Post on 24-Jul-2020
transcript
Attachment 1
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1. Introduction
1.1 Overview
Philadelphia Gas Works (PGW) has used Microsoft Project and Project Server to manage
Information Services (IS) Projects since 2006. In 2014, PGW upgraded its Project Server
environment to Project Server 2013, but did not implement the Demand Management and
Portfolio Analysis capabilities. PGW would now like to implement these capabilities with
the assistance of a Certified Microsoft Partner. This document explains how the outlined
Demand Management and Project Prioritization objectives, vision, and requirements
provide PGW with demand management and portfolio analysis using the existing on-
premises Microsoft Project Server 2013 implementation.
1.2 Vision
PGW IS expects to use the Demand Management and Project Prioritization tools and
methodologies to:
Provide a standard project format and methodology.
Provide procedures to standardize and efficiently manage project intake and
approval.
Ensure projects are evaluated according to corporate goals, possible risks, cost
factors and any other relevant business drivers.
Provide tools for selecting and analyzing projects according to cost and resource
limits.
Create and implement a web-based project request form and automated workflow to
create and track projects through PGW’s IS project lifecycle.
1.3 Scope
The scope of this project will include implementing the capabilities existing in Microsoft
Project Server 2013 to facilitate intake of projects requests and review and approval of
requests utilizing the demand management and portfolio analysis capabilities available in
the software.
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Microsoft Project Server’s Portfolio Analysis Project Prioritization and Driver
Libraries functions will be enabled and configured in accordance with PGW
requirements.
A single Project Initiation Form (PIF) will be created to handle new project intake,
create the project organization, and make a formal project approval request.
PGW’s existing Risk Calculator and Strategic Alignment (SAS) Calculator
spreadsheets will be converted into web-based applications. These will be
included as part of the Project Initiation process and also function as stand-alone
applications.
It is anticipated that projects may require creating additional Active Directory groups. No
other changes to PGW systems are expected.
1.4 System Overview
PGW’s project management system uses Microsoft Project Server 2013. In
addition, PGW implemented a third party add-on solution that provides significant
pre-programmed additional functionality and dashboards to the on premise three-
tier Project Server environment.
PGW has two project environments: Production and Development. All new
functionality must be deployed, configured, and tested in Development before
moving to Production.
Portfolio Analysis, Project Prioritization, and Driver Libraries on the Project
Server are enabled and configured according to PGW requirements.
1.5 Governance
Before project definition and planning begin a business case must be submitted by the
requesting department that describes the business need or opportunity being
addressed. Before the project can move forward, the following elements are required:
Defined project scope and size
Business need or justification
Executive sponsor
Steering committee approval
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Budget approval
IS Project Governance includes local steering committees and an Executive Steering
Committee (ESC). The ESC has three primary responsibilities; review and approve
new projects, review and cancel projects that no longer meet objectives, review post
implementation assessments to determine if objectives were met. ESC approval is
required for projects that are deemed high risk, are estimated to cost at least $250,000,
or will likely result in significant resource conflicts. All other initiatives are ranked and
prioritized by local steering committees using the same methodology.
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2. Demand Management
2.1 Project Initiation Form Requirements
Project Managers and Portfolio Managers can initiate a project through the Project
Center. In addition, all other Project Web Apps (PWA) users will use the Project
Initiation Form.
2.1.1 Project Initiation Form Description
PGW’s PIF will incorporate the following features:
Includes three tabs: Request Details, Strategic Alignment, and Review.
- Request Details supplies all fields to describe the request.
- Strategic Alignment includes all of the drivers and provides access to the
Strategic Alignment and Risk calculators.
- Review documents and tracks the project approval process.
Includes access to two calculators: Strategic Alignment Calculator
and Risk Assessment Calculator.
- Each project must be evaluated by these calculators.
- The outcome of the calculations allows the system to automatically select
the appropriate driver(s) for the Strategic Alignment tab.
Includes four phases to track and report on form progress: Draft, Submitted,
Rejected, and Approved.
Allows users to save a draft project form before formally submitting the project.
Provides a historical record of all project submissions
Creates an Enterprise Project type upon approval. An Enterprise Project
includes the data from the Project Initiation Form.
Will use values from Project Server where available (i.e. drivers, related
Enterprise Custom Fields (ECFs) such as department, etc.) for ease of
maintenance.
Will be printable.
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2.1.2 Security and Access
All PGW projects:
Can be created by any PWA user.
Can only be edited by the project‘s creator and administrator.
Can be viewed by all users.
Must be deleted by an administrator.
Are accessed by a tile on the PWA homepage (instead of the current
Training Materials tile).
2.1.3 Pages and Views
The PIF will contain a landing page with a button to create a new Initiation Form and a
list view web part.
Four views will be available: All forms, By Status (the default view), By
Requester, and My Requests.
- All Forms displays all forms without groupings or filters. Columns include:
• Project Name
• Program
• Requester
• Project Sponsor
• Requester
Department
• Request Date
• Estimated Annual
Benefit
• Budget
• Fiscal Year
• Non-Discretionary
• Status
• Proposed Start
Date
• Proposed Finish
Date
- By Status shows forms grouped by the Project Status field
- By Requester displays forms grouped by the person requesting the project
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2.2 Strategic Alignment Calculator Business
Requirements
PGW currently utilizes a Strategic Alignment Calculator for business planning and
evaluation purposes. The calculator is currently an Excel spreadsheet. The selected
vendor will program the calculator to be available as an interactive web application. The
calculator provides the functionality shown below.
The Strategic Alignment Calculator will be available as a standalone
web form. It can also be accessed from the Project Initiation Form.
All categories, strategic options, and weightings are configurable by
PGW administrators.
For Categories and Strategic Options, the Active/Inactive status
displays only current values. Inactive values will be available for
historical reference.
An administrator view is available to ensure that active weightings total
100% in each category.
Selections and SAS Scores from the Calculator will be stored for
historical purposes.
A landing page will be provided for users to access saved SAS
Results.
The Calculator form will be printable
If the Calculator is accessed through the Project Initiation Form, the
total SAS score is populated on the Project Initiation Form.
The Project Initiation workflow also uses the total SAS score to
populate the SAS Score ECF and the related Strategic Alignment
driver.
Calculations are as follows:
- Category Scores = Sum of (selected strategic options x
Category weighting for each option)
- SAS Score = Sum of all Category Scores
A visual wireframe will be created.
Technical requirements will be gathered for the application.
Attachment 1
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Figure 2.1. PGW Strategic Alignment Calculator
Project Name Storage Virtualization
Your SAS Score 17%
Commercial Strategies Total 100%
Customer 10% Financial 35% Internal Process 45% Learning & Growth 10%
Category Value 1 4% Category Value 2 9% Category Value 3 2% Category Value 4 2%
y Customer Satisfaction 40% Yr End Cash Flow w /w o Loan & Storage 30% Stakehold relationship Management 15% Executive Development Program 15%
Social Cost Index 30% Rolling 12 month collection rate 15% Increase 1st Call Resolution (Call Cntr) 5% Succession Plan 10%
Quarterly Cost of GCR 30% Labor Cost per Customer 5% Improve FSD Completion Rate 5% New Hire Success Rate 15%
y Operating Expense per Customer 5% Increase Appointments Kept 5% Time to Fill 10%
Corporate Headcount 5% Reduce Cost per Foot of Gas Main 20% Implement Performance Mgmt Plan 15%
y 2% O&M reduction 20% Reduce Cost Per Service Install 14% Internal Communications 15%
Net Accounts Rec as a % of total billings 10% Maintain Number of miles of CI 5% y Progress on DW Project 10%
Net w rite-offs as a % of toal billings 10% Emergency Response w ithin 1 hour 5% y % of depts utilizing new reporting tools 10%
Employee Lost Time Incidents 5%
y % Business Continuity Plan Completed 5%
Increase Total New Sales Volume 5%
Increase Interruptable Vol to Trans 3%
Stabilize PLP Sales in FY06 3%
Increase $ from OSS, LNG, Capacity 5%
Total 100% Total 100% Total 100% Total 100%
Information Technology Strategies
*** Be sure to hit the Reset button after performing any Change operations ***
Strategic Alignment Calculator V4.0
Clear SAS
Change Change Change Change
Reset
Change
Save Score Print SAS Score
Attachment 1
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2.3 Risk Assessment Calculator Business
Requirements
PGW currently utilizes a Risk Assessment Calculator for business planning and
evaluation purposes. The calculator is currently an Excel spreadsheet. The selected
vendor will program the calculator to be available as an interactive web application. The
calculator provides the functionality shown below.
The Risk Assessment Calculator Excel spreadsheet will be created as
an interactive web application. It will also be available as a standalone
web form.
All Risk Categories, Risk Values and weightings are configurable by
PGW administrators
Active/Inactive status is required for all Risk Categories and Risk
Values
Calculator results will be stored for historical purposes
A landing page will be available for users to access saved Risk
Assessment Results
The calculator form will be printable
When the calculator is accessed from the Project Initiation Form, the
total Risk Score will be populated on the Project Initiation Form.
The Project Initiation workflow also uses the total Risk Score to
populate the Risk Score ECF and the related Risk driver.
Attachment 1
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Figure 2.2. Risk Assessment Calculator
Project Name Collections -- Rack & Dispatch 28 28 28
Score 28 16 12 0
Category Low Risk Characteristics L M H High Risk Characteristics
The business benefit of the project is: Well defined Y Poorly defined
The scope of the project is: Well defined Y Poorly defined
The project sponsor is: Identified, committed, and enthusiastic Y Not identified or not enthusiastic
The business customer commitment level is: Passionate and enthusiastic Y Passive and hard to engage
The project manager has: Similar experience on multiple projects Y Little experience on similar projects
The project team is: Located together Y Dispersed at multiple sites
Project management processes and procedures are: Familiar and will be utilized Y Not familiar and will not be utilized
The business requirements of the project are: Understood and straightforward Y Very vague or very complex
The system availability requirements include: Windows of availability and downtime Y Availability on a 24/7 basis
The technical requirements are: Similar to others in the company Y New and complex
The data requirements are: Simple Y Complex
The number of locations to deploy to is: One Y More than four
The number of system interfaces are: One or none Y More than five
The number of organizations this will affect is: One or two Y More than five
The total estimated effort hours are: Less than 1,000 Y Greater than 5,000
The total estimated project duration is: Less than three months Y Longer than one year
The subject matter is: Well known by the project team Y Not well known by the project team
The project is dependent on: Zero or one outside project or team Y Three or more outside teams or projects
Business processes, procedures, policies require: Little or no change Y Substantial change
Changes to the organizational structure require: Little or no change Y Substantial change
The technology being utilized consists of: Existing software, hardware, languages, databases, and tools Y New software, hardware, languages, databases, or tools (or new releases)
The quality of current data is: Well defined and simple to convert Y Poor or complex to convert
If a package implementation: No (or minimal) customization is needed Heavy customization is needed
If a package implementation: The product or release is stable The product or release is new to the market
If a package implementation: The vendor is familiar in this market The vendor is new to this market
Risk Assessment Calculator
Save Score Clear Score
Attachment 1
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2.4 Project Governance and Workflow
2.4.1 Project Initiation Workflow
The PIF will use a SharePoint workflow to support the submittal and approval process.
This workflow will be activated by a Create Project command and follows the process
explained here.
1. The project requestor or submitter may save the PIF in a Draft status when this
form is created.
2. When the requestor or submitter submits the PIF, the form’s Status is set
to Submitted and an email notification of the submission is sent to the
project approver.
3. If the approver rejects the PIF, the form’s status is set to Rejected and an e-mail
notification of the rejection, including the rejection reason, is sent to the
Requestor/ Submitter and sponsor. The rejected form is saved for historical
reference.
4. When the PIF is approved:
The form’s status is set to Approved.
A project is created in PWA based on the value that the Approver selected
in the Project Type field on the PIF.
E-mail notifications are sent to the Requester, Sponsor, and Project
Manager.
The Project ID is created on the PIF.
The PIF is saved for historical reference.
2.4.2 Project Workflow Requirements
A project will include the following Workflow Phases: Initiate, Analysis, Design, Build Test, Implement, and Complete. Certain Phases may include more than one Stage. Table 2.2, Project Phases and Stages, provides extended descriptions of each Workflow Phase and its associated Stage(s).
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All projects will use a standard project server workflow to ensure compliance and data integrity. The requirements for the workflow are as follows:
A project may be created in PWA manually using the Project Center or
automatically using the Project Initiation Form.
Projects created in PWA begin in the Define stage of the Initiate phase.
- All required fields except Committee Date, Outcome and Reviewing
Committee must be populated to enter the Select stage of the Initiate
phase.
Committee Date, Outcome, and Reviewing Committee fields must be populated
to move the project into the Analysis phase.
All Strategic Drivers, including the SAS and Risk Scores, must be populated by
the Select stage of the Initiate phase.
IT PMO leadership will update projects to include the outcome of committee
meetings and any related committee comments.
- If the committee decides to defer the project, the project remains in the
Select stage
- If the committee decides to cancel the project, the project moves to the
Cancelled stage.
- If the committee decides to approve the project, the project moves to
the Analysis phase. Committee Date, Outcome, and Reviewing
Committee fields must be also completed to move to the Analysis
phase.
Email notifications will be sent to Project Managers after committee results are
submitted.
If the Inactive Status is set to Cancelled at any time during the project approval
process, the project workflow moves to the Complete — Cancelled phase.
Projects may be placed in On Hold status and resume process flow.
Phases and Stages will be configured as shown in Table 2.2 below.
Attachment 1
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Table 2.1. Project Phases and Stages
Workflow Phases Stages
Email Content
Required Fields to Enter Stage
Committee
Outcomes PDP Displayed Read-Only Content Notes
Initiate Define Email notification sent upon moving to Initiate-Select phase
Project Name
Start Date
Owner (Project Manager)
Project Sponsor
Project Details
Strategic Drivers
Schedule
Initiate Select Email sent to PM notifying about Committee Outcome
Client
Project Sponsor
Description
Project Size
Project Class
Project Budget Type
Fiscal Year Payback
Proposed Cost
Proposed Start
Date Proposed
Finish Date
Approved (move to Analysis)
Rejected (move to Cancelled)
Deferred (remain in this stage
Project Details
Strategic Drivers
*Required completion at this stage
Schedule
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Workflow Phases Stages
Email Content
Required Fields to Enter Stage
Committee
Outcomes PDP Displayed Read-Only Content Notes
SAS Score
Risk Score
Analysis Analysis Committee Outcome
Committee Date
Project Details
Strategic Drivers
Schedule
Committee Outcome,
Committee Date,
Proposed Cost
Design Design Project Details
Strategic Drivers
*Read only at this stage
Schedule
Committee Outcome,
Committee Date,
Proposed Cost
Build Build Project Details
Strategic Drivers
*Read only at this stage
Schedule
Committee Outcome,
Committee Date,
Proposed Cost
Test Test Project Details
Strategic Drivers
*Read only at this stage
Schedule
Committee Outcome
Committee Date
Proposed Cost
Implement Implement Project Details
Strategic Drivers
Committee Outcome
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Workflow Phases Stages
Email Content
Required Fields to Enter Stage
Committee
Outcomes PDP Displayed Read-Only Content Notes
* Read only
at this stage
Schedule
Committee Date
Proposed Cost
Complete Complete Project Details
Strategic Drivers
* Read only at
this stage
Schedule
All workflow controlled fields and drivers
Complete Cancelled Project Details
Strategic Drivers
*Read only at this stage
All workflow controlled fields and drivers
A project can be moved to Cancelled if it is
Rejected by Committee, or
Inactive Status = Cancelled at any time
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2.4.3 Project Level Custom Fields
PGW expects the PIF will require the following custom data fields.
Table 2.2. New PIF Custom Fields
Field Label Field Type Stage Where Field is Required
Business Need Multi-line Text Define
Estimated Annual Benefit
Cost
Project Size Single-select from Project Sizes lookup table Note: Lookup Table to be created
Define
Fiscal Year Single-select from Fiscal Years lookup table Note: Lookup Table to be created
Define
Non-Discretionary
Single-select drop down from Yes/No lookup Table
Define
Proposed Cost Cost Define
Proposed Start Date
Date Define
Proposed Finish Date
Date Define
Payback # years
Number Define
SAS Score Number Define
Risk Score Number Define
Committee Date Date Select
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Field Label Field Type Stage Where Field is Required
Committee Outcome
Single value selected from Committee Outcome Values lookup table
Select
Reviewing Committee
Single value selected from Committees lookup table
Select
Committee Comments
Multi-line Text
Spending Expiration Date
Calculated as follows:
Formula:
If Project Budget Type = Capital,
display 8/31/FiscalYear+1;
If Project Budget Type = Operating,
display 8/31/Fiscal Year.
Example:
If a project has a Project Budget Type of
Capital and a Fiscal Year of 2015, the
Spending Expiration Date is 8/31/17.
If the project has a Project Budget Type of
Operating, the Spending Expiration date is
8/31/16.
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2.4.4 Lookup Tables
PGW’s Information Services project methodology will require creating new Lookup
Tables. PGW anticipates the need for the tables shown below.
Table 2.3. Lookup Tables and Fields
Lookup Table Name Field Type Field Values
Project Sizes Text Under $50,000
$50,000-$249,999
$250,000 and above
Fiscal Year Number 2015
2016
2017
2018
2019
2020
2021
2022
2023
2024
2025
Committee Outcome Values Text Approved
Deferred
Rejected
Committees Text Local Steering Committee
Enterprise Strategic Planning Committee
2.5 Project Detail Pages (PDP)
PGW anticipates that Enterprise Projects will require a new Project Detail Page.
The Project Detail Page must display a link to the PIF used to create the
Enterprise Project.
Fields will be grouped in associated sections and columns as shown in the
page mockup in Figure 2.3 below.
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Figure 2.2. Project Detail Page Fields
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3. Project Prioritization and Portfolio Analysis
PGW will be implementing Portfolio Analysis functions using Microsoft Project Server.
This functionality requires four new components.
Driver Library
Prioritization Process
Strategic Alignment PDP
Portfolio Analysis Views
These are discussed in the sections below.
3.1 Driver Library
PGW has selected drivers that align with corporate initiatives. See Table 3.1 below for
descriptions of the drivers in the Driver Library.
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Table 3.1. Driver Library
Driver Name Description None Low Moderate Strong Extreme
Time to Market
Overall project 1 year or more 9-12 months 6-8 months 3-5 months 0-2 months
Lifecycle Replacement
Maintain critical infrastructure to ensure safety, reliability and support
No lifecycle replacement requirement
Should be done to meet ongoing support
Consumer Satisfaction
Improve consumer satisfaction through implementing standardized customer service processes, grow the number of customer service relationships and improve the nature of each relationship.
Does not impact consumer satisfaction
Small increase in consumer satisfaction
Moderate increase in consumer satisfaction
High increase in consumer satisfaction
Extreme increase in consumer satisfaction
Project Risk Level of risk as determined by Risk Calculator
131 and higher 101-130 61-100 31-60 0-30 risk factor
Improve Product Quality
Implement process improvements and best practices in order to improve
Reduces defects by less than 5%, or attains a service-level agreement of 90% or less.
Reduces defects by up to 10% or attains a service-level agreement
Reduces defects by up to 15% or attains a service-level agreement between 95%
Reduces defects by up to 20% or attains a service-level agreement
Reduces defects by more than 20% or attains a service-level
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Driver Name Description None Low Moderate Strong Extreme
product quality as measured by SLA levels
between 90% and 95%
and 97% between 97% and 98%
agreement of 99% or more
Improve employee work life
Implement approved morale-boosting techniques in order to measurably improve employee work life
No improvement in employee work life
Small improvement in employee work life
Moderate improvement in employee work life
Significant improvement in employee work life
No improvement in employee work life
Standardize
and
streamline
cross-
functional
processes
Implement a
library of
standardized
functions across
processes, in
order to reduce
the cycle time of
processes across
the organization
as a whole and
increase
consistency in
operations.
Does not improve
process cycle
time for any
processes.
Improves
process
cycle time for
up to 2
processes
Improves
process cycle
time for up to 3
processes
Improves
process
cycle time for
up to 4
processes
Improves
process cycle
time for more
than 5
processes
Expand into new markets and segments
Expand revenue growth aggressively by penetrating new
Does not grow revenue from any markets and segments
Grows revenue from new markets and
Grows revenue from new markets and segments by
Grows revenue from new markets and
Grows revenue from new markets and segments
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Driver Name Description None Low Moderate Strong Extreme
markets and expanding reach to segments of penetrated markets.
segments by up to $100k
$100k - $500k segments by $500k - $1M
by more than $1M
Financial
Benefit
Level of financial
impact or number
of years for
Simple Payback
Indirect
impact/benefit
difficult to quantify
or Simple
Payback is more
than 5 years
Low financial
benefit or
Simple
Payback is
more than 3-
4 years
Moderate
financial benefit
or Simple
Payback is more
than 2-3 years
Low financial
benefit or
Simple
Payback is
1-2 years
Low financial
benefit or
Simple
Payback is
less than 1
year
Strategic
alignment
Project alignment
with corporate
goals and
strategic metrics
as determined by
the Strategic
Alignment
Calculator
0-20 21-40 41-60 61-80 81-100
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3.2 Driver Prioritization
The successful proposer should expect that default driver prioritizations will be
configured after the drivers are implemented. Additional prioritizations will be
conducted on an as-needed basis by Portfolio Managers. Department filtering is not
necessary as drivers apply to all projects and departments. Since there is no existing
prioritization model, PGW will use the calculated prioritization method.
3.3 Portfolio Analysis
Portfolio Analyses will be used monthly for Steering Committee meetings and twice a
year (approx. September and March) for Capital or Operating Budget project proposals.
Proposed Cost will be the primary cost constraint value. Total Cost may be used as a
secondary constraint.
3.4 Views
The following views will be created:
Projects in Select Phase
Projects by Phase
Projects by Project Budget Type
Projects by Non-Discretionary
Columns in these views will include Project Name, Department, Budget Type, Client, %
Complete and Duration, Non- Discretionary
The Summary view for Portfolio Analysis will be modified to include the following field:
Start, Finish, Project Budget Type, Non-Discretionary flag, Proposed Cost, % Complete,
and Duration.
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4. Security
The existing Portfolio Managers group will be the only group with rights to perform
Portfolio Analyses, define drivers, and create driver prioritizations.
Portfolio Managers group members will be required to update projects with the results of
Steering Committee meetings. Therefore, this group must be updated to allow the
editing and saving of projects.
The existing Active Directory group that populates Portfolio Manager Security group
users must be updated.
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5. Additional Requirements
5.1 Project Site Requirements
The Project Phases web part must be updated to use Workflow Phases.
5.2 Testing Requirements
All workflows, forms, views, and configuration settings will be unit tested in the
Development environment.
User Acceptance Testing will be conducted by designated PGW testers prior to rollout
to Production.
5.3 Training Requirements
Both Project Manager and Administrator training will be conducted.
Project Managers will need training to understand and utilize the new Strategic
Alignment and Risk Calculators and move projects through the complete project
lifecycle.
Administrators will need to understand how the PIF and workflows are configured and
how to restart and move projects to a particular stage within a workflow.
5.4 Implementation Requirements and Impacts
5.4.1 Requirements
Changes to Production will be scheduled per PGW requirements. These changes will include:
Upload and activate Project Initiation Solution
Upload and configure Project Server Workflow
Create Custom Fields, PDP, Workflow Phases and Stages
Create Project Center and Portfolio Analysis views
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5.4.2 Impacts
Projects in progress will be impacted by this rollout. Impacts are described below.
All projects currently in Initiation Phase will be moved to the appropriate Define
or Select phase. All required fields and drivers must be completed.
Projects in existing phases will be moved to the appropriate Workflow phase.