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’ 11/27/2018

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 11/27/2018

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 11/27/2018

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 11/27/2018

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/3rd Parties Financial Summary Issue and Risk Management 11/27/2018

Project Overview Description of project Review of previous phases 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 11/27/2018

Customer Relationship Overview / Status Customer Expectations Critical Success Factors Communication Plans User training Roll out plan Risks and Associated Mitigation Strategy Quality Analysis 11/27/2018

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 11/27/2018

Delivery Solution - Technical Overview / Status Items to consider Architecture considerations Production Support Plan/Training Risks and Associated Mitigation Strategy Quality Analysis 11/27/2018

Project Management Processes Overview / Status Items to consider Tools and Procedures Scope Management Risks and Associated Mitigation Strategy Quality Analysis 11/27/2018

Work Plan Overview / Status Risks and Associated Mitigation Strategy Updated Project / Task Plan Estimated vs Actual Focus on deliverables Roadmap Dependency Chart Risks and Associated Mitigation Strategy Quality Analysis 11/27/2018

Requirements Validation Sample Roadmap Availability of deployment box caused a major delay with a cascading effect on downstream sequential tasks 11/03 12/03 1/04 2/04 3/04 4/04 5/04 6/04 8/04 10/04 Project Kickoff Today 4/19/04 Original Plan Actual = Delivery Will Move LEGEND Requirements Validation Deployment Box Ready Deployment Box Ready 1 Install Product Install Product Detailed Designs Detailed Designs Code and Unit Test Code and Unit Test System Test System Test Client Testing / UAT Client Testing / UAT DEPLOYMENT 11/27/2018

Sample Dependency Chart Business Requirements 9/30 12/10 Dev Server Build (box, 3rd party, etc) 2/19 Product Install 2/26 5/7 Test Server Build End Date Business Client IT IS&T Client IT Requirements Validation 11/10 3/12 Treatment Schedule Design 4/14 4/20 Strategy Design 4/16 Technical Design 4/30 6/1 Code and Unit Test End Date 5/31 Capacity Planning End Date 6/15 Production Server Build End Date IS&T Business IS&T IS&T IS&T IS&T 6/18 System Test End Date IS&T Client IT 11/11 IS&T Strategy Definition 10/24 Functional Training End Date 9/30 Production Support Plan End Date 10/24 Technical Training End Date Business IS&T Client IT IS&T 4/12 5/21 10/22 End Date Design Code and Unit Test End Date 6/18 System Test End Date Integrated Testing (End to End, Volume, and UAT) 10/24 Dress Rehearsal End Date LEGEND Client IT Client IT Client IT Client IT Client IT = DONE Target End Date Implementation Plan = ON TRACK Client IT = THREAT = JEOPARDY 7/2 Training Server Build End Date 7/31 Communication Plan End Date 7/31 End Date 10/25 End User Training End Date 10/31 DEPLOY End Date M&P, Org, Readiness Client IT IS&T Consultant Business/Sponsor Target Date End Date Task Owner Client IT Business Business Business Client IT 11/27/2018

Staffing Overview / Status Risks and Associated Mitigation Strategy Documented Roles and Responsibilities Includes staff and client assignments, allocations, and targeted roll off dates Risks and Associated Mitigation Strategy Quality Analysis 11/27/2018

Partners / 3rd Parties Overview / Status Items to Consider Consultant relationships Contractual Perception/Issues Risks and Associated Mitigation Strategy Quality Analysis 11/27/2018

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 11/27/2018

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 11/27/2018

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 11/27/2018

During Review Project Manager, or designee, should document all actions items/issues that surface during the review Action Items # Action Item Responsible Person Due Date Status 11/27/2018

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) 11/27/2018