# Presentation: 290617

## LBNL Enterprise Computing

**January 2003**

**LBNL Enterprise Computing**

## LBNL Project Management Strategy 

- Strengthen partnership between technical and functional organizations
- Undertake projects with Lab-wide perspective
- Ensure wide participation by the Laboratory user community
- Establish project charters as prerequisite for project initiation

** **

## From Strategy To Projects

**Strategy**

**Programs**

**Purpose**

**Benefits**

**Projects**

**Reviews**

**Integrated Project Management Office Influence**

## Project Related Endeavors

**Strategy** –  A framework guiding those choices that determine the nature and direction to attain an objective through programs and projects within an organization
**Program** – Consists of a group of projects supporting broad, general goals and managed in a coordinated way so as to achieve a set of defined objectives, giving effect to various (and often overlapping) initiatives and/or implementing a strategy.
**Subproject** – A distinct group of activities that comprise their own project which in turn is a part of a larger project.

## EC Project Structure

**IT Technical**
**Specialists**

**Project Steering**
**Committee**

**End User**

**Business**
**Specialists**

**Internal Audit**

**EC Project Structure**

- Project Team

**Project Sponsor**

**Project Director**

**Project Manager**

- As of 1/2/03

## EC Project Oversight

**IT Technical**
**Specialists**

**Project Steering**
**Committee**

**Project Manager**

**End User**

**Business**
**Specialists**

**Internal Audit**

**ECSC**

**Integrated Project **
**Management Office**

**Program Coordinator**

**EC Project Oversight**

- Project Team

**Project Sponsor**

**Program Sponsor**

**Enterprise Computing****Program****CIO**

- As of 1/2/03

## EC Program Structure

**Program**
**CIO**
** **

**ECSC**

**BLIS**
**Project Director**
**Diana Brown**

**IT Technical**
**Specialists**

**Integrated Project **
**Management Office**

**Project Steering**
**Committee**

**Chemical Inventory**
**Project Director**
**Robin Wendt**

**Project Steering**
**Committee**

**Project Y**

**Project X**

**Project Manager**
**TBD**

**End User**

**Business**
**Specialists**

**Internal Audit**

**Project Manager**
**Steve Abraham**

**IT Technical**
**Specialists**

**End User**

**Business**
**Specialists**

**Internal Audit**

**EC Program Structure**

**Program Coordinator**

**Project Sponsor**

**Project Sponsor**

**Program Sponsor**

- As of 1/2/03

## EC Roles and Responsibilities

- Approves Enterprise Computing Program Plan
- Approves Program-sponsored project priority list
- Allocates annual Program-sponsored project budget

**Program Sponsor:**

## EC Roles and Responsibilities

- Chair of Enterprise Computing Steering Committee (ECSC) – makes recommendations to Program Sponsor
- Formal liaison to Program Sponsor
- Responsible for Enterprise Computing Program’s success
- With guidance from ECSC, appoints Project Directors
- Establishes methodology and reporting requirements for Program-sponsored projects

**Program CIO:**

## EC Roles and Responsibilities

- Joint authors/owners of Enterprise Computing Program Plan
**Prioritizes Enterprise Computing projects**
- Reviews budget requests for Program-sponsored projects
**Reviews and approves Program-sponsored project steering committee memberships**
- Reviews and approves Program-sponsored project plans
- Holds quarterly meetings to review EC project status
- Makes strategic decisions impacting EC projects

**Enterprise Computing Steering Committee (ECSC):**

## EC Roles and Responsibilities

- Senior manager of a business area
- Submits budget requests for Program-sponsored projects
- Articulates the vision, benefits and meaning of changes to the business operation at high level
- Member of the project steering committee
- With Program Coordinator concurrence, recommends Project Director candidates to CIO
- Provides leadership to implement best business practices imbedded in the standard software

**Project Sponsor:**

## EC Roles and Responsibilities

- Executive Program Manager
- Responsible for maintaining Program/Project methodology
- Information manager for Program and all Program-sponsored projects
- Ensures quality and consistency of management of Program- sponsored projects
- Assists project directors with administration of projects (budget, scope, schedules)

**Program Coordinator:**

## EC Roles and Responsibilities

- Reviews project charters/plans in Program context
- Works with Program Coordinator to ensure quality management of Program-sponsored projects

**EC Roles and Responsibilities**

**Integrated Project Management Office:**

## EC Roles and Responsibilities

- Selected from the functional and technical areas impacted by the project
**Serves as the project change control board to provide oversight on scope/budget/schedule**
- Provides oversight to minimize software customization and changes to original project scope
- Removes barriers
- Advises Project Director
**Provides formal end user representation**

**Project Steering Committee:**

## EC Roles and Responsibilities

- Supports the project team in identifying internal controls
**Acts as control consultant, not decision maker**
**Exercises independence in system development review**
- Provides recommendations for operational improvements
- Communicates audit opinions to, and receives timely dispositions from the Project Manager, Project Director, and Project Steering Committee

**Internal Audit:**

## EC Roles and Responsibilities

- Senior Manager with authority for project execution
**Held accountable for project success**** **and has the metrics to measure the success
**Reports project progress to the CIO**
- Works with Project Steering Committee to document and maintain project change control
- Responsible for minimizing customization
- Negotiates resolution of cross functional issues
- Ensures wide project participation from the user community, including establishing user focus groups with formal representatives from scientific divisions

**Project Director:**

## EC Roles and Responsibilities

- Recommended by the Project Director and the Program Coordinator with concurrence of the project steering committee, and is appointed by the CIO and his/her respective line manager
**Develops and drives the execution of the overall project plan**
- Manages the project team
- Ensures project is compliant with appropriate standards

**Project Manager:**

## EC Roles and Responsibilities

- Provides technical expertise
- Conducts feasibility studies
- Provides estimates to Project Plan
- Performs data modeling and analysis
- Performs development programming and unit/system testing
- Performs deployment to production
- Adheres to technical standards
- Provides and maintains technical documentation
- Supports business specialists in developing and conducting training and materials
- Supports technology-driven process re-engineering efforts
- Supports enhancements to existing infrastructure

**IT Technical Specialist:**

**EC Roles and Responsibilities**

## EC Roles and Responsibilities

- Represents constituents and serves as communication conduit
- Participates in requirements definition
- Reviews requirements for clarity
- Participates in training, testing and acceptance
- Member of the deployment team

**End User:**

**EC Roles and Responsibilities**

## EC Roles and Responsibilities

- Serves as subject matter expert
- Works with end users to address requirements
- Establishes functional requirements with concurrence from end user representatives
- Identify business procedures that must change and adopt best practices
- Responsible for testing and quality assessment
- Develops and conducts training with assistance from IT Technical Specialists

**Business Specialist:**

**EC Roles and Responsibilities**

## Enterprise Computing Program Methodology

**Enterprise Computing Program Methodology**

**Project Director**

**Project**
**Management Team**

**Project**
**Sponsor/Director**

**Project  Team**

**Project Manager**

**Lessons****Learned**
**ROI**

**ABBA – Activity Based Budget Authorization**

## ECSC Project Initiation 

- Project Request
- Includes return on investment (ROI) estimate
- Business case analysis (BCA)
- Submitted by Project Sponsor (Business Area Manager)
- ECSC Review & Approval
- Requests prioritized
- Funded based on annual allocation by Program Sponsor
- CIO presents prioritized list to Program Sponsor for acceptance
- Project Charter developed after request approval

## ECSC Project Planning 

- Approved charter authorizes project planning process
- Project Plan
- Work breakdown structure (WBS)
- Schedule
- Budget
- Communication Plan
- Risk Management Plan
- Resource Assignments
- Change Management Plan

## ECSC Project Planning 

- Project Plan
- Reviewed by Program Coordinator and IPMO prior to submission
- Presented by Project Director for ECSC review
- Approved by CIO as Chair of ECSC and Program Coordinator
- Approved plan authorizes project execution / control and released project budget

## ECSC Project Execution and Control 

- Project Change Management
- Risk Management
- Status and progress reporting
- Monthly updates to CIO / Program Coordinator
- Quarterly to ECSC
- Issues / Action Items log

## ECSC Project Close 

- End deliverables review and acceptance
- Project Sponsor
- CIO / ECSC
- Close-out post implementation
- Lessons learned
- Business case analysis (ROI) follow up

- Celebrate!