Florida Administrative Code › 60 - DEPARTMENT OF MANAGEMENT SERVICES › 60GG - Florida Digital Service › Chapter 60GG-1 - DEPARTMENT OF MANAGEMENT SERVICES PROJECT MANAGEMENT AND OVERSIGHT › Section 60GG-1.004 - Planning

Current through Reg. 50, No. 138; July 16, 2024
(1) In the Planning phase, the Agency
				develops and approves detailed project planning documents.
(2) The matrix provided below lists planning
				activities and documents required for the project based on the project's Risk
				and Complexity (R&C) Category.
(a)
				Specific document types, templates, or formats are not prescribed - any
				documentation that contains the information specified in the requirements below
				is acceptable.
(b) This
				documentation, whether created separately or combined as a single document,
				constitutes the Project Management Plan.
PLANNING PHASE - Requirements by Risk &
							 Complexity Category
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Project Scope
Required - Clearly delineate the project scope,
							 specifically what is in scope, what is out of scope, project objectives, and
							 deliverables. This will determine scope baselines and variances. Discuss how
							 the project scope and objectives trace back through the Project Charter to
							 initial project documents such as the Schedule IV-B.
Document the approach for project execution (identify
							 the Software Development Life Cycle model that will be used - such as Agile,
							 waterfall, etc.) Identify assumptions and constraints.
Required - Summarize the project scope (in scope and
							 out of scope).
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Work Breakdown Structure (WBS)
Required - Document the hierarchical and incremental
							 decomposition of the project into phases, deliverables, and work packages.
							 Identifies all the tasks required to deliver the total project scope of work to
							 produce each deliverable. Tasks must be decomposed into subtasks until they can
							 be estimated, observed, and evaluated.
Not Required
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Project Organizational and Governance
							 Structure
Required - Document a representation of the project
							 from an organizational perspective. Include an organization chart with
							 stakeholder and governance structures identified. Include a detailed
							 description of the project and the Agency's governance process with roles,
							 responsibilities, and approval authorities identified for project documents or
							 artifacts, including any processes for final product acceptance. Include
							 reporting and escalation parameters for variances in baseline schedule, cost,
							 and scope.
Required - Identify the project stakeholders and the
							 responsibilities for decision-making and escalation.
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Resource Plan
Required - Document the resources required to
							 complete the project and how these resources will be acquired.
For human resources - identify project roles, skills,
							 number, and resource type required, and specify the method(s) for acquiring new
							 personnel or incorporating and backfilling the current responsibilities of
							 existing personnel.
For equipment or materials - identify types,
							 quantities, and purpose, and specify the method(s) for acquiring equipment or
							 materials.
Recommended: List the number and type of resources
							 anticipated and what, if any, resources must be procured.
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Schedule Management Plan
Required - Document the approach to create an
							 integrated master schedule that encompasses the total scope of the project and
							 identifies the projects critical path. Describe the process for establishing
							 and changing the schedule baseline. Describe the responsibilities, timeframes,
							 and methods to manage, update and report progress (including Earned Value
							 Analysis) throughout the project.
Recommended - Document the approach to create an
							 integrated master schedule that encompasses the total scope of the project and
							 identifies the projects critical path.
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Project Schedule
Required - Develop and maintain an integrated master
							 project schedule that identifies the total project scope of work (including
							 milestones and deliverables); is task, resource, and cost loaded; identifies
							 the project critical path, is baselined and updated with project progress; and
							 contains the information necessary to provide earned value analysis and support
							 schedule and cost performance index (SPI and CPI) variance analysis and
							 reporting.
Required - Develop, and maintain a schedule that
							 identifies the total project scope of work, assigned resources, and task start
							 and end dates.
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Project Budget
Required - Develop and maintain a Project Budget,
							 which must include specific fiscal year cost totals over the life of the
							 project and the overall total cost of the project. Also include a description
							 of the funding source(s) for the Project and a breakdown of the Project costs
							 by major expense categories.
Required - Develop and maintain a Project Budget,
							 which must include specific fiscal year cost totals over the life of the
							 project and the overall total cost of the project.
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Project Spending Plan
Required - Develop and maintain a Project Spending
							 Plan, which, as a component of the Project Budget, must include monthly planned
							 (baselined) and actual expenditures (by expenditure or expenditure category)
							 for each fiscal year.
Required - Document current fiscal year planned
							 expenditures and actual expenditures by month and Fiscal Year total to date.
							 Include other expenditure detail as required for the Project Status
							 Report.
Recommended - Document current fiscal year planned
							 expenditures and actual expenditures by month and Fiscal Year total to
							 date.
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Communications Management Plan
Required - Identify the project information
							 requirements of stakeholders and detail what, when, and how information will be
							 collected and reported.
This will include the responsibility, frequency,
							 format, and distribution method for meeting summaries, project status reports,
							 project governance meetings, and stakeholder communications, including
							 reporting variances in schedule, cost, or scope and emerging risks or issues.
							 Document the location of the project repository.
Include documentation for Decision Tracking and
							 Action Item Tracking (see Rule 60GG-1.006, F.A.C. - Monitoring and
							 Controlling).
Required - Identify the project information
							 requirements of stakeholders and detail what, when, and how information will be
							 collected and reported.
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Change Management Plan
Required - Document the change control process and
							 documentation involved in identifying, analyzing impacts, escalating,
							 approving, and managing project change requests related to the project's
							 schedule, cost, or scope baselines, or a change to project deliverables (see
							 Rule 60GG-1.006, F.A.C. - Monitoring and Controlling).
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Quality Management Plan
Required - Document the processes and procedures for
							 ensuring quality planning, quality assurance, and quality control are all
							 conducted.
Required - Document any method(s) for ensuring
							 customer acceptance of the product or service.
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Deliverable Acceptance Plan
Required - Document each deliverable, the acceptance
							 criteria for each deliverable, and the deliverable acceptance process
							 (including roles and responsibilities).
Required - List the deliverables and the person(s)
							 responsible for approving deliverables.
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Risk Management Plan
Required - Document the process for the descriptive
							 identification (listing), evaluation (probability and impact), prioritization,
							 and response to risks (specified mitigation strategies for each risk), as well
							 as the nature of any time sensitivity to risks that may impact the project.
							 Identify the roles and responsibilities of individuals assigned to risks.
							 Identify and document the process to be used for tracking, periodic review, and
							 update of Risks (see Rule 60GG-1.006, F.A.C. - Monitoring and
							 Controlling).
Required - Describe the method for monitoring and
							 controlling risk.
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Issue Management Plan
Required - Document the process for (and the
							 documentation of) the identification, evaluation, management, and resolution to
							 issues impacting the project. Identify and document the process to be used for
							 tracking, periodic review, and update of Issues (see Rule 60GG-1.006, F.A.C. -
							 Monitoring and Controlling). Identify the roles and responsibilities of project
							 staff.
Required - Describe the method for monitoring and
							 addressing issues.
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Procurement Management Plan
Required - If procurement is required by the project,
							 document any products or services needed, identify the specific products and
							 services to be purchased, along with the appropriate purchasing methods, rules,
							 and statutes affecting these activities.
Required - List any procurements required for the
							 project.
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Organizational Change Management Plan
Required - Document the impact of delivering the
							 project's products to the user organization and individual users; the readiness
							 of the user organization and individual users to accept those changes; and
							 describe and plan the action necessary to facilitate those changes.
Required - Document the impact of delivering the
							 projects products to the user organization and the individual users.
Recommended - Document the impact of delivering the
							 projects products to the user organization and the individual users.
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Florida Cybersecurity Standards
Required - Compliance with rule Chapter 60GG-2,
							 F.A.C.
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Requirements Traceability Matrix (RTM)
Required - Prepare a document (usually a table) that
							 links high-level design and requirements with detailed requirements, detailed
							 design, test plan, and test cases.
The RTM ensures that all requirements are identified
							 and correctly linked (from high-level to detailed and technical levels)
							 throughout the project.
Required - Document Requirements.
Planning Gate R&C Assessment
Required