IS&T Project Reviews September 9, 2004

Project Review Overview Facilitative approach that actively engages a number of key project staff and senior IS&T members in discussions of the success targets, dependencies, and issues of a project >Goal: Project Success There are no surprise issues in 3 months >Internal IS&T Review, but across IS&T >Proactively identify risks and generate potential mitigation strategies >Opportunity to surface issues with ‘no fear of repercussions’

Pre Planning Reviews should not require ‘new’ documentation Documentation should be distributed one week prior to the review Project should develop a time-boxed agenda >General reviews are 2 hours in length Attendance list is generated based on the key focus of the review

Target Audience Attendance list depends on: >the project’s current phase, >the timing of the review, and >the focus of the review technical, managerial, financial, business process, etc. All reviews should consist of >Key Project Staff Project Manager, Team Leader, Client Relationship Manager >Senior Members of IS&T VPs office Directors Technical Architects Financial Business Consultants Process experts Testing experts Key Managers

Scheduling Full scale project reviews add the greatest value when they are conducted at natural breakpoints in the project – between phases. By conducting reviews at the completion of a phase or release, the review provides the opportunity to review the project status and focus on what needs to be done to meet the next challenge

Project Review Information Project Overview – Description of Project Delivery Assessment >All of the delivery assessment sections should contain the following details: Overview / Status Risks and Associated Mitigation Strategy Quality analysis >Delivery Assessment Sections Customer Relationship Delivery Solution – Functional/Business Delivery Solution – Technical Project Management Processes Work Plan Staffing Partners/3 rd Parties Financial Summary Issue and Risk Management

Project Overview Description of project >Succinct Summary of Project Scope >Description of current phase >Why are we doing this project? What is the value of the project? Review of previous phases

Customer Relationship Overview / Status >Customer Expectations >Critical Success Factors >Communication Plans User training Roll out plan Risks and Associated Mitigation Strategy Quality Analysis

Delivery Solution – Functional/Business Overview / Status >Items to consider Business Readiness for Solution (e.g., change management, training) Risks and Associated Mitigation Strategy Quality Analysis

Delivery Solution - Technical Overview / Status >Items to consider Architecture considerations Production Support Plan/Training Risks and Associated Mitigation Strategy Quality Analysis

Project Management Processes Overview / Status >Items to consider Tools and Procedures Scope Management Risks and Associated Mitigation Strategy Quality Analysis

Work Plan Overview / Status >Updated Project / Task Plan Estimated vs Actual Focus on deliverables >Roadmap >Dependency Chart Risks and Associated Mitigation Strategy Quality Analysis

Sample Roadmap Availability of deployment box caused a major delay with a cascading effect on downstream sequential tasks 11/0312/031/042/043/044/045/046/048/0410/04 Project Kickoff Requirements Validation Deployment Box Ready Detailed Designs Code and Unit Test Today 4/19/04 Install Product Deployment Box Ready DEPLOYMENT Install Product Detailed Designs Code and Unit Test 1 Original Plan Actual = Delivery Will Move LEGEND Client Testing / UAT System Test Client Testing / UAT

Sample Dependency Chart Requirements Validation 11/10 Strategy Definition 11/11 Dev Server Build (box, 3 rd party, etc) 2/1912/10 Product Install 2/26 Technical Design 4/30 Design (SRM, AAB, etc) 4/12 Code and Unit Test End Date Code and Unit Test End Date 5/21 Test Server Build End Date 5/7 System Test End Date 6/18 System Test End Date 6/18 M&P, Org, Readiness End Date 7/31 End User Training End Date 10/25 Functional Training End Date 10/24 Integrated Testing (End to End, Volume, and UAT) End Date 10/22 Capacity Planning End Date 5/31 Implementation Plan End Date Target Production Support Plan End Date 9/30 Technical Training End Date 10/24 Production Server Build End Date 6/15 Dress Rehearsal End Date 10/24 DEPLOY End Date 10/31 Training Server Build End Date 7/2 6/1 IS&T Client IT Business Communication Plan End Date 7/31 Business Business Requirements 9/30 Business Strategy Design 4/16 4/20 Treatment Schedule Design 4/14 3/12 Business Client IT IS&T Consultant Business/Sponsor Target Date End Date Task Owner = DONE = ON TRACK = THREAT = JEOPARDY LEGEND IS&T

Staffing Overview / Status >Documented Roles and Responsibilities Includes staff and client assignments, allocations, and targeted roll off dates Risks and Associated Mitigation Strategy Quality Analysis

Partners / 3 rd Parties Overview / Status >Items to Consider Consultant relationships Contractual Perception/Issues Risks and Associated Mitigation Strategy Quality Analysis

Financials Summary Overview / Status >Project Specific Financials Project Budget IS&T Cost >Full Cost Analysis Cost of the program the project is associated with Total cost to MIT Risks and Associated Mitigation Strategy Quality Analysis

Issues and Risk Management Overview / Status >Issue Tracking Spreadsheet (or similar tool) Risks and Associated Mitigation Strategy >Identification and mitigation plans >Include opportunity cost (e.g., if the project extends 1 month, then that requires the staff to stay engaged on this project for 1 month) >Distribute issue summary to end users Quality Analysis

Sample Risk Slide Risk: Client makes resource and timing decisions without fully contemplating their downstream impacts Threat: Staffing decisions impact the work plan and the target implementation date Mitigation Strategies: Rigorously maintain the Project Plan and use it as a tool to communicate pros/cons/cause and effects of clients resource and timing decision. Maintain excellent relationship with client PM such that client adopts the good managerial practices being modeled by IS&T Previous Current

During Review Project Manager, or designee, should document all actions items/issues that surface during the review Action Items #Action ItemResponsible PersonDue DateStatus

Post Review Action items/issues should be distributed immediately upon conclusion of the review Updates should be distributed on a regular basis (e.g., weekly) until all of the action items/issues are resolved Project should provide feedback to the project review process (e.g., continuously evolving process)