1. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Planning for Success Implementing the California EDRS

2. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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.

3. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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

4. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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.

5. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Project Phases Initiation Planning Executing Controlling Closeout

6. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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

7. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 How EDRS was Initiated Stakeholder group identified a problem Initiated and supported legislation that included a: Funding strategy Procurement process Minimal scope

8. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Project Approval Gained approval of CA’s funding and project approval agencies, via a FSR Established an internal project structure Project Sponsor Project Steering Committee Project Team

9. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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

10. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 EDRS Planning Joint effort between the application development vendor (UCD) and CA-DHS Included as part of UCD’s project deliverables Managed by CA-DHS Project Manager and the EDRS Steering Committee

11. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Executing Coordinating people and resources to carry out the plan Completing all tasks and activities necessary to produce a product to meet the project’s goals and objectives. Managing and maintaining the parameters of the project – scope, schedule and budget.

12. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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

13. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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

14. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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

15. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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

16. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 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

17. Strengthening Partnerships: Shaping the Future Portland, OR June 6 th – 10 th, 2004 Presenter Andrea Coldwell, MA, PMP Acoldwel@dhs.ca.gov (916) 440-7080