Purpose The purpose of the Action Item Management section is to define the approach for identifying, analyzing, planning, assigning, and tracking and reporting action item status. This plan establishes the common approach to be employed by all stakeholders on the project. This plan is used as the basis for managing action items during all life-cycle phases of the project. Action Item Management is critical to successful completion of the project within the timeline requirements of the PSIC grant. NG will facilitate, provide oversight, monitor metrics, and/or perform independent reviews to ensure that action item status is known to PSIC leadership so that negative trends in action item closure can be proactively managed. Scope The effort specifically addressed by this section of the PMP encompasses all of the activities to be undertaken by the project team, including contractors, to accomplish PSIC grant objectives. Plans shall be updated due to changes in the contract, customer direction, project scope, requirements, available and estimated resources, organizational policies or processes, or when actuals vary significantly from the plan. Roles, Responsibilities, and Authority The process description in this section describes how an action item flows through the PSIC Action Item Management Process. The stakeholder responsibilities are shown in Table 7.3-1. Table . Roles, Responsibilities, and Authority Role Responsibilities and Authority DHSEM Program Manager Identifies action items Validates action items Assigns/approves action item owners Chairs Biweekly Action Item Briefings Potential action item owner SICWG Core Identifies action items Provides subject matter expertise to develop action items that will resolve problems Assigns action item owners Supports Biweekly Action Item Briefings Potential action item owner DoIT Identifies action items Provides subject matter expertise to develop action items that will resolve problems Assigns action item owners Supports Biweekly Action Item Briefings Potential action item owner NG Staff Identifies action items Collects action item status updates biweekly (1st and 3rd week teleconferences) Updates and maintains the Action Item Database at least twice monthly
ATTACHMENT B - PSIC METRICS SUMMARY Measure Area Measure/Metric Objective Units of Measure Analysis Method/Specification Limit Scope Management Monthly NG Hours Total Ensure NG meets requirements in SOW Hours Indicates NG scope management be comparing total monthly hours against planned monthly hours Schedule Management Deliverables Submission Dates Ensure NG meets the deliverable schedule Dates Indicates status of NG deliverables by comparing actual deliverable submission dates with planned deliverable submission dates. Cost Management Hours Planned Ensure NG does not exceed the SOW requirement for total monthly hours Hours Indicates when and by how much NG's cost performance is deviating from the established plan Hours Expended Hours PSIC Grant Fund Budget and Expense Reporting Amount Planned Ensure that DHSEM PM and SICWG Core know when spending is ahead or behind plan so timely corrective actions can be made Dollars Indicates when and by how much the project’s cost performance is deviating from the established grand fund budget Amount Expended Dollars Amount Remaining on Budget Dollars PSIC Master Schedule Tracking Items Started Ensure that DHSEM PM and SICWG Core know No. of Activities or Deliverables Indicates project execution status by providing an assessment of how well the
when scheduled activities are ahead or behind plan so timely corrective actions can be made project is executing to the baseline plan. Items Completed No. of Activities or Deliverables Items Late No. of Activities or Deliverables Action Item Management Action Items Open Ensure that DHSEM PM and SICWG Core know when action items are overdue or at risk so timely corrective actions can be made No. of Action Items Indicates action item status by monitoring closures and measuring the degree of lateness for overdue action items. Action Items Closed No. of Action Items Action Items Late No. of Action Items Risk Management Risks Open Ensure that DHSEM PM and SICWG Core understand project risks so risk handling strategies can be implemented in a timely manner No. of Risks Indicates overall liability to project based on the identification and resolution of potential problems. Risks Closed No. of Risks New Risks No. of Risks High Risks No. of Risks Moderate Risks No. of Risks Low Risks No. of Risks Communications Management Meetings Accomplished Ensure that DHSEM PM and SICWG Core are aware of ongoing project issues and decisions. No. of Meetings Indicates stakeholder commitment to planned meetings that are executed to ensure project activities, action items and deliverables are completed timely. Teleconferences Accomplished No. of Attendance Percent Attended Deliverables Submitted No. of Deliverables On Call Support Management Proposed Hours Provide DHSEM PM and SICWG Core contract vehicle to execute and monitor performance on tasks outside the current SOW Hours Indicates NG performance on out of scope tasks based on planned versus actual hours and dollars. Hours Expended Hours Total Dollars Remaining Dollars Task Specific Task Specific
MS Power Point Biweekly Briefing Risk Management MS Word Documentation MS Word Risk Identification Form MS Excel Risk Register MS Power Point Biweekly Briefing Communications Management MS Word Documentation MS Excel Meeting Attendance Stoplight On Call Support Management MS Word Documentation ATTACHMENT D - PSIC MONTHLY Week 1 Week 2 Master Schedule Data Call Email Due Wednesday COB Master Schedule Status Briefing Teleconference Wednesday as scheduled Risk Registry Data Call Email Due Wednesday COB Risk Registry Status Briefing Teleconference Wednesday as scheduled Action Item Data Call Email Due Wednesday COB Action Item Database Status Briefing Teleconference Wednesday as scheduled
PSIC Funding Data Call Due Wednesday COB PSIC Funding Briefing Teleconference Wednesday as scheduled Master Schedule Data Call Teleconference (Optional) Due Friday COB Risk Registry Data Call Teleconference (Optional) Due Friday COB Action Item Data Call Teleconference (Optional) Due Friday COB Monthly Status Report Friday COB Week 3 Week 4 Master Schedule Data Call Email Due Wednesday COB Master Schedule Status Briefing SICWG Core Meeting Wednesday as scheduled Risk Registry Data Call Email Due Wednesday COB Risk Registry Status Update SICWG Core Meeting Wednesday as scheduled Action Item Data Call Email Due Wednesday COB Action Item Database Status Briefing SICWG Core Meeting Wednesday as scheduled PSIC Funding Data Call Due Wednesday COB PSIC Funding Briefing SICWG Core Meeting Wednesday as scheduled Master Schedule Data Call Teleconference (Optional) Due Friday COB Risk Registry Data Call Teleconference (Optional) Due Friday COB Action Item Data Call Teleconference (Optional) Due Friday COB