implementation Contingency Plan: Extend service hours or end user work hours to meet demand for services during deployment. 2.0 The Project Organization describes the roles and responsibilities of the project team. It also identifies the other organizational groups that are part of the project and graphically depicts the hierarchical configuration of those groups. It exists to clarify interaction with the project team. 2.1 List all of the major stakeholders in this project, and state why they have a stake. . Stakeholders are individuals and organizations that are actively involved in the project, or whose interests may be positively or negatively affected as a result of project execution or project completion. They may also exert influence over the project and its results. J. DURAN Executive sponsor secretary of state’s office mary quintana executive sponsor secretary of state’s office deputy secretary of state ORTIZ project sponsor secretary of state’s office FRESQUEZ internal project manager IT Division cio IT Operations Staff IT implementation and ongoing support IT Division IT Operations Staff patricia herrera business sponsor business services division division director Business service staff business users & Subject Matter Experts business services division business ops specialists John salazar Project Manager CSW Enterprises Project Manager TBD – IV&V Vendor IV&V dEliverables TBD IV&V
2.2 2.2.1 – 2.2.2 Executive Sponsor(s) Ensure appropriate resources and priority is set for the project. Project Sponsor Ensure clear requirements and direction is provided for the project. Approve plans, schedules, and budgets, and ensure timely availability of resources. Project Manager(s) Ensure project resources are being managed, project deliverables are being met, deliverable acceptance is occurring, appropriate communication is occurring, and issues are being identified, reported, and mitigated and that the overall project is being completed as defined. steering committee Core project stakeholders including management and project team members will assist in driving the direction and decisions of the project, setting project requirements, participating in the RFP, and evaluating solution providers. project team Business users IT Administrators External Solution Providers Act as subject matter experts, share expertise, and responsible for producing deliverables within the project scope as defined by the project sponsor and project manager. Business users will generally be responsible for testing and accepting deliverables. IT Administrators will be responsible for infrastructure deployment and implementation oversight. External solution providers will be selected by the steering committee and will be primarily responsible for major project implementation deliverables. Project Team members will be pulled into project at appropriate times to complete deliverables. IV&V provider During implementation, IV&V will be utilized to ensure requirements are being implemented as defined in the planning phase of the project.
Quality Metrics 3 Project development methodology must be followed quality metrics 4 Project stays on time, on scope, and within budget quality metrics 5 Enhance service delivery to the public quality metrics 6 Reduce reactive support time of IT staff 4.0 4.1 Project Phase Deliverable INITIATION PHASE: DEFINE Define software requirements and implementation strategy Software replacement RFP Issuance PLANNING PHASE: DESIGN Project Management Professional Services Contract – CSW Enterprises IV&V Contract – Vendor TBD IMPLEMENTATION PHASE: DEVELOP\ IMPLEMENT Software and Implementation Contract – Vendor TBD Map Business Requirements to Functional Design Define Technical and Application Specifications & Architecture including security Database Entity Relationship Diagrams System Design & Development Plan – Finalize system design requirements, customizations, reporting, and security profiles Data Conversion Plan User Acceptance and Test Plans End User Training Documentation Implementation Strategy – solution moved to production environment and production state monitored CLOSEOUT PHASE: IT Administration standards and business continuity model LIFE CYCLE MANAGEMENT
DEL-2 Certification Form The Request for Certification and Release of Funds form is submitted when a project goes for any of the certification phases. It deals with the financial aspects of the project, as well as other topics that indicate the level of planning that has gone into the project. Many of the questions have been incorporated into the preparation of the project charter. Deliverable Acceptance Criteria According to DoIT requirements and State of policies and procedures. Standards for Content and Format According to DoIT requirements, standards and templates. Quality Review Monthly by business owners and project team. Presentation as required and certification by DoIT and PCC. DEL-3 Project Management Plan “Project management plan” is a formal document approved by the executive sponsor and the Office of the Secretary of State and developed in the plan phase used to manage project execution, control, and project close. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and document approved scope, cost and schedule baselines. A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management. Deliverable Acceptance Criteria According to DoIT requirements, standards and templates. Standards for Content and Format According to DoIT requirements, standards and templates.
PRJ-2 Systems Specifications SOSKB System Specification/Vendor Proposal Software Licenses Data conversion specifications Map business requirements to functional design Software customization specifications Deliverable Acceptance Criteria As defined in contract scope of work and approved by project steering committee and IT operations staff Standards for Content and Format As defined in contract scope of work Quality Review Weekly status meeting with project steering committee PEJ-3 Systems Architecture IT Infrastructure Diagrams – technical, application, and security Deliverable Acceptance Criteria As defined in contract scope of work and approved by project steering committee and IT operations staff
Business Services & Corporations Subject Matter Experts Define existing business processes; user acceptance testing Patricia Herrera LaPriel Duran Christina Espinoza Lea Ortega James Perez Marcella Gallegos Stacey Starr-Garcia Maya Otero Louis Roybal Erica Chambers Business Services & Corporations Division SOS IT Systems SOSKB systems expertise; system architecture implementation; IT operations Kari Fresquez Blezoo Varghese Laurin Beckhusen Vincent McKenney IT Division PRC IT Systems CIS systems expertise Nanda Kumar IT Division Executive Steering Committee Manage Project Tasks, Responsibilities and Deliverables Mary Quintana Ken Ortiz Kari Fresquez Patricia Herrera SOS Leadership Team Project Management and Business Analysis Provide project management and implementation oversight John Salazar Cathy Sisneros Vendor – CSW Enterprises Software Implementation Vendor Complete software implementation deliverables TBD Vendor – TBD IV&V IV&V project validation deliverables TBD Vendor – TBD 5.5 STAFF PLANNING AND ACQUISITION
Complete the chart below identifying the project team members and details concerning their project commitment. Project staff should include State, Contract, Customer (Business Owner), or Vendor team members 5.5.1 Resource Cost Estimate Estimated Hours Availability Skill Set Work Product/Deliverable Ken Ortiz .4 Management Project Direction Patricia Herrera .5 Management Project Direction Kari Fresquez .3 IT Management Task Direction/workflow process/internal project manager Blezoo Varghese .5 Application Development IT sub-project tasks Vincent McKenney .1 IT IT Sub-project tasks Laurin Beckhusen .1 IT IT sub-project tasks John Salazar .7 Project Management & Oversight Project Management Deliverables TBD – Software Vendor Software implementation project tasks TBD – IV&V IV&V Deliverables 5.5.2 Use this section to list services or product (HW/SW and such) needed for project Resource Cost Estimate Estimated units/hours Availability Source Work Product/Deliverable TBD during RFP