Apptis Proprietary & Confidential – Do Not Copy Tools and Measures: Project Planning and Control Presented to the NIH Project Management Community October 10, 2007 Michele Duell, VP, Apptis Healthcare Solutions

Apptis Proprietary & Confidential – Do Not Copy Case Study – Ice Cube Maintenance System The chilly ice cube department needed an enterprise software program to control routine and special ice cube maintenance and procurement procedures Beltway custom systems integrations (CSI Beltway) brought a COTS application to chilly and managed the project COST-LOTS owned a proprietary client-server ice cube maintenance program

Apptis Proprietary & Confidential – Do Not Copy Project Kick-off Chilly presented their 307 system requirements CSI beltway’s project manager accepted the requirements and agreed to the FFP costs and the schedule COTS-LOTS agreed to modify their client-server architecture to a browser-based solution (at no cost)

Apptis Proprietary & Confidential – Do Not Copy Meltdown in Progress Software configuration – now development – continued for months beyond the original schedule Testing failed Progress reports were missed or misleading Cost overruns were at 300%

Apptis Proprietary & Confidential – Do Not Copy What’s Missing? Project Plans/Lifecycle – loose/non-existent WBS - missing Progress Measurements/Reviews – missing Requirements Stability – missing

Apptis Proprietary & Confidential – Do Not Copy A Detailed Project Plan Is the First Line of Defense Against Project Problems Establishes vision and scope Establishes budget and schedule Identifies risks and their mitigations Project resource identification (time, money, staff) Stakeholder involvement (reviews, change management)

Apptis Proprietary & Confidential – Do Not Copy Gaining Benefit From the Project Plan Simulation of the project Approval document Internal contract Budget document Reality check

Apptis Proprietary & Confidential – Do Not Copy How to Simulate the Project? To start very simply, go with the rule of thirds Iterations = phases = milestones Divide and conquer

Apptis Proprietary & Confidential – Do Not Copy High Level Work Breakdown Structure

Apptis Proprietary & Confidential – Do Not Copy Detailed Work Breakdown Structure

Apptis Proprietary & Confidential – Do Not Copy Use the Resource Tab in the WBS to Track Budget Assign staff to tasks Record the costs for using each resource Earned value is now easy to calculate

Apptis Proprietary & Confidential – Do Not Copy Project Plan May Be Used to Track Earned Value Steps to view earned value totals for a task: –On the view menu, click more views. –In the views list, click task sheet, and then click apply. –On the view menu, point to table, and then click more tables. –In the tables list, click earned value, and then click apply.

Apptis Proprietary & Confidential – Do Not Copy All the Earned Value Formulas Will Be Displayed Tip: To get detailed information about each Earned Value field, hover over its heading to see more information.

Apptis Proprietary & Confidential – Do Not Copy Why Earned Value? Earned Value is a standardized method for measuring performance Common Earned Value measurements across PMO Used consistently, Earned Value contributes to success

Apptis Proprietary & Confidential – Do Not Copy Most Common Earned Value Formulas BCWS – Budgeted Cost of Work Scheduled BCWP – Budgeted Cost of Work Performed ACWP – Actual Cost of Work Performed EAC – Estimate at Complete

Apptis Proprietary & Confidential – Do Not Copy Ice Cube Maintenance – Gap From Requirements to Solutions Quality requirements and avoiding mistakes Provide for negotiation and iteration Discover missing information or incorrect assumptions Define relative priorities Eliminate ambiguous language

Apptis Proprietary & Confidential – Do Not Copy Three Purposes of Requirements Management Gain agreement on requirements between all stakeholders Provide a basis for software design Produce a specification for testing

Apptis Proprietary & Confidential – Do Not Copy More Than Project Planning and Requirements Management Many other aspects of project management Balancing act Confusing process with goals

Apptis Proprietary & Confidential – Do Not Copy One Framework for Assessing Current and Future Needs Is the Maturity Model Approach Adoption of a known model is a highly effective method of determining performance measures All of the formal models provide the ability to measure ROI Continuous improvement is inherent in the formal models, allowing for increased service without increasing resources Formal models include the CMMI, ITIL, EVMS, PMI, NIST

Apptis Proprietary & Confidential – Do Not Copy Contact Information Joyce Hunter Michele Duell