11 Communication to Stakeholders If the requirements are ambiguous then the end product may not meet client expectations Possible Medium 0.1925 Follow Customer Communication Plan once it is created. Monitor planned communication events regularly in PM status meeting. 12 Network Connectivity Key Staff member Rajesh Jethwani is planned to only be the temporary Business Solution Manager until Saad Bashir is available. The change could result in disruption in understanding the customer's specific requirements Possible Medium 0.1925 Visit each branch location to ensure workstations can be set up and have proper network connectivity to the data center; Include in Implementation Plan - April 2011 To be defined in Implementation Plan 13 Hardware/ Software Procurement If HP does not procure as per the project schedule, it can result in possible resource and project schedule impacts. Unlikely Low 0.0525 Begin procurement activities in May, in advance of needs. Coordinate with State to submit Exception document 14 Requirements Ambiguity If the requirements are ambiguous then the end product may not meet client expectations Possible Medium 0.1925 Use JAD Sessions to extract requirements; Review of requirements by HP technical team; Review of requirements by State; Use HP Ambiguity Analysis tool to analyze level of ambiguity - address findings
15 Key Staff Members Key Staff member Rajesh Jethwani is planned to only be the temporary Business Solution Manager until Saad Bashir is available. The change could result in disruption in understanding the customer's specific requirements Possible Medium 0.1925 Other team members are being included (Robyn Cuthbert) in all project business solution decisions. And if required a transition period to Saad Bashir has been planned. 16 Length of Review Cycle The deliverable review cycle is up to 40 days long. The length of the review cycle may impact deliverable dates due to the number of deliverables and dependency on predecessors Possible Medium 0.1925 The Project Schedule has been designed to begin work on dependent deliverables prior to expected Acceptance of predecessors. Reevaluate Risk in July LEGEND - Rating Color Minimum risk - Acceptable Some risk - Monitor at PM/Team High risk - Active monitoring with ongoing Contingency/Mitigation activity Show stopper - Active participation with steering committee to mitigate
To Be Determined MVD Training TRD, Motor Vehicle Division Training Manager TRD IT Technology and System Support Technical Support of Systems TRD, Motor Vehicle Division Application Developer, Database Administration, System Administration Loretta Silva Project Manager – IT; Responsible for overall project, coordination of ITD, MVD and HP project teams CSW Enterprises, LLC Contract PM Raul Alvarez Project Manager – MVD TRD, Motor Vehicle Division Subject Matter Expert Connie Torres Lead SME TRD, Motor Vehicle Division Subject Matter Expert Taca Campbell Business Knowledge Input TRD, Financial Distribution Bureau Subject Matter Expert John Ferreri Responsible for account delivery and strategic client relationship HP Account Executive Cecilia Watt, PMP Responsible for account delivery and strategic client relationship HP Delivery Executive Debbie Proffitt, PMP Responsible for project delivery, daily management of HP project team HP Project Manager Rajesh Jethwani Responsible for the management and definition of the overall solution for MVD HP Business Solution Manager Project Governance Structure Organizational Structure
Deputy Cabinet Secretary Program Financial Responsibility Marilyn Hill Taxation and Revenue Department (TRD) MVD Director Program Administration Responsibility Michael Sandoval TRD, Motor Vehicle Division MVD Deputy Director Program Administration Responsibility Alicia Ortiz TRD, Vehicle Division MVD Deputy Director Program Administration Responsibility Paul Montoya TRD, Motor Vehicle Division Chief Information Officer IT Infrastructure Joel Matek TRD, Information Technology Division IT Manager MVD Applications Development Lee Baca TRD, Information Technology Division Technical Project Manager Lead Project Manager Loretta Silva Contract Project Management Business Project Manager MVD Project Manager Raul Alvarez, Jr. TRD, Motor Vehicle Division Lead SME MVD Requirements Specifications Connie Torres TRD, Motor Vehicle Division Bureau Chief MVD Policy and Procedure Mac TRD, Vehicle Division Bureau Chief MVD Office Operations Edd Trimmer TRD, Motor Vehicle Division Bureau MVD Field Office Operations Josie Ortiz TRD, Vehicle Division Training Manager MVD Training To Be Determined TRD, Motor Vehicle Division Application Developer, Database Administration, System Administration Technical Support of Systems TRD IT Technology And System Support Technology and System Support
Technical Architecture Lead The Technical Architecture Lead is responsible for defining the technical architecture for the project and overseeing that the final deliverables meet the defined and client approved architecture. Prabhat Gupta HP, Platform Architecture Application Delivery Lead The Application Delivery Manager is responsible for the application meeting or exceeding the associated nonfunctional and behavioral requirements. This includes software development, interfaces, data conversion, and infrastructure. Radha Bharathi HP, Technical Solution Design Business Solution Manager The Business Solution Manager also is responsible for analyzing the current business processes and recommending improved business processes, managing a team of business analysts for the delivery of the requirements deliverables, scope management for the Functional Track, and providing strategy assistance to the Data Conversion and Implementation Tracks. Rajesh Jethwani HP, Functional Analysis, Requirement Gathering
Communication Matrix Description Target Audience Delivery Method Frequency Responsible Party Standard TRD MVD Reengineering Project Status Meeting To discuss project status with the TRD CIO TRD CIO Face-to-Face Weekly TRD Lead Project Manager Recurring meetings are scheduled through Outlook Uses standard format TRD MVD Reengineering Project Management Status Meeting Regularly scheduled meetings: To discuss project activities, progress, issues and results of measurement and analysis activities. Event driven: When new requirements are added, existing requirements are changed, etc Meeting attendees (PMs, PA, Requirements Leads) Meeting minutes are stored in the Project Repository Face-to-Face Weekly (Specify days and times) HP Project Manager (plans and publishes agenda) TRD Project Managers (owns meeting notice; contributes agenda topics) HP Project Analyst (scribe) Recurring meetings are scheduled through Outlook Uses standard format An agenda is distributed in advance. TRD MVD Reengineering Steering Committee This formal meeting addresses the accomplishments and results of the project with the client. These meetings address commitments, plans, risks, status of activities and significant issues for the project, as well as how the project fits into the current business environment and the communication of the results of measurement and analysis activities. Meeting Attendees (PMs, Account Exec, DMV Delivery Executive, TRD CIO, MVD Director, Project Analyst) Meeting minutes are stored in the Project Repository Conference call or in person Once monthly, beginning in June 2010 Project Managers Recurring meetings are scheduled through Outlook Uses standard format An agenda is distributed in advance.