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State of Michigan Project Management Methodology Orientation. November 2005. 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

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State of michigan project management methodology orientation l.jpg
State of MichiganProject Management MethodologyOrientation

November 2005


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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


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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


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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


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Benefits of Project Management

  • Higher project management maturity leads to better project management

  • A positive correlation exists between higher project management maturity and cost andschedule performances

  • An established and systematicapproach to PM has been proven to improve IT project success to greater than 34% (industry average)--improved quality is recognized


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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.’ “


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State of MichiganProject 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.


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State of MichiganMethodology 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.


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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.


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Methodology Levels

Phases

Processes

Templates


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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


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PMM and PMBOK

Human Resource

Management

Communications

Management

Procurement

Management

Integration

Management

Quality

Management

Scope

Management

Risk

Management

Cost

Management

Time

Management

Initiation

Planning

Execution

Control

Closeout

Project Management Phases

Knowledge Areas



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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.


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Project Phase overlap

Execution

Level

Of

Activity

Planning

Closing

Initiation

Control

Project

Start

Project

Finish

TIME

Overlap of Phases in the Project Life Cycle


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PMM Processes

  • Processes provide the “how to” of working ‘inside’ of the framework.

  • The Project Management Methodology document describes the processes in detail.


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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


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PMM Templates

  • Customizable documents that allow for the insertion of dictated information in an organized manner.


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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


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State of MichiganProject 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 www.michigan.gov/projectmanagement

and click on the PM Methodology page


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PMM Templates

Consists of 19 Templates

  • 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

  • Project Concept Document

  • Business Case

  • Project Charter

  • Project Plan

  • WBS

  • Resource Plan

  • Risk Management Plan

  • Quality Plan

  • Communications Plan

  • Change Management Plan


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PMM Express

An adaptation of the State’s Project Management Methodology (PMM) to smaller, non-complex projects

Soft Copies available at www.michigan.gov/projectmanagement

and click on the PM Methodology page


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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


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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.


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Initiation Progression

Project Concept Document

Project Charter

Planning Phase

Business Case

Initiation

Initiation Phase Documents


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Project Charter Highlights

  • Project Objectives

  • Project Scope

  • Critical Success Factors

  • High-Level Project Planning Estimates

  • Roles & Responsibilities

  • Project Authority

  • Management Checkpoints


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Project Charter Approval

  • Gives the go-ahead (approval) to expend resources on this project

  • Obtaining signatures assigns responsibility!


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Planning Phase

Initiation

Planning

Control

Execution

Closeout

  • 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.

*Note: Some Control activities occur in the Planning Phase.


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Planning Progression

Planning

Control


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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


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Scope Input Boundaries

Purchase

Provide

Acquire

Assumptions and Constraints

Modify

Recruit

Oversee

Train

Identify

Promote

Planning

Control

SCOPE

...defines a project’s place in a larger scenario


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Communication

Communicate information needs

Identify people who need information

Define information needs

Planning

Control

COMMUNICATION PLAN

…foundation strategy for getting the right information to the right people


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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.


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Risk Management

Planning

Control

RISK MANAGEMENT

…systematic means of managing uncertainty

Risk

Identification

Response Development

Risk Event

Control


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Documenting Risks

  • Identify Potential Risks that may affect (both positively and negatively) Budget, Scope or Schedule

  • Estimate their Probability of Occurring and their Impacton the project if they occur

  • Develop Mitigation Strategies for high risks


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Quality Management

Quality Planning

Quality Assurance

Quality Control

Identify

Evaluate

Monitor

Planning

Control

QUALITY MANAGEMENT

…means to ensure project will satisfy needs


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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


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WBS Process Flow

Develop High-Level WBS

Assign High-Level Responsibility

Decompose WBS

Assign Responsibility to Elements

Create WBS Dictionary

Review & Approve WBS

Baseline WBS

Planning

Control

WORK BREAKDOWN STRUCTURE

…identifies all the tasks in a project

WBS Development Process


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Project Plan Signoff

Signature meaning:

  • Commitment, not a guarantee.


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Execution and ControlPhases

Initiation

Planning

Control

Execution

Closeout

  • These interactive phases deal with theactual development of the project ‘product’.

  • Project Execution focuses on participating in, observing, and analyzing work being done.

  • Project Control manages processes in order tocompare actual to planned performance and takes corrective action when differences exist.


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Status

Control

Execution

STATUS

…means by which the team and management is informed of project progress

Current Status

Time

Status of Phase II

Status of Phase I

Schedule

Scope

Cost

Quality

Risk

Project Elements




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Change Control

Change Identified

Team Evaluation

Committee Review

Change Implemented

Plans

Updated

Change Approved

Control

Execution

CHANGE CONTROL

…identification and management of project changes


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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!)


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Perform Other Project Control Functions

  • Scope Control

  • Quality Control

  • Schedule Control

  • Cost Control

  • Risk Control

  • Contract Administration, if applicable


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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.


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Post Implementation Evaluation Report

Control

Closeout

  • 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.


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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!


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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?


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Methodology

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


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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.


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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.”


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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


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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


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Project Management Resource CenterMichigan Department of Information Technology

Web site: www.michigan.gov/projectmanagement

Email: [email protected]


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Questions??

Dan Buonodono

517-335-5099

[email protected]


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