets required for management and staff
 Determine number of technical and program resources
 required
 Identify or hire full-time project manager
 Identify or hire TWC analysts/programmers
 Request program project manager, steering committee
 members and signatories
 Request program or functional expert resources
 Identify administrative support staff and supply channels
 Develop project organization chart with accompanying list of
 roles and responsibilities
 Develop project contact list
 Develop/collect orientation materials for all staff
Staff Training in Tools and Procedures
 Standards and Resources
      Conduct training on project vision & objectives

    Conduct training on team member roles & responsibilities
    Conduct training on all standards and templates, including
    writing standards
    Ensure all project team members are following workplace
    guidelines and have PC set up correctly
    Project management software
    Version control software
    Defect tracking software
    Flow charting/diagramming software
 Programming Standards and Tools
    TWC Web Development Standards
    Visual Age for Java or WSAD
    CVS
    DB2


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                                                                                                                                    Project Name
      e Vision                                                                                                                          Workplan
      for Texas Workforce Network                                                                                                         Startup
                                                                                       Hours Est.           Sched.   Actual
                                                                 Resp.                              Begin                     Pri-
                                                                              Status   To    Hrs to         Comp.    Comp.          Comments
                                                                 Party                              Date                      ority
                                                                                       Date  Comp           Date     Date
     Provide copy of File-AID for DB2 Reference Manual, if
     needed
     Detailed design/ spec pack standards and templates
     Websphere Studio (for team leads)
     Web Foundation
     GASS
     Migration standards and procedures
     Version control
     Bugzilla - defect tracking
     Application code & comment standards
     Expeditor for COBOL programs, if applicable
Facilities
 Determine appropriate location for project team - co-locate
 development and program staff
 Identify furniture needs and order from warehouse
 Purchase or move PCs and set up
 Place work orders to move TWC staff as required
 Request LAN cabling (cat 5) for PCs and printers
 Place telephone orders
 Order or assign copier
 Order or assign fax
 Order or assign printers
 Order basic supplies, whiteboards, etc.
System Requirements
 Determine shared directory requirements for project and
 request directory creation
 Determine global e-mail distribution list requirements and
 request creation if needed
 Request appropriate LAN access for all project staff
 Request Outlook and other system access for project staff
 Establish basic folders within project directory according to
 standards
 Create development, system test, training and production
 coding environments

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                                                                                                                                   Project Name
     e Vision                                                                                                                          Workplan
     for Texas Workforce Network                                                                                                         Startup
                                                                                      Hours Est.           Sched.   Actual
                                                                Resp.                              Begin                     Pri-
                                                                             Status   To    Hrs to         Comp.    Comp.          Comments
                                                                Party                              Date                      ority
                                                                                      Date  Comp           Date     Date
 Create development, system test, training and production
 database environments
 Set up code repository
 Request view owner (creator ID) for database - e-mail Joe
 Olivarez the basic description of your application and the
 department it falls under, DBAs assign by business
 area/subject area
 Submit the mainframe DASD (disc) requests to Data
 Processing (Lara Coffer) for all new projects
Kick-Off Meeting
 Determine project start date
 Determine participants
 Schedule meeting room
 Send invitations
 Create agendas
 Assign speaking roles
 Conduct meeting




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                                                                                                                                       Project Name
       e Vision                                                                                                                            Workplan
       for Texas Workforce Network                                                                                                      Procurement

Procurement
                                                                                      Hours Est.               Sched.   Actual
                                                                Resp.                                  Begin                     Pri-
                                                                            Status    To    Hrs to             Comp.    Comp.          Comments
                                                                Party                                  Date                      ority
                                                                                      Date  Comp               Date     Date
Budget and Planning
 Prepare project worksheet with estimated budget and staff
 time
 Submit project worksheet to Technology & Facilities Planning
 Submit Biennial Operating Plan (BOP) information to DIR
 Determine if project is Rider 1 capital and ensure proper
 budget allocation
 Request unique project/function code to separate project
 funds from operating budget
Vendor
 Conduct initial meeting with program staff
 Draft RFO - samples in resource directory
 Draft scoring matrix
 Obtain feedback/approval from program, IT, purchasing,
 Legal, division directors, Boards, and commission offices as
 appropriate
 Identify evaluation team members
 Review vendor list and determine whether to send to some
 specifically
 Send RFO and F99 to purchasing for posting
 Send P19 to purchasing before award made
 Have Purchasing screen responses for minimum
 qualifications
 Have Finance screen responses for financial stability (if
 financials requested)
 Conduct evaluation kick-off meeting, explain non-disclosure
 rules and scoring matrix/process
 Collect signed non-disclosure agreements then distribute
 qualified responses
 Evaluate responses



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                                                                                                                                       Project Name
       e Vision                                                                                                                            Workplan
       for Texas Workforce Network                                                                                                      Procurement
                                                                                      Hours Est.               Sched.   Actual
                                                                     Resp.                             Begin                     Pri-
                                                                             Status   To    Hrs to             Comp.    Comp.          Comments
                                                                     Party                             Date                      ority
                                                                                      Date  Comp               Date     Date
 Resolve vendor questions in writing during evaluation - project
 manager collect questions from team, purchasing submit
 questions to vendors
 Apply cost factor to top technical solutions, then select final
 cut
 Best and Final Offer processes - demos, questions,
 negotiations
 Rescore evaluations in BAFO if final selection is not the
 original top scorer
 Negotiate contract with finalist
 If unable to negotiate contract with finalist, begin negotiations
 with #2
Contract Programming or Analyst Staff
 Determine selection team or individual
 Determine skill sets and number of staff required for design
 analysts and programmers
 Prepare F99Ps and F99s for positions
 Prepare P19 for project
 Develop screening mechanism, interview questions and rating
 matrix
 Review resumes from contract staff list
 Interview top candidates
 Make selections and offers
 Monitor contracts per the Contract Administration Standards
 Manual (CASM)
 Enter time into UA01
 Monitor expenses vs. budget, based on project progress
Asset Management
 Report all software development projects over $50,000 to
 Asset Management. Report whether TWC will own the source
 code or pay licensing costs when complete.
 Report all software enhancements, which total more than 25%
 of the original cost, for software products already covered by
 Asset Management.

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                                                                                                                                         Project Name
        e Vision                                                                                                                             Workplan
        for Texas Workforce Network                                                                                                       Project Mgmt

Project Management
                                                                                       Hours Est.               Sched.   Actual
                                                                   Resp.                            Begin                         Pri-
                                                                             Status    To    Hrs to             Comp.    Comp.          Comments
                                                                   Party                            Date                          ority
                                                                                       Date  Comp               Date     Date
Preliminary Planning
 Establish and document project objectives

 Identify policy decisions required for project and assign early
 Identify organizational enablers (from eStrat Plan) required
 and assign/plan
 Identify technical enablers required, obtain status and
 assign/plan
Planning & Scheduling
 Create project management plan (Word PMP)
 Identify all tasks in work breakdown structure
 Prepare milestone schedule - with program, vendor and IT
 staff input
 Prepare detailed project schedule - with program, vendor and
 IT staff input - in Excel or MS Project
 Plan early presentation to TAR Committee on project
 background, with later presentation on architecture
 Identify and mark critical path
 Monitor schedule and budget
 Develop action plan for variances
Communication
 Develop status report format & template
 Weekly team meetings
 Weekly team status reports to PM
 Weekly cross-team meetings for all eVision PMs

 Weekly project status reports to eVision PM and stakeholders
 Two-week eVision status reports to executives
 Monthly Steering Committee meetings
 Milestone review meetings
 Conduct frequent checks with team members to ensure
 comfortable in roles and responsibilities & identify
 training/review needs

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                                                                                                                                         Project Name
       e Vision                                                                                                                              Workplan
       for Texas Workforce Network                                                                                                        Project Mgmt
                                                                                       Hours Est.               Sched.   Actual
                                                                 Resp.                              Begin                         Pri-
                                                                             Status    To    Hrs to             Comp.    Comp.          Comments
                                                                 Party                              Date                          ority
                                                                                       Date  Comp               Date     Date

  Notify eVision PM of any PM training needs or other needs
Deliverable and Payment Tracking
  Create spreadsheet with deliverables and related pricing
  structure
  Add dates of deliverable acceptance, invoice approval,
  payment
  Track progress and variances
Risk Management
  Identify risks by reviewing project plan with experts
  Identify risks by reviewing list of typical risk categories
  Quantify risks by assessing probability, impact and level of
  control
  Plan management approach to risks - avoid, mitigate or
  accept
  Move necessary steps into detailed project plan
  Track risks
Issue Resolution
  Use formal issue resolution process and format
  Establish escalation path
  Establish and maintain issue log
Quality Assurance
  Determine review and sign-off teams for each project
  deliverable
  Document expectations, including acceptance criteria, for
  each deliverable's format and content before work begins
  Document acceptance criteria for each deliverable
  Ensure all appropriate feedback and review complete before
  deliverable acceptance
  Document terms required for full system acceptance; keep
  separate from any deliverable
  Document the warranty process, adding procedural detail to
  the contractual terms



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                                                                                                                                       Project Name
      e Vision                                                                                                                             Workplan
      for Texas Workforce Network                                                                                                       Project Mgmt
                                                                                     Hours Est.               Sched.   Actual
                                                               Resp.                              Begin                         Pri-
                                                                           Status    To    Hrs to             Comp.    Comp.          Comments
                                                               Party                              Date                          ority
                                                                                     Date  Comp               Date     Date
Assess for QAT potential and ensure appropriate
documentation ready for DIR




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                                                                                                                                          Project Name
       e Vision                                                                                                                               Workplan
       for Texas Workforce Network                                                                                                       Communication

Communication
                                                                                      Hours Est.                 Sched.   Actual
                                                                    Resp.                          Begin                           Pri-
                                                                            Status    To    Hrs to               Comp.    Comp.          Comments
                                                                    Party                          Date                            ority
                                                                                      Date  Comp                 Date     Date
Communication Plan
 Identify the major stakeholder groups, including management,
 steering committee, vendors, and end users
 Determine the communication needs of each stakeholder
 group - a combination of what they want to know and what the
 project team wants to tell them
 Determine the timing/ frequency of communication for each
 stakeholder or key message
 Review the Marketing and Communication Enablers in Section
 II of the eStrategy Plan
 Review the communication vehicles in Appendices D & E of
 the eStrategy Plan
 Determine the best medium to communicate to each group

 Prioritize the communication ideas so that the least costly with
 the most value are included in the final communication plan

  Place the details of the communication plan into the project
  workplan - determine who is responsible for carrying out the
  communication plan and assign dates for the completion of
  each phase of the plan
  Meet with Communications Department regarding
  communication plan, materials review, etc.
Intranet Communication
  Create project summary page for Intranet project status
  section
  Create project status summary page for Intranet
  Assign project feedback e-mail address - usually
  eVision@twc.state.tx.us
  Maintain project status summary page for Intranet
Automated Mailings
  Write IT1 to write extract program, then program and generate
  notices

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                                                                                                                                        Project Name
      e Vision                                                                                                                              Workplan
      for Texas Workforce Network                                                                                                      Communication
                                                                                    Hours Est.                 Sched.   Actual
                                                                Resp.                            Begin                           Pri-
                                                                          Status    To    Hrs to               Comp.    Comp.          Comments
                                                                Party                            Date                            ority
                                                                                    Date  Comp                 Date     Date
Determine selection criteria for employers or job seekers to
extract from database
Test extract program
Draft notice (overview, benefits, procedures, contact
information) and obtain management approval
Notify Output Control of the number of notices, method of
mailing and approximate date to be mailed
If correspondence > 500, go through mailstream - get with
AD&M
Translate letter in Spanish if needed
Create form, program form and variable text
Develop program to generate notices
Test program
Provide copy of notices to appropriate state office and field
staff
Execute program to generate notices
Print and mail notices




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                                                                                                                                           Project Name
       e Vision                                                                                                                                Workplan
       for Texas Workforce Network                                                                                                        Program Issues

Program Issues
                                                                                       Hours Est.                 Sched.   Actual
                                                                  Resp.                             Begin                           Pri-
                                                                              Status   To    Hrs to               Comp.    Comp.          Comments
                                                                  Party                             Date                            ority
                                                                                       Date  Comp                 Date     Date
Issue Identification
  Identify organizational enablers (from eStrat Plan) required
  and assign/plan
  Identify technical enablers required, obtain status and
  assign/plan
Language Issues
  Assess current practices for the business function -English
  only or multi-lingual?
  Consult with Legal about Spanish language requirements
  Consult with Legal about court-certified interpreter
  requirements
  Finalize decisions about languages to support in Internet
  application
  If decision is to support more than English, determine timing
  and budget of additional languages
Signature Issues
  Identify processes to be automated that currently require
  original signatures
  Research law and policy to determine signature requirement
  source
  Develop options
  Present to Legal Department for ruling
  Present to Commission if policy change required
Security Issues
  Review global security designs and identify unique business
  requirements for application
  Determine if new logons will be automatically authorized or
  reviewed by staff (Ex: new employer account for Hire Texas
  with no tax account)
  Determine logon methods for transaction specific access (Ex:
  employer response to notice of claim requires unique logon
  with notice)
  Determine password reset procedures and contacts

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                                                                                                                                           Project Name
        e Vision                                                                                                                               Workplan
        for Texas Workforce Network                                                                                                       Program Issues
                                                                                       Hours Est.                 Sched.   Actual
                                                                  Resp.                             Begin                           Pri-
                                                                              Status   To    Hrs to               Comp.    Comp.          Comments
                                                                  Party                             Date                            ority
                                                                                       Date  Comp                 Date     Date
Procedural Issues
 Identify procedural changes required by automation project
 Assess other programs and divisions that might refer
 customers to services, and how their procedures/information
 might need to change
 Develop options and get appropriate approval
 Develop written procedures in appropriate format-WD Letter,
 Manual update, etc.
 Issue procedures
 Provide training if needed - move into training plan
Organizational Issues
 Identify possible organizational issues
 Assess customer support services to determine if additional
 customer service staff or organization required
 Determine method for Internet customers to contact help and
 plan for appropriate e-mail groups, toll-free numbers, ACD
 functionality, etc. and to give the Help Desk contacts &
 numbers to the Unisys Help Desk
 Assess job duties and determine if duties, job descriptions,
 and performance measures must change
 Coordinate changes with program management and HR
Performance Measurement
 Assess automation features to determine possible impacts on
 required program performance measures
 Ensure design covers required performance measures or finds
 new methods to accomplish the same

 Assess opportunities for new performance measures that will
 help identify efficiencies or customer service opportunities -
 look for customer-focused or outcome-driven metrics
Customer Input
 Assess all possible methods of customer involvement
       Web survey
       Focus groups

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                                                                                                                                          Project Name
       e Vision                                                                                                                               Workplan
       for Texas Workforce Network                                                                                                       Program Issues
                                                                                      Hours Est.                 Sched.   Actual
                                                                 Resp.                             Begin                           Pri-
                                                                             Status   To    Hrs to               Comp.    Comp.          Comments
                                                                 Party                             Date                            ority
                                                                                      Date  Comp                 Date     Date
        Usability testing
        Survey staff with frequent customer contact
        Survey TWC ombudsman
        Survey Webmaster
        Survey customer service representatives
 Ensure site is designed for the customer's point of view, not
 the agency's
Materials Review
 Assess all forms and correspondence to customers for
 potential revisions (including agency or Commissioner
 publications)
 Initiate appropriate methods to draft and effect changes
Process Redesign
 Map current and redesigned business processes before
 beginning requirements definition - improves business
 processes, ensures early issue identification and streamlines
 requirements gathering
 Review current business processes to determine opportunities
 for greater efficiency
 Identify duplication of effort and processes that do not add
 value
 Assess customer needs first, then overlay state/local
 requirements




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                                                                                                                                     Project Name
       e Vision                                                                                                                          Workplan
       for Texas Workforce Network                                                                                                        Training

Training
                                                                                      Hours Est.           Sched.   Actual
                                                                 Resp.                             Begin                     Pri-
                                                                             Status   To    Hrs to         Comp.    Comp.          Comments
                                                                 Party                             Date                      ority
                                                                                      Date Comp            Date     Date
Training Plan

 Determine participant groups and number of sessions required
 Determine locations available for hands-on training
 Assign train-the-trainer staff
 Assign training facilitators
 Assign training content developers
 Assign training content reviewers
Training Development
 Develop course objectives and outlines for training
 Develop format for participant and facilitator guidebooks
 Develop participant guidebook
 Develop facilitator guidebook
 Develop training evaluation forms
Training Preparation
 Conduct train-the-trainer sessions
 Order binders for participant guidebooks
 Prepare Y-85s and hand deliver training materials to print
 shop/graphics or make copies locally
 Secure direct billing services for facilitators
 Process F-70's for all travel
 Deliver training materials direct to training site
 Deliver training equipment, including flip charts, projection
 screen, trng supplies, etc.
 Deliver binders direct to training site
 Schedule participants
 Send participants confirmation of training schedule and
 location
Training
 Conduct training
 Collect evaluation forms
 Assess evaluations after each session, modify training if
 needed

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                                                                                                                                    Project Name
      e Vision                                                                                                                          Workplan
      for Texas Workforce Network                                                                                                        Training
                                                                                     Hours Est.           Sched.   Actual
                                                               Resp.                              Begin                     Pri-
                                                                            Status   To    Hrs to         Comp.    Comp.          Comments
                                                               Party                              Date                      ority
                                                                                     Date Comp            Date     Date
Summarize training experience, best practices and lessons
learned




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                                                                                                                                         Project Name
       e Vision                                                                                                                               Workplan
       for Texas Workforce Network                                                                                                       Prelim Design

Preliminary Design/ Requirements
                                                                                     Hours Est.                 Sched.   Actual
                                                                  Resp.                           Begin                           Pri-
                                                                              Status To    Hrs to               Comp.    Comp.          Comments
                                                                  Party                           Date                            ority
                                                                                     Date  Comp                 Date     Date
User Requirements
 Assess customer and business environment
 Identify future business strategy (BPR recommendede)
 Conduct focus groups, site visits, interviews as appropriate
 Help customers to define their needs as clearly as possible
 Query and research all aspects of the need

 Document the need of each user category as accurately as
 possible, in plain language that the customer will understand
 Document business rules
 Ask customers to respond to the documentation and revise it
 accordingly
 Develop written statement of work or scope statement based
 on functionality included
System Requirements
 Gather current forms, reports, screens
 Document and assess current system
 Ensure no current functionality lost in new system, unless no
 longer needed with process redesign
 Determine major system components/ required system
 modifications
 Define interface requirements & impact on legacy systems
 Determine system architecture and operating environment

 Present proposed architecture to TAR Committee for approval
 Begin database design (logical and physical)
 Determine types and estimated number of screens, reports,
 and forms
Preliminary Design Documentation
 Prepare expectations document and get signatures agreeing
 upon deliverable contents, standards/templates, and
 acceptance criteria


                                                                                                                                               Page 16
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                                                                                                                                          Project Name
       e Vision                                                                                                                                Workplan
       for Texas Workforce Network                                                                                                        Prelim Design
                                                                                      Hours Est.                 Sched.   Actual
                                                                       Resp.                       Begin                           Pri-
                                                                               Status To    Hrs to               Comp.    Comp.          Comments
                                                                       Party                       Date                            ority
                                                                                      Date  Comp                 Date     Date
 Develop distribution list early and verify availability of or order
 supplies
 Document functional requirements in a traceability matrix
 Develop process and/or screen dialogue flows
 Develop detailed screen and report layouts (prototype) to
 confirm functional requirements
 Develop preliminary data model based on known elements
 Map preliminary design back to user requirements (SOW) to
 ensure everything covered
 Revise based on customer/stakeholder feedback
 Obtain user, vendor and IT signatures at acceptance
Life-Cycle Cost Worksheet
 Develop 5-year cost forecast
 Itemize all costs, including maintenance, enhancements,
 upgrades and software subscriptions/licensing fees




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                                                                                                                                           Project Name
       e Vision                                                                                                                                 Workplan
       for Texas Workforce Network                                                                                                        Detailed Design

Detailed Design
                                                                                        Hours Est.                 Sched.   Actual
                                                                       Resp.                              Begin                      Pri-
                                                                               Status   To    Hrs to               Comp.    Comp.          Comments
                                                                       Party                              Date                       ority
                                                                                        Date  Comp                 Date     Date
Design Documentation
 Track design by module
 Prepare expectations document and get signatures agreeing
 upon deliverable contents, standards/templates, and
 acceptance criteria
 Establish detailed design format and requirements - review
 vendor and TWC templates and develop best of breed
 Add new elements to the TWC design template based on
 vendor design document
 Add new elements to the TWC templates based on vendor
 improvements
 Include all applicable program types in design: conversion,
 archive, batch, interface, online, etc.
 Structure detailed design deliverable to ensure it contains
 Table of Contents, introductory section, and flow charts or
 some anchor before each section, all detailed design packets,
 data model, data dictionary, etc.
 Develop deliverable distribution list early and verify availability
 of or order supplies
Design Development

 Determine applicable use of Web Foundation, Global Access
 Security System and other global application tools
 Conduct separate design session to apply the web
 development standards to the application
 Develop Global design document (start with standard one) for
 standards applying to all screens/pages early in design
 process
 Develop detailed design packet for style of application pages -
 look & feel, navigation…

 Develop detailed design packet for each program or module


                                                                                                                                                 Page 18
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                                                                                                                                         Project Name
     e Vision                                                                                                                                 Workplan
     for Texas Workforce Network                                                                                                        Detailed Design
                                                                                      Hours Est.                 Sched.   Actual
                                                                  Resp.                                 Begin                      Pri-
                                                                            Status    To    Hrs to               Comp.    Comp.          Comments
                                                                  Party                                 Date                       ority
                                                                                      Date  Comp                 Date     Date
Conduct detailed design review meetings with users
throughout development
Confirm detailed design meets the functional requirements
map back to traceability matrix
Include online help links and wording in the design

Develop separate security specification for overall application
Develop interface specifications
Develop batch process specifications
Arrange for correspondence/page language reviews by
Communicatons or Customer Outreach & Relations
Conduct 'human factors' review for flow, language and button
placement
Obtain signatures for each packet during reviews, then overall
deliverable acceptance
Finalize data model and complete data dictionary according to
TWC standards
Address the following design issues
      Design standards / consistency
      Logical and physical databases
      Business transactions
      Screens/reports/forms
      Application software components
      Security and access controls
      Data conversion map
      Development, test, and construction environments
      Review process
      Change control
      Quality assurance
      Retention/archive strategy
      Backups
      Restart logic
      Error reports
      Reprint/regeneration capability

                                                                                                                                               Page 19
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                                                                                                                                         Project Name
      e Vision                                                                                                                                Workplan
      for Texas Workforce Network                                                                                                       Detailed Design
                                                                                      Hours Est.                 Sched.   Actual
                                                                Resp.                                   Begin                      Pri-
                                                                            Status    To    Hrs to               Comp.    Comp.          Comments
                                                                Party                                   Date                       ority
                                                                                      Date  Comp                 Date     Date
       Keywords and meta tags for HTML pages & application home page
Change Procedures
 Begin change control process to record and determine
 approval of design or requirements changes
 Assign change control board
 Assign escalation path for unresolved requests
 Communicate change process and its importance in
 controlling scope
 Assess impact of requested change on functionality, budget
 and schedule
 Track change request and status - accepted, unaccepted,
 deferred
 Update detailed design documents with addendums for
 approved changes




                                                                                                                                               Page 20
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                                                                                                                                                        Project Name
      e Vision                                                                                                                                              Workplan
      for Texas Workforce Network                                                                                                                            SpecList

Spec List for Detailed Design
                                     Program     Difficulty Est'd                        Hours       Est.             Sched.   Actual   Signoff
                                                                  Resp.                                       Begin                               Pri-
                                     ID                     Hours                 Status To          Hrs to           Comp.    Comp.                    Comments
                                                                  Party                                       Date                                ority
                                                                                         Date        Comp             Date     Date
Modules




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                                                                                                                                     Project Name
      e Vision                                                                                                                           Workplan
      for Texas Workforce Network                                                                                                            Build

Build and Unit Test
                                                                                        Hours Est.           Sched.   Actual
                                                                       Resp.                         Begin                     Pri-
                                                                               Status   To    Hrs to         Comp.    Comp.          Comments
                                                                       Party                         Date                      ority
                                                                                        Date  Comp           Date     Date
Preparation
 Review appropriate environments, code migration and version
 control processes

 Prepare expectations document and get signatures agreeing
 upon deliverable contents - may just be one copy of final code
 review, unit test and any amended detailed designs
 Prepare expectations document and get signatures agreeing
 upon deliverable contents, standards/templates, and
 acceptance criteria
 Develop distribution list early and verify availability of or order
 supplies
Code
 Build skeleton program/ proof of concept as template
 Code according to design specs and technical standards
 Raise issues to project management, user and technical
 groups as needed - use formal issue resolution process if
 unable to resolve through discussion
 Document design amendments throughout process and get
 signatures
 Include archive programs
 Include conversion programs (detail on next sheet)
 Include backup files
 Write production JCL, if applicable
Code Review
 Use code review checklist - include SQL review by DBAs for
 efficiency
 Get user and technical review and sign off of checklist format
 and process
 Determine responsibility for code review - include TWC
 technical staff and vendor staff
 Conduct code reviews
 Obtain signatures for each packet during reviews

                                                                                                                                           Page 22
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                                                                                                                                    Project Name
      e Vision                                                                                                                          Workplan
      for Texas Workforce Network                                                                                                           Build
                                                                                       Hours Est.           Sched.   Actual
                                                                  Resp.                             Begin                     Pri-
                                                                             Status    To    Hrs to         Comp.    Comp.          Comments
                                                                  Party                             Date                      ority
                                                                                       Date  Comp           Date     Date
Unit Test
 Create unit test checklists
 Get user and technical review and sign off of checklist format
 and process
 Determine responsibility for unit test review and process -
 include TWC user and technical staff and vendor staff
 Conduct unit test in both IE and Netscape and document
 results
 String test related components
 Review unit test results in meetings
 Obtain signatures for each packet during reviews




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                                                                                                                                    Project Name
      e Vision                                                                                                                          Workplan
      for Texas Workforce Network                                                                                                     Conversion

Conversion
                                                                                       Hours Est.           Sched.   Actual
                                                                    Resp.                           Begin                     Pri-
                                                                             Status    To    Hrs to         Comp.    Comp.          Comments
                                                                    Party                           Date                      ority
                                                                                       Date  Comp           Date     Date
Definition and Planning

 Document conversion activities in the deliverables for the
 appropriate stage, such as detailed design and system test
 Identify and document all data sources and elements to be
 converted, including historical or archived data
 Identify any data cleaning issues
 Document number of records involved in the conversion
 Analyze the existing data to understand any implicit or explicit
 relationships and dependencies, and how those attributes
 correspond to the new system
 Map each data element to the corresponding new element

 Determine how to address new data elements that don't have
 corresponding old data elements - calculate based on existing
 information, perform manual conversion process, leave blank
 Determine if alert mechanism is required to notify users of
 partially converted records requiring research and additional
 data
 Develop conversion plan and identify all methods required for
 automated and manual conversion
 Determine if additional test environment is required for
 conversion testing and create if needed
 Determine all responsible parties for conversion programming,
 testing, data verification
 Prepare detailed schedule for conversion tasks to address
 task dependencies
Conversion Coding
 Code all conversion scripts
 Write procedures for manual conversions and develop
 templates if needed
Conversion Testing
 Run all conversion scripts

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                                                                                                                                    Project Name
      e Vision                                                                                                                          Workplan
      for Texas Workforce Network                                                                                                     Conversion
                                                                                       Hours Est.           Sched.   Actual
                                                                 Resp.                              Begin                     Pri-
                                                                             Status    To    Hrs to         Comp.    Comp.          Comments
                                                                 Party                              Date                      ority
                                                                                       Date  Comp           Date     Date
 Perform at least partial manual conversions
 Conduct data review with users and technical team
 Document all discrepencies, review code, determine action,
 fix, and retest
Other Test Coordination
 Run mock conversions before other test phases to fully
 exercise converted data




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                                                                                                                                      Project Name
       e Vision                                                                                                                           Workplan
       for Texas Workforce Network                                                                                                          Testing

Testing
                                                                                        Hours Est.           Sched.   Actual
                                                                  Resp.                              Begin                     Pri-
                                                                              Status    To    Hrs to         Comp.    Comp.          Comments
                                                                  Party                              Date                      ority
                                                                                        Date  Comp           Date     Date
Definition and Planning
 Determine types of testing included in project scope
 Determine relative timing of each testing phase
 Prepare expectations document and get signatures agreeing
 upon deliverable contents, standards/templates, and
 acceptance criteria for each separate testing phase
Defect Tracking
 Implement defect tracking processes
 Document and log all problem reports
 Determine if problem is application error, data error, or
 enhancement
 Determine severity/priority for all errors and enhancements
 Assign errors for data or code fix
 Assess enhancements for possible implementation/change
 order
Usability Test
 Determine scope of test - level of functionality and web pages
 to be included in prototype
 Develop the test scenarios and tasks to be tested
 Prep data if needed
 Assign facilitator, observers and technical support staff
 Determine customer groups and number of sessions
 Send invitations to participants
 Prepare test area
 Execute tests and collect observations
 Debrief participants and observers
 Analyze findings
 Fix errors
 Log enhancements and prioritize for immediate or future
 development
System Test Plan



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                                                                                                                                      Project Name
        e Vision                                                                                                                          Workplan
        for Texas Workforce Network                                                                                                         Testing
                                                                                        Hours Est.           Sched.   Actual
                                                                      Resp.                          Begin                     Pri-
                                                                              Status    To    Hrs to         Comp.    Comp.          Comments
                                                                      Party                          Date                      ority
                                                                                        Date  Comp           Date     Date
 Develop written test plan with resources, roles &
 responsibilities, defect tracking procedures, data prep
 requirements, converted data requirements, and testing
 methodologies
 Define the testing tools needed for each testing level

 Identify dependencies or risks that may impact the schedule
 Develop test cycles, subcycles and get sign off
 Develop test conditions, test scripts and expected results and
 get sign off
 Create a results column for each browser tested - IE and
 Netscape both required
 Ensure test conditions will test results with both converted and
 new data
 Develop detailed system test schedule
System Test Preparation
 Book room and equipment needed for system test - ensure
 different browsers and operating systems available
 Schedule all required participants
 Convert data
 Complete data prep for specific test conditions and tests
 against new data
System Test Execution
 Execute test scripts in both IE and Netscape
 Document errors and enhancement comments
 Fix errors
 Retest and close errors
 Plan and conduct regression test
 Sign off system test
Acceptance Test
 Determine objectives of acceptance test
 Consider training pilot for the acceptance test participants -
 will help prepare the test participants and will test the training
 approach and materials

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                                                                                                                                      Project Name
        e Vision                                                                                                                          Workplan
        for Texas Workforce Network                                                                                                         Testing
                                                                                        Hours Est.           Sched.   Actual
                                                                      Resp.                          Begin                     Pri-
                                                                              Status    To    Hrs to         Comp.    Comp.          Comments
                                                                      Party                          Date                      ority
                                                                                        Date  Comp           Date     Date

 Develop test scripts or select subset of system test scripts
 Identify and schedule test facilitator, participants and technical
 support
 Convert data
 Complete data prep for specific test conditions and tests
 against new data
 Execute test scripts
 Document errors and enhancement comments
 Fix errors
 Retest and close errors
 Sign off acceptance test
Performance/Stress Test

 Set requirements for average and maximum response times
 Determine number of simultaneous users required to stress
 system
 Determine different connection types and speeds required for
 test
 Determine method of testing - software or human driven or
 combination
 Write test scripts and develop test logs
 Conduct tests
 Analyze results, including hardware assessment, and
 determine corrective action plan if needed
Pilot Test
 Determine pilot objectives
 Identify diverse group of pilot participants with characteristics
 to achieve objectives

 Determine pilot environment - parallel system or production
 Determine how to limit access to the pilot site
 Develop written pilot plan and get sign off



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                                                                                                                                    Project Name
      e Vision                                                                                                                          Workplan
      for Texas Workforce Network                                                                                                         Testing
                                                                                      Hours Est.           Sched.   Actual
                                                                 Resp.                             Begin                     Pri-
                                                                            Status    To    Hrs to         Comp.    Comp.          Comments
                                                                 Party                             Date                      ority
                                                                                      Date  Comp           Date     Date
Develop and distribute appropriate correspondence to
customers or user group

Convert data appropriate for pilot depending on environment
Conduct pilot and debrief participants

Analyze results and determine corrective action plan if needed
Assess implementation readiness based on pilot results
Sign off pilot test




                                                                                                                                          Page 29
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                                                                                                                                          Project Name
       e Vision                                                                                                                               Workplan
       for Texas Workforce Network                                                                                                      Implementation

Implementation
                                                                                       Hours Est.                Sched.   Actual
                                                                 Resp.                              Begin                          Pri-
                                                                             Status    To    Hrs to              Comp.    Comp.          Comments
                                                                 Party                              Date                           ority
                                                                                       Date Comp                 Date     Date
Implementation Criteria
 Set formal implementation criteria well before implementation
 Ensure all implementation criteria have been met
 Hold go/no go meeting with primary stakeholder
 representatives
Implementation Plan
 Prepare expectations document and get signatures agreeing
 upon deliverable contents, standards/templates, and
 acceptance criteria
 Develop formal, detailed implementation plan with all tasks
 and due dates required for successful implementation
 including technical, program, and communication steps
 Identify risks and develop contingency plans
 Carry out planned method for Internet customers to contact
 help, implement appropriate e-mail groups, toll-free numbers,
 ACD functionality, etc., and give the Help Desk contacts &
 numbers to the Unisys Help Desk
 Determine if temporary web pages are required during
 implementation process to notify customers
 Coordinate implementation plan and conversion plan tasks
 Email new FTP info to Output Control (Laura Hernandez) to
 update the “Outgoing/Incoming Cartridges, Tapes and FTPs”
 spreadsheet
 Identify all roles and responsibilities
 Conduct implementation meeting with all necessary parties
 and review schedule and tasks
 Create and distribute contact lists with contact roles and
 multiple contact methods
 Schedule technical support staff
 Schedule customer support staff
 Arrange for building and room access for non-traditional
 business hours

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                                                                                                                                          Project Name
       e Vision                                                                                                                               Workplan
       for Texas Workforce Network                                                                                                      Implementation
                                                                                       Hours Est.                Sched.   Actual
                                                                 Resp.                              Begin                          Pri-
                                                                             Status    To    Hrs to              Comp.    Comp.          Comments
                                                                 Party                              Date                           ority
                                                                                       Date Comp                 Date     Date
Web Site Integration
 Have program staff review existing web pages to determine
 necessary content changes to reflect new
 functionality/processes
 Review web site to determine all changes required to existing
 links
 Determine placement and labels of new links to site
 Set length of shakedown period before highlighting new
 application as featured link
 Determine applicable customer group home pages for
 featured links and draft language
 Schedule timing for each change
 Implement changes

 Test search results, check ranking for application home page
 and other key pages, and change keywords if needed
System Acceptance
 Set formal system acceptance criteria well before
 implementation
 Ensure all acceptance criteria have been met
 Authorize final payment




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                                                                                                                                    Project Name
      e Vision                                                                                                                          Workplan
      for Texas Workforce Network                                                                                                      Transition

Transition
                                                                                       Hours Est.           Sched.   Actual
                                                                   Resp.                            Begin                     Pri-
                                                                             Status    To    Hrs to         Comp.    Comp.          Comments
                                                                   Party                            Date                      ority
                                                                                       Date  Comp           Date     Date
System Documentation
 Develop technical support information - include information
 about the hardware and software configuration, the database
 strucure and maintenance processes
 Develop application source code documentation
 Develop system configuration documentation
 Print and distribute the documentation and place on shared
 LAN directory
Knowledge Transfer
 Identify all system maintenance staff well in advance and
 involve them whenever possible
 Schedule maintenance staff from all areas, not just application
 maintenance, to attend knowledge transfer sessions
 Application Functionality Overview
 Application Architecture Overview
 Deliverable Overview
 Data Model Overview
 Server Overview
 Directory Structure Overview
 Automated Server Password Maintenance Overview
 Problem Report Overview
 Enhancement List Overview
 Current Roles and Responsibilities
 System Acceptance and Warranty Work Checklist
Warranty Period
 Put warranty process and procedures in writing
 Clarify that document is process only and does negate or
 modify contract warranty information, and include summary of
 warranty terms

 Identify processes used to determine if item covered under
 warranty, to report the error to the vendor, to escalate issues

                                                                                                                                          Page 32
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                                                                                                                                     Project Name
      e Vision                                                                                                                           Workplan
      for Texas Workforce Network                                                                                                       Transition
                                                                                        Hours Est.           Sched.   Actual
                                                                   Resp.                             Begin                     Pri-
                                                                              Status    To    Hrs to         Comp.    Comp.          Comments
                                                                   Party                             Date                      ority
                                                                                        Date  Comp           Date     Date
 Confirm location and security access for warranty work and
 agree upon migration coordination
 Determine length of time TWC has to test the fix before it is
 accepted by default
 Clarify warranty ending date - no new problems reported after
 end date but ongoing break/fix work to continue until resolved

 Obtain signatures from vendor and agency representatives
 Conduct meeting or conference call with vendor, user,
 technical and testing staff to ensure everyone understands
 roles, responsibilities and procedures
 Execute warranty processes
Maintenance
 Establish the current IT1 problem report and enhancement
 request processes for regular maintenance
 Notify users of any changes in procedure from the system
 development and warranty work processes
 Encourage users and technical staff to work together closely
 during transition for system background, error recreation, etc.




                                                                                                                                           Page 33
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                                                                                                                                    Project Name
       e Vision                                                                                                                         Workplan
       for Texas Workforce Network                                                                                                       Closeout

Closeout
                                                                                       Hours Est.           Sched.   Actual
                                                                    Resp.                           Begin                     Pri-
                                                                             Status    To    Hrs to         Comp.    Comp.          Comments
                                                                    Party                           Date                      ority
                                                                                       Date  Comp           Date     Date
Evaluation
 Conduct assessment of how well application meets customer
 needs
 Conduct lessons learned/ best practices brainstorming
 exercise
 Document lessons learned and best practices
 Assess project products as possible resources for other
 projects - add to Resources folder in Inet_Global if appropriate
 Update current project processes based on evaluation
 Complete PIER review for DIR if required
Contract Closeout
 Monitor final acceptance criteria and warranty work
 Track final payments to vendors
 Perform project end QA activities
Asset Management
 Follow up with Asset Management for projects over $50,000.
 Inform them software development complete and whether
 TWC owns the source code or pays licensing costs. Provide
 the property number of the server that the application resides
 on.
 Follow up with Asset Management for enhancements over
 25% of the original cost, if software product already covered
 by Asset Management.
Project Records Cleanup
 Update project management plan with final information
 Verify all deliverables on LAN
 Verify hardcopy of all deliverables for project records
 Separate final deliverables from working files
 Password protect final deliverables for modification
 Delete files no longer needed
 Provide electronic files to other areas as needed
 Burn CDs of project directory

                                                                                                                                          Page 34
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                                                                                                                                    Project Name
       e Vision                                                                                                                         Workplan
       for Texas Workforce Network                                                                                                       Closeout
                                                                                       Hours Est.           Sched.   Actual
                                                                   Resp.                            Begin                     Pri-
                                                                             Status    To    Hrs to         Comp.    Comp.          Comments
                                                                   Party                            Date                      ority
                                                                                       Date  Comp           Date     Date
 Review paper files from project and discard or store
Reassignment of Personnel
 Transfer TWC programmer/analysts to maintenance or new
 project role
 Reassign Project Manager
 Clarify user's ongoing roles as they transition back to program
 area
Reassignment of Material Resources
 Inventory remaining supplies and equipment
 Assess needs of future or existing projects, ongoing
 maintenance, etc.
 Transfer resources




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Description: Startup Business Project Plan document sample