# Presentation: 549555

## Project Name

- On-going
-  IT Project Management Review
- Date

- Project Logo or Icon, if desired

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Title Page

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

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 Overview*
- Open Items from Prior Review
- Project Status
- Product Status
- Issues/Risks
*Project unique agenda topics*
- Next Steps

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Agenda

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

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

SOURCE(S):  OCIO Presentation Template and Project Information

PROCESS:  Update the bulleted list to include other agenda items specified by the CIO, 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 OCIO may wish to make opening remarks.  

AS NEEDED SLIDES:  Include the following slides if any information has changed from your first time or prior review:
- General Overview Section		- Project Organization
 Project Objectives		- Objectives by Year
 etc.
These slides can be found in the first time review package.  If none of these slides are needed, delete the second bulleted item from the agenda. 

## Open Items from Prior Review

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Open Items from Prior Review

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

PURPOSE:  Provide for accountability for items raised during the IT Project Management Review

SOURCE(S):  Notes and Minutes from the prior IT Project Management Review

PROCESS:  Record the open items, person responsible for resolving the issues, the date the item is to be closed and the current status.  For items that were opened the review prior and have been subsequently closed, the closed status should be reported at the next IT Project Management Review.

## Project Status

- Project Name - Official Use Only

**Notes:**
SLIDE TITLE:  Project Status

FREQUENCY: This slide will be updated and 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

AS NEEDED SLIDES:  Include the following slides if any information has changed from your first time or prior review:
- Development Funding Status
- Estimated FTE’s and Costs
 Maintenance Funding Status
 etc.
These slides can be found in the first time review package.

## 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).  Show the activities for the current phase and plans for the next quarter.  The slide should continue to display the initial established project baseline.  If the agreed upon project baseline changes, the slide should be updated to communicated the change in baseline.  Re-planned tasks and completed tasks should be displayed. Include a legend for the Gantt chart.  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):  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. 
Update the status to show progress at subsequent quarterly reviews as system is being implemented.  The information may be provided in bullet form or as map or chart. Three sample 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 project deliverables, identified by phase, and the targeted and actual completion dates planned and completed for the current and next quarter.  Also display those deliverables that are past their targeted date but not yet completed.   The two reference slides in the Sample file provide examples of project deliverables that may be required for the project.

## Planned Vs. Actual Cost

|  in $000’s | 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.

## 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.

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 updated and 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.

AS NEEDED SLIDES:  Include the following slides after the Performance Measures slide if any information has changed from your first time or prior review:
- Systems Architecture Physical View	-  Systems Architecture Functional View
- Data Interfaces	-  Project Lifecycle Methodology and Standards
Summary of Project Stages or Phases	- Project Quality		-  etc.
These slides can be found in the first time review package.

## 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 and Actual Performance Measures, any variance and the status of the performance measures.  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.  

## 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, otherwise do not include in presentation.

PURPOSE:  To identify the impacts of change requests on the project funding and schedule.

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.

## Concerns/Issues Requiring OCIO Attention

- Project Name - Official Use Only

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

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

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

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 the Office of the CIO.  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.

PURPOSE:  Identify project risks and issues that do not require OCIO support at the present time, but still 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 the CIO.

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 the CIO and CIO Council. 

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