4.1.1.1 [Project Charter] Description - The Project Charter for Certification will set the overall scope for the project and the governance structure. Deliverable Acceptance Criteria – Project objectives defined; funds and budget outlined. Standards for Content and Format - As per DoIT format. Quality Review - Acceptance by Project sponsor. 4.1.1.2 [Certification] Description - The Request for Certification and Release of Funds form will be submitted when a project goes for certification in each phase. Deliverable Acceptance Criteria – Project certified and funds released. Standards for Content and Format – As per DoIT format. Quality Review – Acceptance by Project sponsor and DoIT review. 4.1.1.3 [Project Management Plan] Description – A Project Management Plan (PMP) is prepared and used to manage project execution, control, and project close out. Deliverable Acceptance Criteria – Includes project management, execution and control plans. Standards for Content and Format – As per standard project management format. Quality Review – Acceptance by Steering Committee. 4.1.1.4 [Project Schedule] Description - A Project schedule, indicates the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. Deliverable Acceptance Criteria – Reasonable assumption for completion times. Standards for Content and Format – Microsoft Project format. Quality Review – Acceptance by Steering Committee. 4.1.1.5 [Monthly Reports To DoIT] Description - The project manager currently submits an Deliverable Acceptance Criteria –Provides project status.
Introductions of SL-Tech project team, Agency key personnel Project Manager leads introductory kick-off meetings Availability of key Agency staff for meeting Week 0 Person-days: included in work step Needs Assessment Review CRE Reports Assistant Project Manager Lead Trainer Deliverables: Provide Past CRE reports Meet with Reviewers Review other examples of administrative review Week 0 Person-days: Included in work step above Assess Technical Environment Benchmarked Against System Requirements Technical Manager Deliverables: Access to internet (SL-Tech to provide computers) Access to identified Agency systems Week 0 Person Days: Included in work step above Arrange Training Logistics Secure training locations for regional training seminars Secure audio-visual for regional training Provide memo to LEA’s from Secretary Garcia on preparing for upcoming deployments. Lead Trainer Customer Service Manager Deliverables: Advertise regional training seminars Provide suggestions for training locations Week 0 Person Days: 2
Customer Service Management Customer Service Role Setup call tracking system Field technical assistance and technical support calls from LEAs included in this project Serves as the back-up for trainers Serves as the on the ground liaison between SL-Tech, Project staff, and NMPED Customer Service Manager Deliverable: Provide telephone – preferably an 800# Weeks 0 – 57 eLearning Deployment Demonstration of eLearning and Learning Management System (LMS) Review of eLearning content according to RFP specifications Project Manager Lead Trainer Deliverables: eLearning modules Acceptance of eLearning Modules Week 1 Person Days: 2 Develop Pre-CRE Trainer’s Toolkit (Activity 1) Components of Toolkit: Assessment checklist Technical assessment checklist Training materials Strategies for problem-solving Deliverable: Program Improvement toolkit Project Manager Assistant Project Manager Senior Project Consultant Week 2 Person-Days: 8 Beta Test Pre-CRE Assessment & Training (Activity1) New SFA Pre-CRE Accountability Training – Site 1 Project Manager Assistant Project Manager Week 3 Person Days: 8
DST and Accountability Trainer’s Toolkit (Activities 1 & 2) Develop training tools to teach districts Meal application processing Verification Counting and claiming DST Quick Reference Guide (QRG) Project Manager Assistant Project Manager Senior Project Consultant Deliverable: Accountability Toolkit Week 17 Person Days: 10 DST and Accountability Trainer’s Toolkit for Regional Seminars (Activities 1 & 2) Develop training tools to teach all sites and LEAs Meal application processing Verification Counting and claiming DST QRG Project Manager Assistant Project Manager Senior Project Consultant Deliverable: Online Manual Trainer’s Toolkit Week 18 Person Days: 10 Train NMPED on DST (Activity 1) Develop training and QRG for NMPED staff on DST. Assistance Project Manager Deliverable: QRG Week 19 Person Days: 5 Train selected NMPED staff to use DST to identify “at risk districts” Assistant Project Manager Lead Trainer Customer Service Manager Deliverable: Schedule NMPED staff for training Week 20 Person Days: 6
Beta Test & Train the Trainers Regional Accountability Training (Activity 2) Train the Trainers Regional Accountability Training Regions 1 & 2 Project Manager Assistant Project Manager Lead Trainer Trainers (3) Week 21 Person Days: 12 Regional Accountability Training (Activity 2) Regional Accountability Training Regions 3 – 6 Lead Trainer Trainers (3) Week 22 -23 Person Days: 20 Beta Test and Train the Trainer Prone SFA Accountability Training (Activity 2) the Trainers Error Prone SFA Accountability Training Sites 1 & 2 Project Manager Assistant Project Manager Lead Trainer Trainers (3) Week 24 Person Days: 30 Error Prone SFA Accountability Training (Activity 2) Error Prone SFA Accountability Training Sites 3 – 28 Lead Trainer Trainers (3) 25-28 (off 1 week per month) Person Days: 80 Develop Provision 2 Manual (Activity 3) Update Provision 2 Manual Project Manager Assistant Project Manager Deliverable: Provision 2 Manual Deliverable: Current electronic files for Provision 2 Manual Week 25 Person Days: 10
Defaults and Populate Data Project Manager Technical Manager Deliverable: Provide data required to setup ASP e.g., sites, meal prices, items, income tables, reimbursement rates Week 37 Person Days: 10 Install Sites on ASP or Regular Point of (Activity 2) Identify 3 test for ASP prior to wide implementation. Setup LEA and Sites on ASP • Setup data for Application Processing, Verification, and POS • Train central office staff • Train site manager* • Train cashiers* *Most of this training can be executed via e-Learning Weeks 38 – 57 as needed Person Days: 5 days per LEA plus 2 days per site Regional Accountability Training (Activity 2) Regional Accountability Training Regions 1 – 6 Lead Trainer Trainers (3) Week 38-40 Person Days: 56 Regional Cost Control Seminars (Activity 4) Regional Cost Control Regions 1 - 6 Lead Trainer Trainers (3) Week 42 Person Days: 56
IV&V Required IV&V oversight $30,638.70 $30,638.70 Total $1,470,286.30 $1,680,528 6.4.1 Estimates made at project initiation are reflected in the project charter and are also included in the project budget section earlier in this plan. The project manager will track expenditures against the project budget to ensure that the project remains within budget. Issues, risks, or change requests that negatively impact the project budget will be brought to the attention of the project team and steering committee. The project budget will be reviewed frequently at project steering committee meetings. 6.5 The need for coordination and communication with the project team, executive sponsors, and stakeholders is recognized as a vital part of this project. Communication plays an essential role in organizational change success. During times of change, communication is especially critical. The following Communication Plan describes how specific aspects of the ART Project will be communicated to affected audience groups. The plan also provides specific strategies to introduce personnel to the changes they will be experiencing by providing timely and comprehensive information delivery. Clear, planned, and regular communication of information throughout the project is required to ensure effective management of project resources. The vendor project manager will serve as the hub for all formal project communication (scope, time, and budget) and for all official project deliverables. It will be the responsibility of the vendor project manager to distribute all communications to the appropriate personnel. This does not imply that all communication goes through the vendor project manager and teams cannot work together. It is to serve as a matrix for all official project communication. The NMPED project manager is responsible for ensuring that all materials/communications are properly disseminated throughout NMPED and the LEA’s. A primary objective will be the continual communication of project status and progress with major stakeholders and the DoIT. Direct communications with the DoIT will include: Monthly communications of project status based on the DoIT Project review forms. Direct IV&V reviews. The objectives of the communication plan are to:
eLearning Deployment Demonstration of eLearning and Learning Management System (LMS) Review of eLearning content according to RFP specifications Project Manager Lead Trainer Deliverables: eLearning modules Acceptance of eLearning Modules Week 1 Person Days: 2 Develop Pre-CRE Trainer’s Toolkit (Activity 1) Components of Toolkit: Assessment checklist Technical assessment checklist Training materials Strategies for problem-solving Deliverable: Program Improvement toolkit Project Manager Assistant Project Manager Senior Project Consultant Week 2 Person-Days: 8 Beta Test Pre-CRE Assessment & Training (Activity1) New SFA Pre-CRE Accountability Training – Site 1 Project Manager Assistant Project Manager Week 3 Person Days: 8 Trainers for New SFA Accountability Training (Activity 1) Train the Trainers New SFA Pre-CRE Accountability Training – Site 2 &3 Project Manager Assistant Project Manager Lead Trainer Trainers (3) Week 5 Person Days: 24 New SFA Pre-CRE Accountability Training (Activity 1) New SFA 4 – 21 Lead Trainer Trainers (3) Weeks 6-12 (off 1 week/per month) Person Days: 100
Setup Defaults and Populate Data Assistant Project Manager Technical Manager Deliverable: Provide data required to setup DST e.g., sites, enrollment Week 15 Person Days: 10 Online Accountability Manual (Activity 2) Develop Accountability Manual Meal application processing Verification Counting and claiming DST Project Manager Assistant Project Manager Senior Project Consultant Deliverable: Online Accountability Manual Week 16 Person Days: 10 DST and Accountability Trainer’s Toolkit (Activities 1 & 2) Develop training tools to teach districts Meal application processing Verification Counting and claiming DST Quick Reference Guide (QRG) Project Manager Assistant Project Manager Senior Project Consultant Deliverable: Accountability Toolkit Week 17 Person Days: 10 DST and Accountability Trainer’s Toolkit for Regional Seminars (Activities 1 & 2) Develop training to teach all sites and LEAs Meal application processing Verification Counting and claiming DST QRG Project Manager Assistant Project Manager Senior Project Consultant Deliverable: Online Manual Trainer’s Toolkit Week 18 Person Days: 10
Train NMPED on DST (Activity 1) Develop training and QRG for NMPED staff on DST. Assistance Project Manager Deliverable: QRG Week 19 Person Days: 5 selected NMPED staff to use DST to identify “at risk districts” Assistant Project Manager Lead Trainer Customer Service Manager Deliverable: Schedule NMPED staff for training Week 20 Person Days: 6 Beta Test & Train the Trainers Regional Accountability Training (Activity 2) Train the Trainers Regional Accountability Training Regions 1 & 2 Project Manager Assistant Project Manager Lead Trainer Trainers (3) Week 21 Person Days: 12 Regional Accountability Training (Activity 2) Regional Accountability Training Regions 3 – 6 Lead Trainer Trainers (3) Week 22 -23 Person Days: 20 Beta Test and Train the Trainer Error Prone SFA Accountability Training (Activity 2) Train the Trainers Error Prone SFA Accountability Training Sites 1 & 2 Project Manager Assistant Project Manager Lead Trainer Trainers (3) Week 24 Person Days: 30
Error Prone SFA Accountability Training (Activity 2) Error Prone SFA Accountability Training Sites 3 – 28 Lead Trainer Trainers (3) Weeks 25-28 (off 1 week per month) Person Days: 80 Develop Provision 2 Manual (Activity 3) Update Provision 2 Manual Project Manager Assistant Project Manager Deliverable: Provision 2 Manual Deliverable: Current electronic files for Provision 2 Manual Week 25 Person Days: 10 Develop Provision 2 Trainer’s Toolkit (Activity 3) Develop: Assessment checklist Training materials Problem-solving tools Project Manager Assistant Project Manager Deliverable: P2 Trainer’s Toolkit Week 26 Person Days: 10 Beta Test and Train the Trainers Provision 2 Accountability Training and Assessment (Activity 3) Provision 2 Accountability Training and Assessment Sites 1 & 2 Project Manager Assistant Project Manager Lead Trainer Trainers (3) Week 27 Person Days: 30 Provision 2 Accountability Training and Assessment (Activity 3) Provision 2 Accountability Training and Assessment 3 – 33 Lead Trainer Trainers (3) Weeks 29 – 36 Person Days: 100
Install software Project Manager Technical Manager Deliverable: Provide access to web server. Week 36 Person Days: 2 ASP Hosted Point of Sale, Application Processing, and Verification Implementation (Activity 2) Interface to Student Information System Technical Manager Deliverable: Provide access to student system and data profile Week 36 Person Days: 2 Setup Defaults and Populate Data Project Manager Technical Manager Deliverable: Provide data required to setup ASP e.g., sites, meal prices, items, income tables, reimbursement rates Week 37 Person Days: 10 Install Sites on ASP or Regular Point of (Activity 2) Identify 3 test sites for ASP prior to wide implementation. Setup LEA and Sites on ASP • Setup data for Application Processing, Verification, and POS • Train central office staff • Train site manager* • Train cashiers* *Most of this training can be executed via e-Learning Weeks 38 – 57 as needed Person Days: 5 days per LEA plus 2 days per site Regional Accountability Training (Activity 2) Regional Accountability Training Regions 1 – 6 Lead Trainer Trainers (3) Week 38-40 Person Days: 56