Enterprise Project Management Methodology EPMM Training for New Program Development

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Enterprise Project Management Methodology (EPMM)
Trainingfor New Program Development

• Initiation Phase

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Governance Structure, Team Roles and
Responsibilities
Definition
Governance is the organization of
responsibilities and decision-making
capabilities that apply to a project. It is
also referred to as an organizational chart.
Importance
Key Tasks
Deliverables
It identifies the teams, who will make key
decisions on the project as well as those who
will actually implement the project.
Best Practices
It consists of oversight committees, steering
committees, subject matter experts, technical
resources, outreach coordinators, trainers and
other personnel, as appropriate.
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Why is Establishing a Governance Structure
Important?
Definition
People need to know what they are responsible
for

• It provides a foundation for organizing,
  consistent planning and executing of projects
  tasks are clearly identified for each team so
  that work is not duplicated and there is a clear
  chain of command

Importance
Key Tasks
Deliverables
Best Practices
Projects will run into obstacles

• It is important to have a group of decision
  makers that can resolve issues in a timely manner
  and will not hinder the project scope,
  implementation timeline or cost.

Stakeholder buy-in will lead to project success

• It provides structure, accountability and
  involvement, so stakeholders are more likely to
  champion the project.

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Governance Structure, Team Roles and
Responsibilities
Definition

• Determine if there is a start up project
  governance structure in place.
• Check with your agency leadership and/or
  planning/policy office, or adapt any workgroups
  or committees that may have been established in
  the Strategy Phase.
• If an existing structure does not exist, key team
  members will need to work with appropriate
  executive leadership to define a governance
  structure for the project.

Importance
Key Tasks
Deliverables
Best Practices
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Project Governance Structure Example
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Governance Structure, Team Roles and
Responsibilities

• Structurally, establish how the different teams
  will relate to each other and to the project
  manager, which will help assign roles later.
• Once a structure has been identified, define what
  type of work will be done by each team on the
  governance structure.
• Next, identify key roles for each team member on
  the project be sure to also develop
  responsibilities for each role on the project.
• Executive Sponsor, Stakeholder, Project Manager,
  Team Lead, Subject Matter Expert, Trainer

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Governance Structure, Team Roles and
Responsibilities
Definition

• Once the governance structure is complete,
  populate key leadership positions with personnel.
• Initially, you will need to identify the people
  who will help you complete all tasks within the
  Initiation Phase.
• Consider involving people from among your
  informal network of contacts, with whom you have
  worked with before successfully.

Importance
Key Tasks
Deliverables
Best Practices
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Governance Structure, Team Roles and
Responsibilities
Definition
Importance
HR/Planning Complement, job classifications,
reorganization, recruiting/hiring Policy/Process
legal requirements/constraints, business
processes Facilities building/space plan IT
workstations, applications/enhancements Budget/Pro
curement PRR (or other budget authority),
procurement vehicle (RFQ, RFP, etc.) Communication
s communications plan
Key Tasks
Deliverables
Best Practices
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Governance Structure, Team Roles and
Responsibilities
Definition

• When identifying the roles and responsibilities
  for your project, consider
• Who will handle security issues regarding data,
  such as client and personnel files?
• Place personnel who may become obstacles to the
  project on teams where their input can be
  addressed.
• Conduct a realistic assessment of the skill sets
  within the available resource pool
• Try to develop an accurate estimate of the number
  of subject matter experts who will be needed to
  blueprint the requirements, conduct the pilot and
  assist with training and implementation
• If resource availability is an issue, set a
  mechanism to only involve critical resources when
  absolutely necessary

Importance
Key Tasks
Deliverables
Best Practices
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Discussion/Questions
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Project Charter
Definition
The project charter is a formal document that
defines and describes the project at a high
level. It covers business drivers, critical
success factors, goals, objectives and guiding
principles.
Importance
Key Tasks
Deliverables
The project charter formalizes the existence of
a project and demonstrates management support
for the project.
Best Practices
The document functions as the formal agreement
for the project and is signed by the appropriate
parties. Changes to the charter result in the
creation of a new project.
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Why is Developing a Project Charter Important?
To make sure everyone is on the same page
Definition

• It is important to make sure that all executive
  stakeholders are on the same page with regard to
  what is expected. If not, it can cause
  unnecessary time and cost to be spent in the
  wrong areas.

Importance
Key Tasks
Deliverables
To communicate to appropriate personnel
Best Practices

• Once the charter is established, it can serve as
  a communication tool to make sure all team
  members have the same strategic direction in
  mind.

To gauge changes to the project scope

• All changes to scope should be in line with the
  project charter if not, the change request
  should be denied or the project charter should be
  modified.

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Project Charter
Definition

• Elements of the Charter
• Project Background and Description
• Business Need/Opportunity (also referred to as
  the Problem Statement)
• Business Drivers
• Business imperatives which require this
  initiative to move forward
• For each business driver, document a critical
  success factor that must be accomplished to
  support the business driver
• Benefits the initiative will achieve
• High Level Goals and Objectives
• Assumptions and Constraints

Importance
Key Tasks
Deliverables
Best Practices
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Project Charter
Definition
Importance
Key Tasks
Deliverables
Best Practices
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View Project Charter Template
Click Here
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View Project Charter Example
Click Here
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Project Charter
Definition

• Make sure the right people are involved in
  developing and signing off on the project charter
• Focus on getting consensus and buy-in up front
  if enough time is NOT spent getting stakeholders
  on the same page, it could impact the project
  timeline and cost
• Dont breeze through this exercise allot
  sufficient time to document and gain sign off on
  the project charter because it will become the
  project bible
• Number goals and objectives, so each goal can be
  associated with one or more objectives, and both
  can be related to individual issues, changes,
  risks and requirements.

Importance
Key Tasks
Deliverables
Best Practices
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Learning Activity

• Break into small groups and write a project
  charter for the Re-Entry Program. Use the
  Re-Entry Committee and Policy reports, and the
  PBPP Strategic Plan excerpt as a starting point.
• For training purposes, limit yourself to one goal
  and one or two objectives.

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Discussion/Questions
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Project Scope
Definition
The project scope states what will and will not
be included as part of the project.
Importance
Key Tasks
Deliverables

• Scope provides a common understanding
• of the project for all stakeholders by
• defining the projects overall boundaries.

Best Practices
Scope can be defined in terms of
impacted organizations, processes, systems,
data, functionality and the like.
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Why is Determining Project Scope Important?
Definition
Proper scope definition is critical to a
project's success

• It establishes the boundaries on what the project
  will and will not accomplish. The scope statement
  eliminates any confusion or ambiguity that might
  still exist.

Importance
Key Tasks
Deliverables
Poorly defined scope leads to scope creep
Best Practices

• Scope creep changes inevitably lead to increased
  work effort, which in turn causes project delays,
  cost overruns, poor team morale and/or customer
  dissatisfaction.

Clearly defined scope will lead to realistic
expectations

• A clear statement of scope is the foundation for
  defining a change management strategy.

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Project Scope

• Describe the scope of the project in general
  terms.
• Document the high level business processes and
  outputs of the proposed program.
• Define the deliverables, which are the results of
  the work done in each activity during the
  project. Some will be planning deliverables,
  others execution deliverables.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Project Scope

• Copy and past the list of deliverables into the
  Work Plan and build tasks around them.
• Determine if this project will impact any
  organizational units or any systems.
• Develop a high level timeline for when major
  phases of the project will occur.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Project Scope
Definition
Importance
Key Tasks
Deliverables
Best Practices
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View Project Scope Template
Click Here
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Project Scope

• Make sure the right people are involved in
  defining the project scope.
• For resource and time issues, consider defining
  the scope for each phase of the project.
• Consider having outside entities review the scope
  document in order to have a fresh perspective.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Discussion/Questions
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Learning Activity

• You have gained sign off on the project charter
  and scope documents but have learned that several
  executives in key leadership positions are
  uncomfortable with the information as written and
  think the project will fail. They have not
  formally spoken with you about this but you have
  heard through the rumor mill that this is
  occurring. What do you do?

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Research
It important for agencies to revisit the due
diligence on existing solutions and standards
they conducted during the Strategy Phase since
time has elapsed between then and the initiation
of the project.
Definition
Importance
Key Tasks
Deliverables
This assessment includes having agencies speak
with appropriate officials in the central office
or Governors Office and other agencies on what
new options may exist within the Commonwealth to
meet their needs and what new rules may govern
their work.
Best Practices
The focus is on identifying solutions which have
a lower total cost of ownership over the long
term.
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Research
Definition
To keep up with new developments in IT
Importance

• Technology changes fast and new solutions may
  exist that may better meet your needs.

Key Tasks
Deliverables
To keep up with new developments in policies
Best Practices

• Policies change with new leadership and new
  thinking about automating work. Be sure your
  solution still complies with enterprise and
  agency standards.

To keep up with new developments in funding

• Every new state and federal budget year impacts
  program spending. Will your project now receive
  the funding you expected?

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Research

• The agency should contact its appropriate federal
  agency and state cohort agencies to see what
  exists.
• Complete the questionnaire template on solutions.
• Review applicable policies at the enterprise and
  agency levels.
• Write a report to organize your research and
  present to leadership for review.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Research
Definition
Importance
Key Tasks
Deliverables
Best Practices
Business Process Integration Template
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View Business Process Integration Template
Click Here
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Research
Definition

• Check again at the federal level to see if there
  are existing initiatives focused on the business
  problem you are trying to solve.
• Visit the national groups or consortiums of
  states which you can use to identify contacts.

Importance
Key Tasks
Deliverables
Best Practices
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Discussion/Questions
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Document Management Plan
Definition
The purpose of the document management plan is
to manage repositories of project documents and
historical information
Importance
Key Tasks
Deliverables
It helps insure a consistent style and approach
to creation, update and format of documents
Best Practices
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Why is a Document Management Plan Important?
Definition
To stay organized
Importance
Key Tasks
To provide access to key documents to those who
need it
Deliverables
Best Practices
To insure maintenance staff have system
documentation
To archive files for future research and use
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Document Management Plan

• Define the roles and responsibilities related to
  document management.
• Define the standards for document preparation and
  review.
• Define the methods for document change control
  and version control.
• Define the approach to document storage, backup
  and retention.
• Choose and train team members on any software
  tool.
• Consider using folders in a shared drive.
• Consider using a team collaboration web site.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Document Management Plan

• Type of project documents
• Administrative documentation (licenses,
  warranties, leases, etc.)
• Analyses and recommendations
• Contract management documentation
• Correspondence and communications
• Email
• Plans and processes
• Presentations
• Reference materials
• Status reports
• Working papers

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Document Management Plan
Definition
Importance
Key Tasks
Deliverables
Best Practices
Document Management Plan Template
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View Document Management Plan Template
Click Here
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View Document Management Plan Example
Click Here
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View Document ManagementTeam Collaboration Site
Click Here
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Document Management Plan

• Be sure to receive and track vendor and project
  deliverables.
• Make project deliverables, like the project
  charter, work schedule and planning documents,
  available to team members and stakeholders.
• Provide access to files or folders according to
  the needs of individual users or groups of users
  not everyone will need to see everything.
• Enable team members to store or upload documents
  to your shared drive or web site.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Document Management Plan

• Check with the Historical and Museum Commissions
  Record Center to learn about archiving documents
  and records retention before you get too far into
  the project.
• A project web site allows opportunities to for
  team members and stakeholders to collaborate and
  work together better.
• Adhere to your naming convention and folder
  structure, so you can stay organized and find the
  right documents when you need them.

Definition
Importance
Key Tasks
Deliverables
Best Practices
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Discussion/Questions