# Presentation: 549550

## Project Name

- First Time IT Project Management Review
- Date

- Project Logo or Icon, if desired

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Title Page

FREQUENCY:  This slide is used for first time reviews and will be replaced with the On-going cover slide for subsequent reviews

PURPOSE:  Identify the presentation

SOURCE(S):  Project Information

PROCESS:  Provide the Project Name and Date of the Review.  Project icons or pictures may be provided, if desired.

NOTE:  Place a footer on each slide indicating the project name and that the slides are for “official use only.”  This annotation appears on each of the template slides.

## Agenda

- Introduction/Comments
*Project Name* General Overview
- Project Status
- Product Status
- Issues/Risks
*Project unique agenda topics*
- Next Steps

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Agenda

FREQUENCY:  This slide is used for first time reviews and will be replaced with the On-going Agenda slide for subsequent reviews

PURPOSE:  Identify topics being covered and provide a standardized format for presenting information for senior manager decision making.

SOURCE(S):  Presentation Template and Project Information

PROCESS:  Update the bulleted list to include other agenda items specified by management, if necessary.  For the Introductions/Comments, there will not be a separate slide.  At the beginning of the presentation, self-introductions should be made for all present and on the phone.  Allow for initial comments from participants prior to the start of the review.  Program Manager or other management may wish to make opening remarks.

## General Overview Section

- Brief Project Description

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  General Overview Section

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information in this section changes from prior review.

PURPOSE:  This page is used to introduce the project and the section of slides providing an overview of the project. 

SOURCE(S):  Project Plan, Feasibility Study, Analysis of Benefits Cost, and other project documentation.

PROCESS:  Provide a brief description of the project.  

NOTE:  Additional slides may be added to this section as desired, or to respond to information asked for on a periodic one time basis, such as requests for information on OMB compliance to report progress towards completing section 508 goals, capitalization information, etc.

##  Project Organization

- Program Management

- Agency Stakeholder(s)

- User Stakeholder(s)

- Infrastructure
-  Stakeholder(s)

- Project Team

- Contractor(s)

- Project Interface(s)

- Quality Assurance

- Highest Authority

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE: Project Organization

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE: Communicate the organizational structure of the project and highest level of  authority. 

SOURCE(S):  Project Plan, Project Communication Plan, Feasibility Study, Analysis of Benefits Cost, Requirements Specifications and other project documentation.

PROCESS:  Create an organizational slide identifying the structure of the project and the roles of project participants.

## Project Objectives

- Vision
- Drivers
- Benefits

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Project Objectives

FREQUENCY: This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  To provide background summary information regarding the objectives of the project, including vision, drivers (e.g., Mission/Business Needs, Legislation, Architecture, Technology, DOE Mandates) and major benefits (e.g., Cost Benefit, ABC, Additional Function, Usability/Portability/Scalability, Maintainability/Operability/Reliability).

SOURCE(S):Business Case, DOE Information Architecture, DOE Mandates, Project Plan, Feasibility Study, Analysis of Benefits and Cost, Requirements Specifications and other project documentation.

PROCESS:  Provide the summary in bullet form of information to be discussed during the presentation.  Continue this information on multiple slides, as necessary. 

## Objectives By Year

- Examples:
- FY 01 Planning and Requirements stages completed.
- FY 02 Modules X and Y completed.
- FY 03 pilot solution at site “x” and run parallel with legacy system for 2 months.

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Objectives By Year

FREQUENCY: This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  Highlight the business objectives to be accomplished each year of the project’s life.  For example FY 01 Planning and Requirements stages completed, FY 02 Modules X and Y completed, FY 03 pilot solution at site “x” and run parallel with legacy system for 2 months.  Include a discussion of the performance measures that will be met by each objective in each year.  This is necessary for budget justification and for reporting to Congress and the Secretary.

SOURCE(S):  Project Plan, Business Case, Feasibility Study, and other project related documentation.

PROCESS:  Record objectives and date in bulleted format.

## Project Status

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Project Status

FREQUENCY:  This slide will be used in each review.

PURPOSE:  This page is a section divider to introduce the next section of slides.  The project status section focuses on the management approach, e.g., schedule, cost, decision points, ROI funding status, etc.

SOURCE(S):  Not Applicable

PROCESS:  Include divider slide as indicated above.

## Project Schedule/Decision Points

- Completed Task

- Rescheduled Task

- Baseline Task

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Project Schedule/Decision Points

FREQUENCY:  This slide will be updated and used in each review.  

PURPOSE:  To provide the project schedule and show the actual vs. planned work for the project for the current quarter and next (six months) tracked against the project baseline to highlight critical decision points for senior managers and program/project managers.

SOURCE(S):  Project Plan, Work Breakdown Structure, and IT Project Management Review Process guide

PROCESS: Import a snapshot of the high-level Work Breakdown Structure (e.g., for Microsoft Project, select the Copy Picture – camera – Icon from the standard tool bar).  For the project’s first quarterly review, show the major decision points for the project.  Include a legend for the Gantt chart.  It is not expected that new projects will have the same distribution of baseline and rescheduled tasks as provided in the sample above.  The slide should be updated to display the information appropriate to the project.  Continue this information on multiple slides, as necessary. 

NOTE:  Provide copies of the detailed Work Breakdown Structure (WBS) as background material for each review to handout as part of the presentation. 

## Status of Implementation and Migration Schedule and Locations

- Use a format compatible with the project to present the Status of Implementation and Migration Schedule and Locations.
- Samples are provided in the Sample file.

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Status of Implementation and Migration Schedule and Locations

FREQUENCY: This slide will be updated and used in each review. 

PURPOSE:  Highlight plans for implementing or migrating the system by locations being impacted, show planned and actual users, and to identify duplicate systems that will be eliminated.

SOURCE(S):  Business Case, Project Plan and other project related documentation.

PROCESS:  Document the planned locations for implementing or migrating the system.  Provide the status of each location, e.g., Database implemented ‘x’ location on mm/yy, users at ‘y’ location begin accessing database on mm/yy entering data in parallel to new and old system for pilot period, old system at ‘y’ location to be removed from operation on mm/yy, or users at ‘z’ location to begin using system on mm/yy.
The information may be provided in bullet form or as map or chart. Three example slides are provided in the Sample file to show how this information may be communicated for the project.

## Project Deliverables

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Project Deliverables

FREQUENCY: This slide will be updated and used in each review.

PURPOSE:  To communicate the status of all the agreed upon deliverables for the project as of this quarter and the next quarter.  

SOURCE(S):  Project Plan, Work Breakdown Structure, Quality Assurance Plan, Configuration Management Plan, and other related project documents. 

PROCESS:  Provide the list of all project deliverables, identified by phase, and the targeted and actual (if any) completion dates. The two reference slides in the Sample file provide examples of project deliverables that may be required for the project.

## Development Funding Status

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Development Funding Status

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  To identify project budget by source for the development of the system.

SOURCE(S): Project tracking data, project budget and other related project documentation.

PROCESS:  Record the project funding by source for the life of the project at high-level.

## Estimated FTEs and Total CostIn Thousands

|  | FY 2002 | FY 2003 | FY 2004 | Total |
| --- | --- | --- | --- | --- |
| ~FTEs | ~4 | ~2 | ~1+ |  |
| Labor $$ | 634.5 | 289.5 | 222.0 | 1,146.0 |
| Non
 Labor $$ | 124.0 | 15.0 | 15.0 | 154.0 |
| Total $$ | 758.5 | 304.5 | 237.0 | 1,300.0 |

- Estimated FTEs and Total CostIn Thousands

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Estimated FTEs and Total Cost

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  Identify the estimated Federal and contractor FTE’s and total costs associated with the project.  Capitalization (i.e., total cost) is an OMB mandate and required by the CFO Act and FASA 10.

SOURCE(S): Business Case, Analysis of Benefits and Costs, project tracking data, project budget and other related project documentation.

PROCESS:  Complete the table with the estimated FTEs, Labor and Non-Labor costs, and total costs (in thousands). Include the cost for moving the product into installation, such as requirements for site licenses.  Include initial costs to move the product into production and maintenance.  

## Planned Vs. Actual Cost

|    in $000 | Jan | Feb | Mar | Apr | May | Jun |
| --- | --- | --- | --- | --- | --- | --- |
| Planned |  |  |  |  |  |  |
| Actual |  |  |  |  |  |  |

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Planned Vs. Actual Cost

FREQUENCY: This slide will be updated and used in each review. 

PURPOSE:  Identify the actual costs expended versus the planned budget for the project for the past and current quarters (6 months view).  Note, the actual costs may not be available for the current quarter at the time of the IT Project Management Review.  Also, identify the percentage or amount of the total fiscal year dollars that have been expended in thousands.

SOURCE(S): Project tracking data, project budget and other related project documentation.

PROCESS:  Graph the budgeted project funds and actual costs expended for the current and next quarter.  Record the planned and actual costs by month in the table.  The inserted pie graph shows the percent of overall funding expended for the current fiscal year.

## Maintenance Funding Status

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Maintenance Funding Status

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  Identify maintenance cost and sources for funding in thousands.

SOURCE(S): Business Case, Analysis of Benefits and Costs, project tracking data, project budget and other related project documentation.

PROCESS:  Record the project maintenance funding by source for the next seven years of the project.  Document maintenance cost starting when modules are moved into production.  Display projected maintenance costs beyond development completion.

## ROI Refresh

- As of:  (major checkpoint, e.g., design phase)
- Cumulative project cost
- Projected and Actual
- ROI begin date
- Original and Current
- ROI estimate
- Original and Current

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Return on Investment (ROI) refresh. 

FREQUENCY: This slide will be updated and used in each review. 

PURPOSE:  To re-assess the viability of the project at key checkpoints throughout the project’s lifecycle.  This includes updating the business case,  and determining and comparing planned and actual project schedules and expenditures;  the ROI may not start flowing when originally projected and therefore the current value of the project may vary from the original.  This is a mandate per OMB Circular A-11, (part 3) and OMB Circular A-130.
Any project that has developed a business case is expected to refresh the ROI.  If  a business case and ROI was not required for a particular project (e.g., the project  was mandated or pre-dates IT Project Management reviews) it is recommended that a memorandum of record be developed as a substitute for ROI.  Please see the IT Project Management Review Process Guide for detailed guidance. 

SOURCE(S):  Project Plan, Business Case, Analysis of Benefits and Costs, Feasibility Study, IT Project Management Review guide, and other related project documentation.

PROCESS:  Complete the information for the bullets on the slide.

## Product Status

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Product Status

FREQUENCY: This slide will be used in each review. 

PURPOSE:  This page is a section divider to introduce the next section of slides.  The product status section focuses on the technical approach, e.g., system architecture, project methodology and processes, and risks and issues.

SOURCE(S):  Not Applicable

PROCESS:  Include divider slide as indicated above.

## Performance Measures

|  | Baseline | Actual | Variance | Comments/Status |
| --- | --- | --- | --- | --- |
| Quantitative  |  |  |  |  |
| Financial Performance Measures |  |  |  |  |
| Non-Financial Performance Measures |  |  |  |  |
| Qualitative |  |  |  |  |
| Qualitative
Performance Measures |  |  |  |  |

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE: Performance Measurements

FREQUENCY: This slide will be updated and used in each review. 

PURPOSE:  This slide is to show the identified Performance Measures and their status.  This is a mandate per OMB Circular A-130 and OMB Circular A-11.  Performance Measures are used for CMIP reporting and budget justifications.

SOURCE(S):  Project Plan, Business Case, Feasibility Study, project tracking data, IT Project Management Review Process guide, and other project related documentation.

PROCESS:  Document the Planned Performance Measures and their status, as applicable. Performance measures should adequately reflect linkage to the appropriate mission and business functions and objectives.  Performance measures should be specific, measurable, achievable, results oriented and time bound.  Performance measures should be related to quantity, quality, timeliness, cost and outcome.  

## System ArchitecturePhysical View

- Use a format compatible with the project to present the System Architecture Physical View (hardware and software) for  the client, server, and infrastructure layers of the system’s architecture.
- Examples are provided in the Sample file.

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  System Architecture Physical View

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  To provide a high-level physical view of the system architecture (hardware and software) and to identify recommended equipment for users.  It is preferred that this information appear on one slide.  This information will also be provided to the Departmental Information Architecture Program.  Ensuring systems fit in an Enterprise Architecture is a mandate per OMB Circular A-130.

SOURCE(S):  Business Case, JAD results, Project Plan, System Design, Feasibility Study and other related project documents.

PROCESS:  Create a high-level physical view of the systems architecture.  This slide may be drawn in MS PowerPoint or imported from another software package, e.g., MS Visio. This slide will be presented for the project’s first quarterly review and then moved to the background repository.  See example slides in Sample file.

## System Architecture Functional View

- Input

- Function 1 Process

- Function 2 Process

- Output

**A/R Function**

**A/P Function**

- Input

- Function 1 Process

- Function 2 Process

- Output

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  System Architecture Functional View

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  To provide a high-level functional view of the system architecture.  This information will also be provided to the Departmental Information Architecture Program. Ensuring systems fit in an Enterprise Architecture is a mandate per OMB Circular A-130.

SOURCE(S):  Business Case, JAD results, Requirements Specifications, Project Plan, System Design, Feasibility Study and other related project documents.

PROCESS:  Create a high-level functional view of the systems architecture.  This slide may be drawn in MS PowerPoint or imported from another software package, e.g., MS Visio. This slide will be presented for the project’s first quarterly review and then moved to the background repository.

##  Data Interfaces

- System Name

- System(s) and Site(s) Providing Input

- System(s) and Site(s) Receiving Output

- Data Warehouse

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Data Interfaces

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  To provide insight to the external interfaces of the proposed system or solution to show where data is coming from and where it is sent and stored.  This slide may be used by the Departmental Information Architect Program.  Ensuring systems fit in an Enterprise Architecture is a mandate per OMB Circular A-130.

SOURCE(S):  Project Plan, System Design, Feasibility Study and other related project documents.

PROCESS: Provide a diagram of the interfaces to the proposed system.  This slide may be drawn in MS PowerPoint or imported from another software package, e.g., MS Visio.

## Project Lifecycle Methodology and Standards

-   Lifecycle Methodology
- DOE i.e., DOE SEM, DISE
- Industry e.g., James Martin, MS Frameworks
- Contractor Model
-   DOE or Industry Standards

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Project Lifecycle Methodology and Standards

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  To provide information regarding the methodology being used for the lifecycle of the project and to identify standards being used for the project and product.  This is a mandate per OMB Circular A-130 and the Clinger-Cohen Act.

SOURCE(S): Project Plan, Quality Plan, Configuration Management Plan, Test Plan, and other related project documentation.  Reference the IA Profile of Standards and the DOE Systems Engineering Methodology (SEM) DOE G 200.1-1A

PROCESS:  Provide the summary of the lifecycle methodology being used, including standards referenced and the model followed.  Identify and describe the phases or stages into which work deliverables are being segregated.  Identify which standards are being used and how they apply to the project.  The model chosen must meet the minimum requirements of the DOE SEM and provide any information regarding deviations.

## Summary of Project Stages or Phases

| Stage or Phase | Description |
| --- | --- |
|  |  |
|  |  |
|  |  |
|  |  |

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Summary of Project Stages or Phases

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  Provides the definition of the Project Stages or Phases for the lifecycle methodology to assist senior management decision making by communicating the methodology by which the product is being built.

SOURCE(S):   Project Methodology, Project Plan, Quality Plan, and other related project documentation.  Examples are provided in the Sample file.

PROCESS:  Define the activities to be covered in the project stages or phases for the lifecycle methodology for the project.

## Requirements Changes

- How many changes received
- How many accepted
- How many rejected
- How many on hold
- Impacts

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Requirements Changes

FREQUENCY:  This slide will be updated and used in each review once the project has entered the requirements phase/stage.  For the initial review, if requirements gathering has not yet begun, omit this slide from the presentation.

PURPOSE:  To identify the impacts of change requests on the project funding and schedule.  Mandate per OMB guidance.

SOURCE(S):  Project Plan, Requirements Plan, Requirements Traceability Matrix, Configuration Plan, and other project related documentation.  Also, reference SQAS Requirements Management Guide and SQAS Configuration Management Guide, if necessary. 

PROCESS:  Complete the bulleted information regarding requirements changes to the project.  Impacts should identify both funding and schedule effects for requirements that are accepted, rejected and on hold.

## Product Quality

-   Quality Objectives
-   Quality Activities

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Product Quality

FREQUENCY:  This slide is used for first time reviews and only in subsequent reviews if information changes from prior review.

PURPOSE:  To provide information regarding the activities and steps for the project to ensure product quality.  Quality and quality assurance/surveillance are mandated in OMB and OFPP policies.

SOURCE(S): Project Plan, Quality Plan, Configuration Management Plan, Test Plan, IT Project Management Review Process guide, and other related project documentation.  Also reference OCIO SQA program guidance, if necessary.

PROCESS:  Provide the quality objectives e.g., targets, if known for the product, for example “x” defects per “y” attribute, such as LOC or function points.  Provide a bulleted list of the quality activities being used to ensure a quality product e.g., Peer Reviews, inspections, JAR (Joint Application Requirements, JAD (Joint Application Development), Phase Exit Criteria, Milestones and Check Points.

## Concerns/Issues Requiring Management Attention

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Concerns /Issues Requiring Management Attention

FREQUENCY: This slide will be updated and used in each review, as applicable.  Omit from presentation if there are no issues requiring management attention.

PURPOSE:  Bring to the awareness of management those concerns or issues that may be resolved by support from management.

SOURCE(S):  Project Plan, Configuration Management Plan, Requirements Specification Document, IT Project Management Review Process guide, and other related project documentation.

PROCESS: Document the concerns or issues needing attention or support from management.  Include the action to be taken and the expected outcome. Include the person to contact for driving the item to closure. Record the deadline that  needs to be met in order to not adversely affect the project schedule.

## Risk/Issues

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Risks /Issues

FREQUENCY: This slide will be updated and used in each review, as applicable.  Omit from the presentation if there are no risks or issues.

PURPOSE:  Identify project risks and issues that are not included in the previous slide but may impact the outcome of the project as mandated by OMB Circular A-130.

SOURCE(S):  Project Plan, Configuration Management Plan, Requirements Specification Document, and other related project documentation.  Also reference SQAS Risk Management guide for process, if necessary

PROCESS:  Document the project risks or issues.  Include the interfaces or program dependencies effecting the risk or issue. Include the person responsible for driving the item to closure. Record the anticipated mitigation outcome and the deadline that  needs to be met in order to not adversely affect the project schedule.

## Project Unique Topics

- Insert slides unique to the project at this point in the presentation.
- The format of the project unique slides are determined by the presenter.

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Project Unique Topics

FREQUENCY: This slide will be updated and used in each review, as applicable.

PURPOSE:  To provide for the opportunity to include any project information that the Program Manager or Project Manager would like to present to management.

SOURCE(S):  Any project related documentation.

PROCESS:  Create presentation slides to highlight any additional project information to include in the IT Project Management Review.  Multiple slides may be inserted, as needed.

## Next Steps

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Next Steps

FREQUENCY: This slide will be updated and used in each review.

PURPOSE:  Highlight activities to be completed prior to next quarterly review.

SOURCE(S):  Project Plan, Quality Plan, and other project related documentation.

PROCESS:  Record activities in bulleted format.

## Overview of Project Status

- Legend:
- Green = On schedule, or completed
- Yellow = Symptoms of, or actual problems exist, or re-baselining required
- Red = Date/Schedule has not been, or cannot be met
- 	= Current project stage

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Overview of Project Status

FREQUENCY: This slide will be updated and used in each review, as applicable. 

PURPOSE:  Communicate the status of the project in summary form to report to management. 

SOURCE(S):  Project Plan, Work Breakdown Structure (WBS) Configuration Management Plan, Requirements Specification Document, IT Project Management Review Guide and other related project documentation (i.e., the IT Project Management Review charts).

PROCESS:  Document the summary status of the project.  Identify status by lifecycle stage and include the task number that corresponds with the WBS task number.  Box current stage to highlight current project status.  Use Red, Yellow, Green shading (and insert words for the black and white copies) to indicate the status of the project, where green indicates the project is on schedule, or stage has been completed; yellow indicates symptoms of, or actual problems exist, or re-baselining is required; and red indicates the date/schedule has not been, or cannot be met.  Based on all the charts presented, all parties present at the review will be asked to concur with the current status on the Overview of Project Status slide, as this status will be used for reporting.