DHS PMO ROADshowPresentation

DHS-CO Project Management Office Guidelines & Practices

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TOPICS Why PMO? PMO Strategy PMO Goals What is Project Management Roles & Responsibilities – Project Manager, Business Analyst,

Executive/Project Sponsor, Subject Matter Experts (SME), Stakeholders

Project Lifecycle (SDLC) Overview Project Lifecycle Phases PMO Templates Current PMO Projects

Author: Pragna Mehta

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WHY PMO?Given the state of our economy, Information Technology departments today must work with a limited pool of people and shrinking budget dollars.

The challenge for IT becomes, how can it best utilize its dwindling resources and finances and best meet the growing demands from the business side of the house.

Some of the major challenges that the Department of Human Services is working on (which applies to some but not all of its Divisions) are:

extensive paper processing, increased costs, frustrated business stakeholders

the number of stand alone systems resulting in the building and maintenance of redundant applications, causing manual workarounds

no Systems Development methodology or project management approach resulting in deadline delays, budget overruns or loss in quality.


PMO STRATEGY

Goal of PMO is not to manage every project in DHS but provide the standards, tools, guidance, policies and processes that every project needs to succeed

Employ a blended combination of centralized office project management and consultancy approach

Types of PMO managed projects: Enterprise wide across divisions Impacted by major regulatory or legislative mandates e.g. Comprehensive Waiver High $ value impact in terms of costs or reduction in operating expenses

Emphasis will be on establishing project management standards for the entire organization

Align DHS PMO policies and practices with OIT PMO Work with other PMO divisions on project delivery and monitoring via

dashboards PMO does not manage system enhancements or maintenance tasks

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PMO GOALS Employ one SDLC methodology with clearly defined Phases,

Processes and Deliverables Establish consistent, repeatable project management

practices that can be used on all projects Provide the capability to better manage project costs,

schedule and resources Establish a forum that promotes the utilization and exchange

of ideas on project management best practices across DHS Provide Project Management resources to manage or assist

individual projects at other Divisions (based on availability of PMO staff and priority as determined by the CIO)


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WHAT IS PROJECT MANAGEMENT? Project Management is the application of knowledge, skills, tools and techniques to project activities to meet project requirements. Project Management is accomplished through the application and integration of the project management processes of Initiating, Planning, Executing, Monitoring, Controlling and Closing.

Project Management entails managing the following project components:

Project Request Form

Project Scope

Project Objectives

Project Resources

Project Budget

Project Deliverables

Project Schedule

Time and Resource Management

Project Communications

Project Risk and Issue Management

Project Quality

Project Integration


PROJECT ROLES & RESPONSIBILITIES Project Manager (PM)

The Project Manager is the single point of contact on the project and responsible for the Systems Development Life Cycle, end to end

Accountable for accomplishing the stated project objectives To secure acceptance and approval of deliverables from the Project

Sponsor and Stakeholders Develops the Project Plan with the team and manages the team’s

performance of project tasks Key responsibilities include maintaining project schedule, managing

resources, expectations, cost, time and scope of project Responsible for communication, including status reporting, risk

management, escalation of issues that cannot be resolved in the team, and, in general, making sure the project is delivered within budget, on schedule, and within scope



PROJECT ROLES & RESPONSIBILITIES Business Analyst (BA)

Conduct interviews or facilitate group business discussions for the purpose of gathering and documenting business requirements

Critically evaluate information gathered from multiple sources, reconcile conflicts, distinguish user requests from the underlying true needs

Drive and challenge business units on their assumptions of how they will successfully execute their plans

Strong analytical skills, including a thorough understanding of how to interpret customer business needs and translate them into application and operational requirements

Collaborate with developers and subject matter experts to establish the technical vision and analyze tradeoffs between usability and performance needs

PROJECT ROLES & RESPONSIBILITIES Executive Sponsor

Senior management level individual with demonstrable interest in the outcome of the project who is ultimately responsible for securing spending authority and resources for the project. May often be the project initiator

Highest-ranking manager possible, in proportion to the project size and scope

Acts as a vocal and visible champion, and is the ultimate decision-maker for the project

Final approver of all scope changes, and signs off on approvals to proceed to each succeeding project phase

Provides support for the Project Manager (assists with major issues, problems, and policy conflicts, removes obstacles, signs off on major deliverables, signs off on each phase


PROJECT ROLES & RESPONSIBILITIES

Subject Matter Expert (SME) Members of the business community who are identified and made available to the project

for their subject matter expertise Responsibility is to accurately represent their business units’ needs to the Project Team, and

to validate the deliverables that describe the product or service that the project will produce Provide information about the project back to the business community Participate in user acceptance testing

Stakeholders Represent groups, units, individuals, or organizations, internal or external to the

organization, which are impacted by, or can impact, the outcomes of the project May have been designated to make project decisions on behalf of major business units that

will use, or will be affected by, the product or service the project will deliver Responsible for achieving consensus of their business unit on project issues and outputs,

and communicating it to the Project Manager Attend project meetings as requested by the Project Manager


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STAGE 1 - BUSINESS CASE & SCOPE Present Business Case within the business unit Complete Project Request form (Business Unit) Identify and meet with Project Sponsor (Project Manager & Business Analyst) Define Project Scope – includes:

Project objectives High level proposed solution High level project schedule Deliverables Budget and financial cost Assumptions Risks Define project team – PM, BA, Subject Matter Experts, IT Staff

Conduct Kick-Off Meeting Establish Communication Plan

Stage 1 Deliverables: Project Request Form Project Scope Document Communications Plan


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STAGE 2 - REQUIREMENTS ANALYSIS Develop detailed Business Requirements

Facilitated by Business Analyst with support from Project Manager Conduct interviews with Subject Matter Experts (SMEs) Gather related documentation

Complete future process workflows Identify system interfaces Refine project schedule and deliverables Keep management and stakeholders updated on project status Business Requirements document includes:

Refined objective & scope Refined risks & assumptions Future system workflow and high level description Business rules and legal or regulatory requirements

Gate Review Document Sign-offs Verify Deliverables Modify Schedule Review risks & issues

Stage 2 Deliverables: Business Requirements Document Future Process Workflow

Author: Pragna Mehta 13

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STAGE 3 - DESIGN Design and prepare Functional Specification Document (Project Team) Functional Specification Document includes:

Data Definitions Interface Requirements & Specifications Screen Mockups & Details Navigation Flows Security Requirements Availability Requirements Reporting Requirements Data Mapping and Scrubbing

Review the Functional Specification Document with IT team and obtain sign-off

Keep management and stakeholders updated on project status Gate Review

Functional Specification Document Sign-off Refine project estimate and update project schedule

Stage 3 Deliverables: Functional Specifications Document


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STAGE 4 - DEVELOPMENT IT team codes the proposed solution based on functional specifications IT team performs unit tests on the system PM’s coordinate issue resolution, communications with other groups

controlling interfaces, and monitor the timeline Keep Management and stakeholders updated on the project status Perform a code walkthrough and review

Gate Review and Sign-off

Stage 4 Deliverables: Functional & Unit tested Application Code Review & Sign-off



STAGE 5 - TESTING Develop system test plan and test script for conducting integration and

end-to-end system testing Develop User Acceptance Test (UAT) Scripts Conduct UAT with key stakeholders Document and resolve any system bugs or discrepancies found in any type

of testing Keep management and stakeholders updated on project status Gate review

UAT documents reviewed System issues/bugs have been resolved

Stage 5 Deliverables: UAT test scripts Alpha-tested Application

STAGE 6 - IMPLEMENTATION Conduct Training for all users Coordinate with system operations the implementation of the new

application into production environment Document and review any backup and recovery procedures, disaster

recovery plans, etc. with systems production staff

Keep management and stakeholders updated on project status Final Gate Review Go Live

Stage 6 Deliverables: Completed System Documentation Completed Workflow Application in production environment


STAGE 7 – PROJECT CLOSURE Begin a one month quality assurance shakeout period Monitor and record issues/resolutions to identify any

harmful patterns Measure project results via success metrics/key

performance indicators (KPIs) Project Closure and Lessons Learned

Stage 7 Deliverables: Lessons Learned Document Cleanup document repository


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PMO TEMPLATES Project Request Form (Business initiated) Project Scope Document Business Requirements Document Functional Specification User Acceptance Testing (UAT) Test Plan & Script Issues Log Risk Log Meeting Agenda / Meeting Minutes System Test Plan System Test Tracking Log UAT Test Plan UAT Tracking Log PMO SharePoint Site – department facing


CURRENT LIST OF PMO PROJECTS DDD Comprehensive Waiver – Supports Program DDD CCR Payments Redesign & Automation and Collection of Union Dues DDD Contribution to Care DDD Qualified Providers & Web Conversion DMHAS Eligibility Engine – interface to CASS & RFP Support DHS CO HR Automated Workflow and SharePoint Site DDD Enterprise Case Management Analysis (CASS, Harmony, etc.) PCA Requirements and HARMONY Analysis EEO Database Rewrite DDD BRD Alignment Advise in coordination of Timekeeping RFP for hospitals Advise in evaluating proposed Vista/EHR solution for hospitals Coordinate and assist OIT PMO


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