1.3 The following factors can potentially restrict the project by scope, resource, or schedule. 1 Time – Project will need to be closed out by June 30th 2014 2 Budget – Project not to exceed $500K 3 Scope – Project scope need not exceed existing project estimates and increased scope be addressed/approved or denied by Project Steering Committee 4 Software – Project technical deliverables need to be developed with Adobe LiveCycle software and related tools 5 Resources - Project will need to be completed with a mix of NMDOT and Contractor resources 6 Budget – Project cannot cause a dramatic shift in operational cost. 7 Process – Project will adhere to applicable DoIT methodology 8 Agency – Project will adhere to applicable NM State and NMDOT policies and regulations. 9 Agency – Project technical deliverables to meet existing service agreements and response times. 10 Infrastructure – Software must be configured and operate alongside existing NMDOT infrastructure without disrupting ongoing business service. 1.4 Mandatory dependencies are dependencies that are inherent to the work being done. D- Discretionary dependencies are dependencies defined by the project management team. This may also encompass particular approaches because a specific sequence of activities is preferred, but not mandatory in the project life cycle. E-External dependencies are dependencies that involve a relationship between project activities and non-project activities such as purchasing/procurement M,D,E 1 Active Directory - ENSURE A PROPER MANAGEMENT INTERFACE EXISTS FOR THE ACTIVE DIRECTORY MANAGEMENT as well as ensure content is up to date m, e 2 TRAINING - DELIVER PROPER DEVELOPMENT TRAINING for forms and portal developers m 3 INSTALLATION AND CONFIGURATION - Ensure the proper hardware, software and infrastructure is made available m, e 4 Organizational Buy-In - ENSURE executive and SME buy-in for new technology M
and process 5 Technological - ENSURE proper implementation of TBD approach (Electronic v digital signitures) M 6 organizational - ENSURE Subject matter experts are excessible – both functional and technical SME’s are required m 1.5 ASSUMPTIONS 1 All system users exist in NMDOT’s Active Directory. All system users are internal to the agency. 2 Business rules for form data and routing relating to existing forms are known and fixed. 3 Servers and client workstations meet or exceed the minimum requirements of the technology stack. 4 The form templates will be developed using a proper common format. If such a format is not possible, then the form will be provided in an alternative format and will be served as fill and print forms. 5 Project team will have access to functional and technical SMEs
Tech. Objective 1 To put a solid framework in place for managing forms and form data, electronic or digital signatures, and reporting needs. Tech. Objective 2 Modernization of Legacy Forms Portal falls in line with agency effort to modernize systems. Tech. Objective 3 Minimize business impact and make transition to a new system as seamless as possible Tech Objective 4 Integrate new Forms portal into existing architecture Tech Objective 5 Create a mechanism for the Human Resources organization to manage Active Directory entries. 3.2 Number of reports to be converted to digital workflow is not yet defined, during the planning phase the final number of conversion eligible reports will be defined and project plan will be adjusted accordingly. 3.3 Identify the critical success factors for achieving success in this project. Metric are key to understanding the ability of the project to meet the end goals of the Executive Sponsor and the Business Owner, as well as the ability of the project team to stay within schedule and budget. See also section 6.7 Quality Objectives and Controls. CSF - 1 Agreement on project scope, goals and timeline CSF – 2 manage scope and changes effectively CSF – 3 manage risks and issues to resolution/remidiation CSF – 4 Effecively Manage resources (right resource for the job) CSF – 5 Promote User involvement CSF – 6 Effectively manage project timeline CSF – 7 facilitate executive involvement CSF – 8 Remove political and technical barriers
CSF – 9 quickly resolve technical break-fix CSF – 10 facilitate user acceptance CSF – 11 Effectively manage project budget CSF – 12 promote effective communications 4.0 4.1 Phase Summary of Phase Key Deliverables Initiation Evaluation of business problem domain; research of potential solutions Project Charter Project Scope Business Requirements – Business Case Assumptions Constraints Authorization to proceed with planning Planning Identification and documentation of specific business and technical requirements Project Management Plan Critical success factors Work Break down Structures Project Schedule JAD Session System Requirements Specification, Implementation Installation of hardware and software for the solution; development of specific forms to implement workflow and Working installation of LiveCycle ES Server (test environment, production environment) LIFE CYCLE
Quality Review - Initial document creation followed by project management, executive and business owner review. Subsequently, reviewed by project team as a whole. 4.1.1.7 Project Management Plan Initial Project Management Plan, to be reviewed by all stakeholders and the PCC. Deliverable Acceptance Criteria - Follow NM DoIT Standards and review by project management and project business owners. Standards for Content and Format - NM DoIT Standards Quality Review - Initial document creation followed by project management, executive and business owner review. 4.1.2 PRJ-DEL-001 Initiation - Project Initiation and Scope Focus Meetings Bruce Oakeley PRJ-DEL-002 Initiation - Initiation Phase Certification Form Bruce Oakeley PRJ-DEL-003 Initiation - Project Charter Bruce Oakeley PRJ-DEL-004 Initiation - Initiation Phase Certification Bruce Oakeley PRJ-DEL-005 Initiation - Form Evaluation and Enumeration Bruce Oakeley PRJ-DEL-006 Initiation - Identification of forms for electronic workflow & signature Bruce Oakeley PRJ-DEL-007 Initiation - Change Management process for implementation phase Bruce Oakeley
PRJ-DEL-008 Initiation - Identification of workflow end points for top 30 priority forms. Bruce Oakeley PRJ-DEL-009 Initiation - Identification of workflow participant categories Bruce Oakeley PRJ-DEL-010 Initiation - Project JAD Session Bruce Oakeley PRJ-DEL-011 Initiation - System Requirement Specification (SRS) Bruce Oakeley PRJ-DEL-012 Initiation - System Requirement Specification (SRS) Evaluation and Review - Round 1 Bruce Oakeley PRJ-DEL-013 Initiation - Project Status Reports (Internal) Bruce Oakeley PRJ-DEL-014 Initiation - Initial Risk Assessment Report Bruce Oakeley PRJ-DEL-015 Initiation - Initial Business Continuity Plan Bruce Oakeley PRJ-DEL-016 Initiation - Initial Project Communication Plan Bruce Oakeley PRJ-DEL-017 Initiation - Initial Project Operations and Support Plan Bruce Oakeley PRJ-DEL-018 Initiation - Initial Project Test Plan and Strategy Bruce Oakeley PRJ-DEL-019 Initiation - Initial Project Management Plan Bruce Oakeley PRJ-DEL-020 Initiation - Initial Active Directory Update Plan Bruce Oakeley PRJ-DEL-021 Planning - Planning Phase Certification Form Bruce Oakeley PRJ-DEL-022 Planning - Revise Project Bruce Oakeley
PRJ-DEL-037 Planning - Determine Active Directory fields needed for Live Cycle function Bruce Oakeley PRJ-DEL-038 Planning - Determine which support staff will update non-GO portions of Active Directory Bruce Oakeley PRJ-DEL-039 Planning - Technical Team Training Bruce Oakeley PRJ-DEL-040 Implementation - Implementation Phase Certification Form Bruce Oakeley PRJ-DEL-041 Implementation - Updated Project Management Plan Bruce Oakeley PRJ-DEL-042 Implementation - IV&V Reports Submitted Bruce Oakeley PRJ-DEL-043 Implementation - Technical Architecture Approved Bruce Oakeley PRJ-DEL-044 Implementation - Project Status Reports (Internal) Bruce Oakeley PRJ-DEL-045 Implementation - LiveCycle ES4 Server Installation and Configuration Bruce Oakeley PRJ-DEL-046 Implementation - Active Directory Updates - Mass Update Bruce Oakeley PRJ-DEL-047 Implementation - Active Directory Updates - District Level Updates Bruce Oakeley PRJ-DEL-048 Implementation - ELECTRONIC SIGNATURE - Design / Develop web service interface for existing signature server Bruce Oakeley PRJ-DEL-049 Implementation - Design / develop scripting to extract and rename guid-named forms from OIG form server Bruce Oakeley
Schedule and Progress Milestone Performance • Milestone Dates Work Unit Progress • Component Status • Requirement Status • Test Case Status • Critical Paths Tested • Problem Report Status • Reviews Completed • Change Request Status Incremental Capability • Build Content – Component • Build Content – Function Resources and Cost Personnel • Effort • Staff Experience • Staff Turnover Financial Performance • Earned Value • Cost Availability • Resource Availability Dates • Resource Utilization Growth and Stability Product Size and Stability • Lines of Code • Components • Database Size Functional Size and Stability • Requirements • Function Points • Change Request Workload Product Quality Defects • Problem Reports • Defect Density Complexity • Cyclomatic Complexity Rework • Rework Size • Rework Effort Development Performance Process Maturity • Capability Maturity Model Level Productivity • Product Size/Effort Ratio • Functional Size/Effort Ratio 6.7 QUALITY AND 6.7.1 No. Quality Standard Tracking Tool or Measure 1 Project phase is completed by the established finish date. Project Schedule Project Status 2 Project is completed within budget. Project Charter Project Status
Quality of communications Monthly Monthly Manages project tasks Monthly Monthly Productive Meetings Monthly Monthly 6.7.4 DELIVERABLE ACCEPTANCE PROCESS PRJ-DEL-001 Initiation - Project Initiation and Scope Focus Meetings Sign-Off TBD PRJ-DEL-002 Initiation - Initiation Phase Certification Form Sign-Off TBD PRJ-DEL-003 Initiation - Project Charter Sign-Off TBD PRJ-DEL-004 Initiation - Initiation Phase Certification Sign-Off TBD PRJ-DEL-005 Initiation - Form Evaluation and Enumeration Sign-Off TBD PRJ-DEL-006 Initiation - Identification of forms for electronic workflow & signature Sign-Off TBD PRJ-DEL-007 Initiation - Change Management process for implementation phase Sign-Off TBD PRJ-DEL-008 Initiation - Identification of workflow end points for top 30 priority forms. Sign-Off TBD PRJ-DEL-009 Initiation - Identification of workflow participant categories Sign-Off TBD PRJ-DEL-010 Initiation - Project JAD Session Sign-Off TBD PRJ-DEL-011 Initiation - System Requirement Specification (SRS) Sign-Off TBD
Document PRJ-DEL-027 Planning - Revise Risk Assessment Report Sign-Off TBD PRJ-DEL-028 Planning - Revise Business Continuity Plan Sign-Off TBD PRJ-DEL-029 Planning - Revise Project Communication Plan Sign-Off TBD PRJ-DEL-030 Planning - Revise Project Operations and Support Plan Sign-Off TBD PRJ-DEL-031 Planning - Revise Project Test Plan and Strategy Sign-Off TBD PRJ-DEL-032 Planning - Revise Active Directory Update Plan Sign-Off TBD PRJ-DEL-033 Planning - Initial Cutover Plan Sign-Off TBD PRJ-DEL-034 Planning - Evaluate Electronic or Digital Signature Solution Sign-Off TBD PRJ-DEL-035 Planning - ELECTRONIC SIGNATURE - Signature Collection Plan Strategy Sign-Off TBD PRJ-DEL-036 Planning - DIGITAL SIGNATURE - operations and support plan for digital sig. services. Sign-Off TBD PRJ-DEL-037 Planning - Determine Active Directory fields needed for Live Cycle function Sign-Off TBD PRJ-DEL-038 Planning - Determine which support staff will update non-GO portions of Active Directory Sign-Off TBD PRJ-DEL-039 Planning - Technical Team Training Sign-Off TBD PRJ-DEL-040 Implementation - Implementation Phase Certification Form Sign-Off TBD
PRJ-DEL-041 Implementation - Updated Project Management Plan Sign-Off TBD PRJ-DEL-042 Implementation - IV&V Reports Submitted Sign-Off TBD PRJ-DEL-043 Implementation - Technical Architecture Approved Sign-Off TBD PRJ-DEL-044 Implementation - Project Status Reports (Internal) Sign-Off TBD PRJ-DEL-045 Implementation - LiveCycle ES4 Server Installation and Configuration Sign-Off TBD PRJ-DEL-046 Implementation - Active Directory Updates - Mass Update Sign-Off TBD PRJ-DEL-047 Implementation - Active Directory Updates - District Level Updates Sign-Off TBD PRJ-DEL-048 Implementation - ELECTRONIC SIGNATURE - Design / Develop web service interface for existing signature server Sign-Off TBD PRJ-DEL-049 Implementation - Design / develop scripting to extract and rename guid-named forms from OIG form server Sign-Off TBD PRJ-DEL-050 Implementation - Existing Form Migration Sign-Off TBD PRJ-DEL-051 Implementation - New Form Development Sign-Off TBD PRJ-DEL-052 Implementation - Workflow Development Sign-Off TBD PRJ-DEL-053 Implementation - Implement Electronic or Digital Signature Solution Sign-Off TBD
PRJ-DEL-054 Implementation - Web Interface for Active Directory Organizational Maintenance Sign-Off TBD PRJ-DEL-055 Implementation - End User Training for AD Web Interface Sign-Off TBD PRJ-DEL-056 Close - Closeout Phase Certification Form Sign-Off TBD PRJ-DEL-057 Close - Final IV&V Reports Submitted Sign-Off TBD PRJ-DEL-058 Close - Project Closeout Report Sign-Off TBD PRJ-DEL-059 Close - Lessons Learned Sign-Off TBD 6.8 CONFIGURATION 6.8.1 Version Control The Project Team will strictly enforce version and Configuration control. All Development, Test and Production environments will have the same configuration. Code will be packaged and follow a promotion process. 6.8.2 All Project documentation will be saved on NMDOT File Server system. The System will be backed up on a daily basis. All Project Management related documentation will be distributed via PDF and the Project Manager will manage changes.