Jan Christine & (ITD PMO) Provide and schedule the activities of all information technology participants from TRD\ITD. Reports to the TRD CIO. TRD\ITD ITD PMO Lead Other TRD Divisions TFID ACD RPD Obtain information from the system, and provide data entry and transaction handling services. TRD Various TRD-External Stakeholder Existing Third Partners Provider of services using the base system or local proprietary systems. Munis PRAs STSC NMI SAMBA Existing of Third Party User Interfaces Providers of vehicle and temp tag transactions. Dealers (1000+ dealers) TSCs (1800 SAMBA users) Data Sales Customers Other State Agencies Users of Driver compliance and vehicle title information Various AAMVA Supplier of nationwide information and collector of state information. Must test and accept all new uses of services. AAMVA Law Enforcement Consumers of Driver and Vehicle information. Provider of NCIC service. DPS All NM Local LEs Administration of the Courts Provide decisions regarding citations. Are consumers of MVD data regarding drivers. AOC
2.2 2.2.1 – 2.2.2 John Monforte Chair TRD Deputy Cabinet Secretary Mark Williams Member TRD\MVD MVD Director Greg Saunders Member TRD CIO, TRD Lee Baca Convener TRD\ITD Manager Raul Alvarez Member TRD\MVD Deputy Director Special Projects Robbins Member TRD\ASD CFO Connie Torres Member TRD\MVD Bureau Chief Adam Diamond Member TRD\MVD Special Projects PM Sandra Martinez Member TRD\MVD MVD Finance Mac Member TRD\MVD MVD Procurement Manager Venkata Dodda Member TRD\MVD Supervisor Ragha Mulakal Member TRD\MVD Supervisor Jan Christine Member TRD\ITD ITD PMO Lead James Viano Non-Voting Member FAST FAST PM 2.2.3
4.1.1.5 Project Schedule Description – MSP 2010 or higher detailed project schedule. MSP schedule will include Resource and Staffing Assignments Budgeted and actual costs Management of the schedule will include management of budget and resource\staffing. Deliverable Acceptance Criteria: The document is complete, and reflects the needs and expectations of the Agency. Standards for Content and Format - MS Project Quality Review -. Review and approval by the Sponsor, Business Owner, TRD CIO, Business PM, and IT PM. Baseline, analysis, and ongoing monitoring change and control will be the responsibility of the Contract PM. 4.1.2 Complete the following to identify the deliverables this project is to produce, and to name the person or persons who have authority to approve each deliverable. PRJ-DEL-002 Project Charter Project Sponsor MVD Director PRJ-DEL-003 Project Management Plan (PMP) Sponsor Business Owner TRD CIO PRJ-DEL-002 Contracts Depends on the scope and source of contract. In process PRJ-DEL-004 Project Management Sub-Plans During Clarification, drafts were provided, that will need revision, for: Risk management Implementation Organizational Change Rollout Depends on the plan. Will be signed off by ESC, Business Owner, or CIO, or internal business or ITD PMs depending upon the content of the plan
Description : Train the Trainer for up to (40) persons. The TRD trainers are then responsible for simultaneous regional training just previous to the ‘Big Bang’ go live for each Release (Driver and Vehicle) Specifics include: Training Approach Development Needs Assessment Meetings Training Course Development Curriculum Development Course Scheduling End User Training Post Rollout Training Deliverable Acceptance Criteria – Contractor will obtain signoff from ESC Designated Approver(s) for delivery of the Train the Trainer sessions. Standards for Content and Format - SI standard template and DoIT standard template for training plan. SI’s COTS package for delivery. SI-provided base training materials, with TRD provided site specific revisions. Quality Review - ESC designated team member(s) Deliverable Number 10: Cutover/Implementation Rollout 1 Description : Refine Cutover Plan Refine Desk-side Support Plan Refine Operations Transition Plan Prepare Business Cutover Checklist Develop Cutover Calendar Prepare Project / Technical Cutover Checklist Refine Production Support Plan Refine Desk side Support Plan Help Desk Setup Run/Verify Conversion Input/Verify Held Batches Cutover Update Disaster Recovery Plan Update Technical Documentation Production Support Lessons Learned Deliverable Acceptance Criteria – Contractor will obtain signoff from ESC Designated Approver(s) upon the successful Driver go live. Standards for Content and Format - SI standard templates, DoIT standard templates, SI’s COTS database tables and tool set. Quality Review - ESC designated team member(s) Deliverable Number 11: Driver Knowledge and Skill Testing Module (DKSTM)
Step # 4 Analysis of Review Comments by Contractor TRD PM Team Step # 5 meeting to review comments and finalize the action to be taken TRD PM Team& Designated TRD Project Member(s) Step # 6 Update deliverable document, or project artifact & Submission for Review & Approval TRD PM Team Step # 7 Approval of Deliverable Document Designated TRD Project Member(s) . 5.0 5.1 (WBS) A WBS is a deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project. Describe the work activities that comprise the work breakdown structure (WBS) or the work packages within the WBS. Identify the WBS element or other work package identifier and provide a general description of the tasks or activities, the definition or objectives, and the milestones and deliverables of each work package. Use the chart below for highest level presentation, and provide a more detailed WBS as an attachment to this project plan. Identifier Work Package Description Definition/Objective Milestone/Deliverable 1.0 Driver Release 1.1 Refine Project Management Plan(s) Complete project planning and associated plan documents TRD sign-offs 1.2 Definition Identify business requirements and design, develop, and configure in the development environment. This includes implementation specifications plus confirmation of design and configuration. TRD sign-offs 1.3 Base Configuration Base configuration identifies Basic navigation and TRD sign-offs
2.1 Update Project Management Plan(s) Complete project planning and associated plan documents As and if needed. 2.2 Definition Identify business requirements and design, develop, and configure in the development environment. This includes implementation specifications plus confirmation of design and configuration. TRD sign-offs 2.3 Base Configuration Base configuration identifies Basic navigation and functionality agreed upon between Procuring Agency, and SI and installed and demoed in the test environment. TRD sign-offs 2.4 Development and Unit Test During the Base Configuration and Development phases, four TRD sign-offs
MVD Raul Alvarez Adam Diamond Kenric Hindi Joann Sugamosto Kristina Romero Theresa Garcia Anthony Apodaca Bernadette Gonzales Nicholas Marquez Darren Gomez Included in Budget 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 (2) Contract Business Analysts (1) Contract DMS Level 3 Expert (depends on personnel request FY15) (1) ITD PMO Business Analyst – Employee (?) Contract Organizational Change SMEs Contract Data Conversion Contract Workload Shift – ITD &MVD Contract for rewrite of DMS, IVR, and Q-matic interfaces Included in budget Included in budget Included in budget Included in budget FY15 & FY16 budgets
TRD TAPESTRY 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 TAPESTRY 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 Meeting minutes are stored in the Project Repository Face-to-Face Weekly (Specify days and TRD Project Managers (owns meeting notice; agenda topics) Contractor Project Analyst (scribe) Recurring meetings are scheduled through Outlook Uses standard format An agenda is distributed in advance. TRD TAPESTRY 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. MVD DRIVE Steering Committee This formal meeting addresses the accomplishments and results of all MVD projects. Meeting Attendees (PMs, TRD CIO, MVD Director, MVD Deputy) Face-to-Face Bi-weekly TRD Lead Project Manager Recurring meetings are scheduled through Outlook Uses standard format TRD TAPESTRY Status Report To describe the status of the project to the client Client Project Managers Status Reports are stored on the Project Repository Word Document Email Weekly, by COB Monday Status report template
DoIT TRD TAPESTRY Project Status To describe the status of the project to DoIT DoIT Word Document Email Monthly Contract PM Team Follows DoIT Standard TRD TAPESTRY Change Control Board (CCB) Meeting Review, evaluate, approve or reject, and prioritize change requests. Group approved change requests into releases. Attendees (PMs, PA, Requirements Leads) For contract changes, additionally Contractor Account Exec, DMV Practice Lead, ITD CIO, MVD Director Meeting minutes are stored in the Project Repository Meeting or conference call As needed (Specify days and times) Change Control Board Chair Meetings are scheduled through Outlook as needed. An agenda is distributed in advance. Tracking and Escalation To provide a framework for documenting and tracking issues to closure and escalating long-standing or critical issues for senior leadership attention. Captured and stored in the Project Repository Project Repository E-mail, conference call or in person Whenever an issue arises or needs management involvement for resolution. Project Managers External Issue Resolution and Escalation Procedure
New Program Issues or Action Items Program Manager, Project Managers and Team members, and other persons Program Manager Project Managers, Project Team Members, and other persons (1) Weekly (via the Project Status Report) (2) As needed (via Program Manager) (3) As needed (via Stakeholder Meeting minutes) (1) Project Status Report form (2) Standard Issue or Action Item Submission form by Program Manager (3) Stakeholder Meeting Minutes document (1) E-mail (2) Lotus Notes Issues/Action Items databases. (3) Meeting Minutes within Program Manager. (1) If new issue/action item is received through the Project Status Report, the Program Manager will log it after discussing them during the Program Status meeting. (Persons outside the team can only use the project log new issues/action items.) (2) If new item is “Submitted” the Program Manager will “approve” the issue and also bring it up for discussion during the Program Status meeting (3) The scribe from the Stakeholder Meeting will submit these issues; the Program Manager will “approve” the issue and also bring it up for discussion during the Program Status meeting Items Status / Updates / Resolution Program Manager, Project Managers Program Manager Program Manager, Project Managers, Project Team Members (1) Weekly (via the Project Status Report) (2) As needed (1) Project Status Report form (2) Lotus Notes “Response” form (1) E-mail (2) Lotus Notes Issues/Action databases (1) If the status/update/resolution is received through the Project Status Report, the Program Manager will enter it into program log. Status/updates will be submitted as “Responses” to a main-topic record in Program Log. If a resolution is received as a “Response” to a main-topic in the databases, the program manager will enter the resolution in the main record and close out the issue/action item.
Change Requests Project Managers Program Manager Project Managers Mandatory As needed Standard Change Request form E-mail These change requests will be submitted to the program manager, discussed at the weekly Program Status meetings, and captured in the control files database. Project Status Reports Project Managers Program Manager Project Managers and Team Members Weekly (by Tuesday 12:00 PM) Standard Status Form E-mail These reports will serve as inputs for discussion at the weekly Program Status meeting Program Status Report Program Manager Program Manager database Program Manager, Project Managers Weekly Standard Status Report Form Program Manager control file This will be developed as a result of the weekly Program Status meeting and will also serve as the meeting minutes Stakeholders New Issues/Action Stakeholders Program Manager Stakeholders Bi-Weekly Discussions during stakeholders meeting Issues/Action Items section of meeting minutes The scribe will capture issues/action items and maintain a running log through the meeting minutes document. The scribe will also submit these issues/action items via the Program Manager database. Issues/Action Items Program Manager Stakeholders Program Manager, Project Managers, Team Members Bi-Weekly Program Management update during stakeholders meeting. Stakeholders Meeting The program manager will review the open issues/action items with the project teams and provide update, capturing all within the Program Manager database. Urgent Information Impacting Team and External (I/S) Stakeholders Program Director Team & External Stakeholders Program Manager, Program Director, Project Managers As needed TBD E-Mail/Voice Mail, as appropriate As critical information such as developed issues arise, a communication will be distributed to ensure immediate knowledge transfer.