Implementing an IT Project Oversight Discipline in Government Cindy Blehm, PMP ® Maisha Dottery, PMP ® September 23, 2009

Agenda  Understanding the Scope of Project Oversight Challenges to Implementing Oversight Critical Success Factors  Developing the Oversight Model  Developing the Oversight Framework Determining the Skills Needed to Perform the Oversight Function Capabilities Assessment and Gap Analysis Short and Long Term Goals and Objectives Program Oversight Charter Oversight Policies and Principles Quality Assurance and Quality Control  Oversight Maturity Model  Quick Wins

Understanding the scope of Project Oversight  OCIO ITPOF states that Oversight is: An independent review and analysis … to determine if the project is on track to be completed within the estimated schedule and cost, and will provide the functionality required by the sponsoring business entity. Project oversight identifies and quantifies any issues and risks affecting these project components.”

Challenges To Implementing Oversight Internally  Performing the Function while defining the Process at the same time  Training Staff While Establishing Program  Lack of Staff with Strong PM Skills and/or Experience  Lack of State Staff with IPOC and IV&V Experience  No State Model or Strategy for Implementing Program  Staff Fear of Failure and/or Repercussion for Errors

Critical Success Factors  Firm, Foundational Knowledge of Project Management  Foundational Knowledge of System Development Life Cycle Methodology (SDLC)  Foundational Knowledge of PMBOK Framework  Foundational Knowledge of CA-PMM  Foundational Knowledge of ITPOF  PM Experience on IT Implementations (Initiation to Closure)

Critical Success Factors ( cont’d )  Executive Buy-In and Support for Oversight Program  Develop and obtain executive management approval of an Oversight Program Charter  Develop and establish quality assurance processes  Training and Education

Developing the Oversight Model

Determining the Skills Needed to Perform Oversight Capabilities Assessment Gap Analysis  Develop the Oversight Baseline Mandatory/Desirable PM Skills Required Mandatory/Desirable SDLC Skills Required Mandatory CA-PMM Skills  Assess Industry Best Practices  Capability / Capacity Assessment  Gap Analysis  Evaluate Proven, Successful Departments & Projects

Short and Long Term Goals Program Charter Training and Education  Short Term Goals Gain Executive Buy-In and Support Develop Charter With Executive Sign-Off Develop Road Map For Success (SMART) Begin training and education programs  Long Term Goals Finalize training and education programs Build Oversight Program Framework Establish an Assessment Mechanism

Development of Oversight Policies And Procedures  Document all Existing Processes  Develop Checklists for Repetitive Processes  Develop Tips-and-Tricks Fact Sheets

Developing the Oversight Framework Framework GoalFramework Objectives Determine Skill Sets needed to perform oversight function Identify Projects Low to High Criticality that staff can perform the oversight function on. Assess foundational knowledge in core competency areas and perform gap analysis. Build foundational knowledge in: ITPOF, CA-PMM, PMBOK and SDLC Develop and institutionalize an Oversight Program Charter  Obtain approval  Identify roles & responsibilities  In-scope & out-of-scope  Risk, assumptions, & constraints

Developing the Oversight Framework (cont’d) Framework GoalFramework Objectives Implement a standard model for project oversight  Develop standards, policies and procedures for the oversight of project management processes.  Develop a standard Statement Of Work (SOW) for low, medium and high projects across basic categories  Develop risk assessment and risk control processes for risks identified by project oversight

Developing the Oversight Framework (cont’d) Framework GoalFramework Objectives Training & Education Road Maps to build Competency and Skills  Identify internal & external training programs for building core competency areas.  Develop policies and checklists, FAQs and Guidelines

QA & QC  Develop and implement quality assurance processes oEstablish criteria for evaluation of project management process assessments based on ITPOF, PMI and CA-PMM standards for compliance to standards and best practices oImplement training for all internal oversight staff in the core competency areas (cost, schedule, risk, quality and change management)

Develop Oversight Policies and Procedures 1. Tool and methodology independence.

Develop Oversight Policies and Procedures 1. Tool and methodology independence. 2. Active Communication with the Project Team.

Develop Oversight Policies and Procedures 1. Tool and methodology independence. 2. Active Communication with the Project Team. 3. Be a Solution Seeker, not just a Problem Identifier.

Develop Oversight Policies and Procedures 1. Tool and methodology independence. 2. Active Communication with the Project Team. 3. Be a Solution Seeker, not just a Problem Identifier. 4. Escalate Risks and Issues Accordingly.

Develop Oversight Policies and Procedures 1. Tool and methodology independence. 2. Active Communication with the Project Team. 3. Be a Solution Seeker, not just a Problem Identifier. 4. Escalate Risks and Issues Accordingly. 5. Rely on Project Plans for Guidance.

Develop Oversight Policies and Procedures 1. Tool and methodology independence. 2. Active Communication with the Project Team. 3. Be a Solution Seeker, not just a Problem Identifier. 4. Escalate Risks and Issues Accordingly. 5. Rely on Project Plans for Guidance. 6. Parallel Reviews with Business Teams.

Develop Oversight Policies and Procedures 1. Tool and methodology independence. 2. Active Communication with the Project Team. 3. Be a Solution Seeker, not just a Problem Identifier. 4. Escalate Risks and Issues Accordingly. 5. Rely on Project Plans for Guidance. 6. Parallel Reviews with Business Teams. 7. Prioritize Anomalies and Deficiencies.

Develop Oversight Policies and Procedures 1. Tool and methodology independence. 2. Active Communication with the Project Team. 3. Be a Solution Seeker, not just a Problem Identifier. 4. Escalate Risks and Issues Accordingly. 5. Rely on Project Plans for Guidance. 6. Parallel Reviews with Business Teams. 7. Prioritize Anomalies and Deficiencies. 8. Assess Compliance against a Reasonable Bar.

Anticipated Q & A  How do we maintain my independence?

Anticipated Q & A  What if the department / sponsor, etc. refuses to let me to write risks for the project?

Oversight Maturity Model Dottery Three “E” Model

Quick Wins  Determine Organization’s Immediate Needs  Evaluate As-Is State  Evaluate Current Staff Competencies  Interview Other Oversight Entities  Document Existing Processes and Develop new Procedures  Leverage External / Internal PM Skills