State of Michigan Project Management Methodology Orientation November 2005

Objectives Define methodology Present business case and benefits of a project methodology Describe purpose of the State’s Project Management Methodology Preview State of Michigan Project Management Methodology Answer questions regarding Project Management at the State

Methodology Defined “The science of method, or orderly arrangement” – Webster “A system of practices, techniques, procedures, and rules used by those who work in a discipline” – PMBOK

Business Case for PM Methodology Today’s business environment is unforgiving Customers have higher expectations, seek increased time efficiencies, and demand ‘quantum’ performance improvements IT projects are not historically tied to business success--information oriented; least PM mature IT efforts need documented path and procedures to better manage and control projects Project methodologies offer proven techniques to manage scope, cost, and task execution

Benefits of Project Management Higher project management maturity leads to better project management A positive correlation exists between higher project management maturity and cost and schedule performances An established and systematic approach to PM has been proven to improve IT project success to greater than 34% (industry average)--improved quality is recognized

Purpose of SOM PM Methodology “To provide a comprehensive set of procedures and techniques to the State's project managers ‘to ensure high-quality and repeatable results.’ “

State of Michigan Project Management Elements Project Management Methodology, Project Management Training, Project Scheduling Tool Expertise, and the Project Management Center of Excellence establish the key elements of the State of Michigan project management support infrastructure.

State of Michigan Methodology Goals Assist in the managing and monitoring of the State of Michigan’s government agencies Information Technology (IT) projects. Provide for, and institutionalize, formal project management practices into all areas of State government.

Project Management Methodology The State of Michigan Methodology is the foundation for building and identifying the types of procedures needed. The PM methodology document describes project phases and processes to be accomplished. The methodology is driven by the use of templates that guide the user through processes necessary to complete activities. The methodology grows with maturity.

Methodology Levels Phases Processes Templates

Phases of the PMM The Project Management Methodology and its phases: Phases provide the framework for the methodology (PMBOK aligned). Initiation Planning Execution Control Closeout

Project Management Phases PMM and PMBOK Integration Management Procurement Management Scope Management Project Management Phases Initiation Planning Control Execution Closeout Time Management Risk Management Communications Management Cost Management Human Resource Management Quality Management Knowledge Areas

PMM phases and SDLC components

Project Management versus System Development Life Cycle Project Management defines the general function of managing the project from initiation to closeout. System Development Life Cycle defines the function of managing the product from inception to implementation and maintenance.

Overlap of Phases in the Project Life Cycle Project Phase overlap Execution Level Of Activity Planning Initiation Closing Control Project Start Project Finish TIME Overlap of Phases in the Project Life Cycle

PMM Processes Processes provide the “how to” of working ‘inside’ of the framework. The Project Management Methodology document describes the processes in detail.

PMM Templates Templates are the deliverables of the processes and thereby establish standardization for project activities. Templates integrate the methodology into the everyday project environment being conducted at the State of Michigan. Initiation Planning Control Execution Closeout

PMM Templates Customizable documents that allow for the insertion of dictated information in an organized manner.

History of PMM 1999 Need for PMM approved 1999 – Specifications Development Early 2000 – RFP / Procurement Process May 2000 – PMM Release 1 May 2001 – PMM Release 2 May 2003 – PMM Express Release 1 December 2004 – PMM Release 3 October 2005 – PMM Express Release 2

State of Michigan Project Management Methodology A system of standard methods and guidance to ensure that projects are conducted in a disciplined, well-managed, and consistent manner Soft Copies available at www.michigan.gov/projectmanagement and click on the PM Methodology page

PMM Templates Consists of 19 Templates Project Concept Document Business Case Project Charter Project Plan WBS Resource Plan Risk Management Plan Quality Plan Communications Plan Change Management Plan Budget Estimate Planning Transition Checklist Project Status Report Project Change Request Project Issue Document Post Implementation Eval Report Active Project Transition Lessons Learned PMM Feedback

PMM Express An adaptation of the State’s Project Management Methodology (PMM) to smaller, non-complex projects Soft Copies available at www.michigan.gov/projectmanagement and click on the PM Methodology page

PMM Express Templates Consists of Seven Templates Project Charter Project Plan Project Status Report Project Change Request Project Issue Document Post Implementation Evaluation Report (PIER) Lessons Learned Lessons Learned

Initiation Phase Initiation Planning Control Execution Closeout The Project Initiation Phase is the conceptual element of project management. The purpose of the Initiation Phase is to specify what the project should accomplish and to gain management approval.

Initiation Progression Planning Phase Project Concept Document Business Case Project Charter Initiation Phase Documents

Project Charter Highlights Project Objectives Project Scope Critical Success Factors High-Level Project Planning Estimates Roles & Responsibilities Project Authority Management Checkpoints

Project Charter Approval Gives the go-ahead (approval) to expend resources on this project Obtaining signatures assigns responsibility!

Planning Phase Initiation Planning The purpose of the Project Planning Phase is to establish requirements, define tasks, build schedules, assess risks, institute quality standards, describe deliverables, develop costs, and to document the work organization. The process entails the identification of the ‘proper’ needs and structure for organizing and managing the project. Control Execution Closeout *Note: Some Control activities occur in the Planning Phase.

Planning Progression Planning Control

Developing a Project Notebook Contents: Project Charter Work Breakdown Structure Project Schedule Resource Management Plan Risk Management Plan Quality Management Plan Communication Plan Change Management Plan Project Status Reports Project Successes and Lessons Learned Any other documents that the project manager feels are important enough to include

Scope Input Boundaries Planning Control SCOPE ...defines a project’s place in a larger scenario Provide Modify Purchase Acquire Identify Train Oversee Promote Recruit Assumptions and Constraints

Communication COMMUNICATION PLAN Planning Control COMMUNICATION PLAN …foundation strategy for getting the right information to the right people Communicate information needs Define information needs Identify people who need information

Develop Communication Strategy Defines the information needs of the project stakeholders and the project team by documenting what, when, and how the information will be distributed.

…systematic means of managing uncertainty Risk Management Planning Control RISK MANAGEMENT …systematic means of managing uncertainty Risk Identification Response Development Risk Event Control

Documenting Risks Identify Potential Risks that may affect (both positively and negatively) Budget, Scope or Schedule Estimate their Probability of Occurring and their Impact on the project if they occur Develop Mitigation Strategies for high risks

…means to ensure project will satisfy needs Quality Management Planning Control QUALITY MANAGEMENT …means to ensure project will satisfy needs Quality Planning Quality Assurance Quality Control Identify Evaluate Monitor

Develop Quality Strategy How is quality being addressed on the project? Deliverable Acceptance Criteria Describe Acceptance Criteria for deliverables as they are turned over to the customer Applicable QA Activities Define applicable Quality Assurance activities for the project including test and acceptance processes and documentation

WORK BREAKDOWN STRUCTURE …identifies all the tasks in a project WBS Process Flow Planning Control WORK BREAKDOWN STRUCTURE …identifies all the tasks in a project Develop High-Level WBS Assign High-Level Responsibility Decompose WBS Assign Responsibility to Elements Create WBS Dictionary Review & Approve WBS Baseline WBS WBS Development Process

Project Plan Signoff Signature meaning: Commitment, not a guarantee.

Execution and Control Phases Initiation Planning Control Execution Closeout These interactive phases deal with the actual development of the project ‘product’. Project Execution focuses on participating in, observing, and analyzing work being done. Project Control manages processes in order to compare actual to planned performance and takes corrective action when differences exist.

Status STATUS …means by which the team and management is informed of project progress Control Execution Current Status Time Status of Phase II Status of Phase I Schedule Scope Cost Quality Risk Project Elements

Project Status Reports

Issue Management

…identification and management of project changes Change Control Control Execution CHANGE CONTROL …identification and management of project changes Change Identified Team Evaluation Committee Review Plans Updated Change Approved Change Implemented

Change Control Request Template General Information (all templates have this section!) Requestor Information Initial Review Results to move forward with an Impact Analysis Initial Impact Analysis Impact Analysis Results Signatures (Signoff!)

Perform Other Project Control Functions Scope Control Quality Control Schedule Control Cost Control Risk Control Contract Administration, if applicable

Closeout Phase Initiation Planning Control Execution Closeout The Project Closeout Phase involves the administrative and financial efforts needed to close out a project. The product is also transferred to the customer. *Note: Some Control activities occur in the Closeout Phase.

Post Implementation Evaluation Report A Post Implementation Evaluation Report documents successes and failures of the project. It provides a historical record of the planned and actual budget schedule. The report contains recommendations for other projects of similar size and scope. The report documents valuable lessons learned. Control Closeout

Obtain Project Sign-Off Meet with stakeholders to get their final approval of the project They are the reason for the project existing in the first place Their approval signals the project’s completion!

In Summary What is methodology Justification and benefits of a project methodology Purpose of the State Project Management Methodology How does the State Project Management Methodology work?

Methodology The techniques, procedures, and means through which work gets accomplished (i.e., phases, processes, templates)

Why a Project Management Methodology? Today’s work: tighter budgets, less time, fewer resources. Higher customer and user expectations for quality demand on organized approach. Need a documented path and procedures to control and manage project risk and change.

What does the State’s Methodology do? “…provides standard methods and guidelines to ensure that projects are conducted in a disciplined, well-managed, and consistent manner that promotes the delivery of quality products and results in projects that are completed on time and within budget.”

How does the Methodology work? Phases Processes Establishes a clearer work definition. Develops a more accurate project schedule and cost determination. Defines expected work packages. Displays when work is in trouble. Creates a plan to ensure work is completed on time. Determines status of work budgets. Templates

Additional Efforts Under Way State Unified Information Technology Environment (SUITE) Bringing MDIT to CMM Level 3 Standardizing PM, SDLC, CM, QA into one Framework/Model Multi-year initiative

Project Management Resource Center Michigan Department of Information Technology Web site: www.michigan.gov/projectmanagement Email: DIT-ProjectManagement@Michigan.gov

Dan Buonodono 517-335-5099 buonodonod@michigan.gov Questions?? Dan Buonodono 517-335-5099 buonodonod@michigan.gov