Planning for Success

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Planning for Success Implementing the
California EDRS
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What is a Project?

• A project is a temporary endeavor undertaken to
  create a unique product or service.
• Temporary means that every project has a definite
  beginning and a definite end.
• Unique means that the product or service is
  different in some distinguishing way from all
  other products or services.
• A Guide to the Project Management Body of
  Knowledge (PMBOK Guide) 2000 Edition.

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What is Project Management?

• Project management is the application of
  knowledge, skills, tools and techniques to
  project activities to meet project requirements.
• A Guide to the Project Management Body of
  Knowledge (PMBOK Guide) 2000 Edition

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Why Project Management?

• Offers a standard language and processes for
  managing all types of projects.
• Helps keep things in check.
• Provides a way to effectively communicate with
  all stakeholders.
• Increases the odds of having a successful project
  and continually produces repeatable processes.

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Project Phases

• Initiation
• Planning
• Executing
• Controlling
• Closeout

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Initiating a Project

• Authorizing the project or phase
• Starts with an idea
• Identify a sponsor and gain support
• Draft your charter
• Gain sponsor approval of your charter

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How EDRS was Initiated

• Stakeholder group identified a problem
• Initiated and supported legislation that included
  a
• Funding strategy
• Procurement process
• Minimal scope

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Project Approval

• Gained approval of CAs funding and project
  approval agencies, via a FSR
• Established an internal project structure
• Project Sponsor
• Project Steering Committee
• Project Team

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Planning your project

• Defining and refining objectives and selecting
  the best alternative for your project
• A process in which a series of plans are created
  defining how the project will be managed. The
  plans generally include
• Stakeholder, scope, risk and quality management
• Communication
• Project Schedule

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EDRS Planning

• Joint effort between the application development
  vendor (UCD) and CA-DHS
• Included as part of UCDs project deliverables
• Managed by CA-DHS Project Manager and the EDRS
  Steering Committee

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Executing

• Coordinating people and resources to carry out
  the plan
• Completing all tasks and activities necessary to
  produce a product to meet the projects goals and
  objectives.
• Managing and maintaining the parameters of the
  project scope, schedule and budget.

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EDRS Executing Phase

• The EDRS project is well into the Executing
  Phase.
• Project deliverables and milestones met within
  this phase are
• Technical Infrastructure Plan
• System Requirements Specifications
• System Authentication and Authorization Design
• High-level Security Design
• Limited Application Development

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Controlling

• Ensuring that project objectives are met by
  monitoring and measuring progress
• Applying analysis tools to determine
• Schedule slippage
• Budget overruns
• Scope creep
• Risk triggers

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Controlling EDRS

• EDRS is utilizing several tools to control
  project scope, schedule and budget. They
  include
• Regularly scheduled risk analysis sessions
• Management of scope via a Scope Definition
  document
• Review of project schedule and budget at each
  Steering Committee meeting
• Earned Value Analyses

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Closeout

• Formalizing acceptance of the project or phase,
  and bringing it to an orderly end.
• Several tasks must be completed before a project
  can be considered closed
• Lessons learned documented
• All contracts closed
• Project library archived
• Post Implementation Evaluation Review (PIER)
  completed

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Sources of Project Management Information

• Project Management Institute (PMI)
• http//www.pmi.org/info/default.asp
• Institute of Electrical and Electronic Engineers
  (IEEE)
• http//www.computer.org/
• PMI and IEEE chapters in your area

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Presenter

• Andrea Coldwell, MA, PMP
• Acoldwel_at_dhs.ca.gov
• [phone]