1. State of Michigan Project Management Methodology Orientation
November 2005

2. 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

3. 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

4. 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

5. 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

6. 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.’ “

7. 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.

8. 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.

9. 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.

10. Methodology Levels
Phases
Processes
Templates

11. 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

12. 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

13. PMM phases and SDLC components

14. 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.

15. 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

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

17. 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

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

19. 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

20. 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
and click on the PM Methodology page

21. 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

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

23. 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

25. 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.

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

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

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

29. 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.

30. Planning Progression
Planning
Control

31. 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

32. 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

33. 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

34. 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.

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

36. 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

37. …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

38. 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

39. 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

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

41. 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.

42. 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

43. Project Status Reports

44. Issue Management

45. …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

46. 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!)

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

48. 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.

49. 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

50. 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!

51. 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?

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

53. 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.

54. 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.”

55. 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

56. 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

57. Project Management Resource Center Michigan Department of Information Technology
Web site:

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