Project Management Life Cycle (PMLC) Section 2
Office of the Senior Associate Vice President for Finance
Outline Project Management Life Cycle
PMLC Review Phases In Depth Monitoring & Controlling
Planning Analysis, Design & Development Testing & Readiness Post Go Live Closing
Wrap Up Office of the Senior Associate Vice President for Finance
Page 2
Process Comparison Project Management Life Cycle
Initiating
Planning
Executing
Closing
GO LIVE!
Idea
Proposal
Request
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing
Chartered Project
Monitoring & Controlling
Office of the Senior Associate Vice President for Finance
Page 3
Planning Project Management Life Cycle Planning
Planning
• Develop schedule, plans and requirements for implementation
Office of the Senior Associate Vice President for Finance
• Acquire resources and engage the project team Page 4
Monitoring & Controlling Project Management Life Cycle Monitoring & Controlling
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
• Schedule / Resource Management
• Risk Management
• Change Management
• Stakeholder Management
Closing
Office of the Senior Associate Vice President for Finance
Page 5
Executing Project Management Life Cycle Executing
Analysis, Design & Development
Testing & Readiness
• Transform business requirements into actionable items
• Validate the solution against the business requirements
• Design and develop the planned solution
• Verify deployment readiness
Post Go Live
• Verify solution deployment per plan • Prepare to transition project to operational organization
Office of the Senior Associate Vice President for Finance
Page 6
Closing Project Management Life Cycle Closing
Closing
• Receive approval to close the project • Transition project items to the operational owner Office of the Senior Associate Vice President for Finance
• Perform Lessons Learned
Page 7
Planning Phase - Process Project Management Life Cycle
Input Activities Gate Review
Baseline Business Requirements Acquire Project Team Create Project Definition Document
Authorize to begin Development?
Yes
Develop WBS - Schedule Develop Communications Plan
No
Obtain Signed Contract(s)
Close or delay the project, Complete open planning items
Project Manager Receives Charter
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Plan Gate
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 8
Planning Phase - Activities Project Management Life Cycle
Activities Baseline Business Requirements Acquire Project Team Create Project Definition Document Develop WBS - Schedule Develop Communications Plan
Document the “what” of the idea at an actionable level
Obtain Signed Contract(s)
If not baselined by Proposal Gate, must be by Planning Gate Review. Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 9
Planning Phase - Activities Project Management Life Cycle Contact managers of resources committed by charter Activities
Establish expectations of resource usage
Baseline Business Requirements Acquire Project Team
Conduct a kickoff meeting
Create Project Definition Document
Present the project, including timelines
Develop WBS - Schedule
Introduce members, roles & expectations
Develop Communications Plan
Establish meeting frequency
Obtain Signed Contract(s)
Begin communications planning Receive feedback on project
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 10
Planning Phase - Activities Project Management Life Cycle Scope Management Time Management
Activities Baseline Business Requirements
Cost Management Quality Management
Acquire Project Team Create Project Definition Document
HR Management
Develop WBS - Schedule
Communications Mgt
Develop Communications Plan
Risk Management
Obtain Signed Contract(s)
Procurement Mgt Project Integration
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 11
Planning Phase - Activities Project Management Life Cycle
Activities Baseline Business Requirements Acquire Project Team Create Project Definition Document Develop WBS - Schedule Develop Communications Plan Obtain Signed Contract(s)
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 12
RASI Matrix Project Management Life Cycle
Activities Baseline Business Requirements Acquire Project Team Create Project Definition Document Develop WBS - Schedule Develop Communications Plan Obtain Signed Contract(s)
Office of the Senior Associate Vice President for Finance
Page 13
Planning Phase - Activities Project Management Life Cycle Work Breakdown Structure (WBS) Activities
“Software Implementation Project”
Baseline Business Requirements Acquire Project Team
Stakeholder Communications WBS1
Create Project Definition Document
Website Development WBS2
Develop WBS - Schedule Develop Communications Plan Obtain Signed Contract(s)
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Postcards / Mailings WBS 1.2
Email WBS1.3
Meetings / Seminars WBS 1.4
Initial announcement email WBS 1.3.1
First reminder email WBS1.3.2
Last reminder email WBS 1.3.3
Analysis, Design & Development
Testing & Readiness
Post Go Live
Graphics Design WBS2.1
Closing Page 14
Planning Phase - Activities Project Management Life Cycle
Activities Baseline Business Requirements Acquire Project Team Create Project Definition Document Develop WBS - Schedule Develop Communications Plan Obtain Signed Contract(s)
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 15
Communications Planning Project Management Life Cycle
Activities Baseline Business Requirements
The written strategy for getting the right information to the right project stakeholders at the right time.
Acquire Project Team Create Project Definition Document
OR
Develop WBS - Schedule Develop Communications Plan Obtain Signed Contract(s)
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Who needs to know what, when and how at what level of detail and informed by whom.
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 16
Communications Planning Project Management Life Cycle Develop plan to actively communicate with stakeholders “Internal” to the project Project team meetings Project team status reports & meeting minutes Action Item registers
“External” to the project Letters to stakeholders Blast emails & news Formal and informal stakeholder meetings
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 17
Communications Planning Project Management Life Cycle Vertical & Horizontal Top-down & Bottom-up Targeted & Tailored Written & Oral Concise Timely With Reminders Proper Perspective & Tone Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 18
Communications Planning Project Management Life Cycle Matrix to organize and track progress Deliverable/Communication Description Audience Delivery Method Delivery Date/Timing/Deadline Frequency Approval/Reviewer Responsible Party/Owner
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 19
Planning Phase - Activities Project Management Life Cycle
Activities Baseline Business Requirements Acquire Project Team Create Project Definition Document Develop WBS - Schedule Develop Communications Plan Obtain Signed Contract(s)
Engage OGC in contracts approval process Monitor to ensure GW Executive signature Confirm all necessary parties have signed
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 20
Planning Phase – Gate Review Project Management Life Cycle If Planning Approved: Decision to proceed to the Analysis, Design & Development Phase Activities Baseline Business Requirements Acquire Project Team Create Project Definition Document
Resources can begin the planned work Determination of artifacts required, participants required and/or action items for next phase Meeting minutes with decisions made Gate Review Approval Document
Develop WBS - Schedule Develop Communications Plan Obtain Signed Contract(s)
If Planning Rejected: If project cancelled, proceed to Closing Phase Address planning issues and re-review Meeting minutes with decisions made Plan Gate
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 21
Project Monitoring & Controlling Project Management Life Cycle Schedule / Resource Management
Change Management
• Monitoring activities & variation from dates
• Documenting & facilitating change requests
• Adding and updating action items • Document Management
• Guarding scope through disciplined change management
Stakeholder Management
Risk Management
• Status Reporting
• Risk register
• Communications
Triple Constraints
• Status reporting
Monitoring & Controlling
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 22
Change Management FAQs Project Management Life Cycle What change requests will go through process? - Schedule - Anything impacting committed deliverable dates.
Triple Constraints
- Costs - Anything increasing resources required. - Scope/Quality - Any requested change in the requirements.
Who approves changes? - The project owner can approve a change, if impact not significant. - The Change Review Board has ultimate authority. - In PMLC, the Gate Reviewers could be the Change Reviewers.
Where is this documented? - The plan, including the Change Reviewers, can be documented in PDD or separate Change Management Plan. - Change requests should be documented in a running log. Monitoring & Controlling
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 23
Analysis, Design & Development Phase - Process Project Management Life Cycle
Input Activities Gate Review
Create Test Plan & Procedures Create Deployment Plan Complete System and / or Process Development Complete Requirements Traceability Matrix
Authorize to begin Testing?
Develop Service Level Agreement
Yes
No
Update Project Schedule
Close or delay the project, Complete open development items
Project Manager Dev Gate
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 24
Analysis, Design & Development Phase - Activities Project Management Life Cycle
Test Plan - Describes methodology and coordination of testing
Activities Create Test Plan & Procedures Create Deployment Plan Complete System and / or Process Development
Test Procedures - Describe the test scenarios and test cases to be executed as part of testing
Complete Requirements Traceability Matrix Develop Service Level Agreement Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 25
Analysis, Design & Development Phase - Activities Project Management Life Cycle Test Plan Activities
System / Process Testing Methodology
Create Test Plan & Procedures
-
Test the integration of the development
-
Ensure development against Functional Specifications
Create Deployment Plan Complete System and / or Process Development
User Acceptance Testing Methodology
Complete Requirements Traceability Matrix Develop Service Level Agreement Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
-
Engages the users in testing the solution
-
Ensure development against Business Requirements
Regression Testing Methodology
Planning
-
Re-tests the solution after fixing
-
Ensure nothing else was broken through fixing Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 26
Analysis, Design & Development Phase - Activities Project Management Life Cycle Test Procedures / Cases
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 27
Analysis, Design & Development Phase - Activities Project Management Life Cycle
Overall plan to deliver solution Activities Create Test Plan & Procedures
Cutover plan
Create Deployment Plan
Back out plan
Complete System and / or Process Development
Site preparation
Complete Requirements Traceability Matrix
Office of the Senior Associate Vice President for Finance
Develop Service Level Agreement
Transition support
Update Project Schedule
Training
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 28
Analysis, Design & Development Phase - Activities Project Management Life Cycle
Activities Create Test Plan & Procedures Create Deployment Plan Complete System and / or Process Development Complete Requirements Traceability Matrix Develop Service Level Agreement Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 29
Analysis, Design & Development Phase - Activities Project Management Life Cycle
Activities Create Test Plan & Procedures Create Deployment Plan Complete System and / or Process Development Complete Requirements Traceability Matrix Develop Service Level Agreement Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 30
Analysis, Design & Development Phase - Activities Project Management Life Cycle Business Requirements
Functional Specification
Test Cases
BR3.1 – Adjustable slots capable of toasting both bread and bagels
Activities Create Test Plan & Procedures
TO
Create Deployment Plan
FS98.1.2 – Toaster slots expand between 1” and 2”
Complete System and / or Process Development Complete Requirements Traceability Matrix
FS98.2.5 – Tension mechanism will hold toaster slots together in order to secure contents during toasting
Develop Service Level Agreement
TO
Update Project Schedule
TC131.9 - Placing toast & bagel into toaster slots. Verify slot size & tension
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 31
Analysis, Design & Development Phase - Activities Project Management Life Cycle
Office of the Senior Associate Vice President for Finance
Idea
Proposal
1 Business Requirement Becomes 2 Functional Requirements Becomes Analysis, 5 Test CasesTesting & Planning Design & Development
Readiness
Post Go Live
Closing Page 32
Analysis, Design & Development Phase - Activities Project Management Life Cycle
Describes agreements between “customer” and “provider”
Activities Create Test Plan & Procedures Create Deployment Plan
General support agreement
Complete System and / or Process Development
Hardware support agreements
Complete Requirements Traceability Matrix
Hardware performance agreement
Develop Service Level Agreement Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Disaster recovery agreement
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 33
Analysis, Design & Development Phase – Gate Review Project Management Life Cycle If Development Approved: Activities
Decision to proceed to the Testing & Readiness Phase
Create Test Plan & Procedures
Determination of artifacts required, participants required and/or action items for next phase
Create Deployment Plan
Meeting minutes with decisions made
Complete System and / or Process Development
Gate Review Approval Document
Complete Requirements Traceability Matrix Develop Service Level Agreement Update Project Schedule
If Development Rejected: If project cancelled, proceed to Closing Phase Address development issues and re-review Meeting minutes with decisions made Dev Gate
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 34
PMLC “Lite” Project Management Life Cycle
PMLC “Lite”
Idea
Proposal
Planning
Analysis, Design , Development, Testing & Readiness
Post Go Live
Closing
Can be iterative development & test
Office of the Senior Associate Vice President for Finance
~With Executive Sponsor Approval~ Page 35
Testing & Readiness Phase - Process Project Management Life Cycle
Input Gate Review
Activities Execute Test Plan & Procedures
GO LIVE?
Compile Test Results Track Issues to Resolution
Yes
Begin Execution of Deployment Plan Update Project Schedule
No
Project Manager GO LIVE
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Close or delay the project, Complete open issues Post Go Live
Closing Page 36
Testing & Readiness Phase - Process Project Management Life Cycle
Activities
Ensuring System Ready for Test
Execute Test Plan & Procedures
UAT Coordination
Compile Test Results
Facilitation / Monitoring of Testing Efforts
Track Issues to Resolution Begin Execution of Deployment Plan Update Project Schedule
Gathering of Testing Results
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 37
Testing & Readiness Phase - Process Project Management Life Cycle
Activities Execute Test Plan & Procedures Compile Test Results Track Issues to Resolution Begin Execution of Deployment Plan Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 38
Testing & Readiness Phase - Process Project Management Life Cycle
Activities Execute Test Plan & Procedures Compile Test Results Track Issues to Resolution Begin Execution of Deployment Plan Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 39
Testing & Readiness Phase - Process Project Management Life Cycle
Activities Execute Test Plan & Procedures Compile Test Results Track Issues to Resolution Begin Execution of Deployment Plan Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 40
Testing & Readiness Phase - Process Project Management Life Cycle Have essential support and user personnel been trained? Activities Execute Test Plan & Procedures
Is site / hardware / software ready for Go Live?
Compile Test Results Track Issues to Resolution Begin Execution of Deployment Plan Update Project Schedule
Have we communicated the pending changes to stakeholders? Do we have a cutover and back out plan?
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 41
Testing & Readiness Phase - Process Project Management Life Cycle
Activities Execute Test Plan & Procedures Compile Test Results Track Issues to Resolution Begin Execution of Deployment Plan Update Project Schedule
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 42
Testing & Readiness Phase – Gate Review Project Management Life Cycle If Testing & Readiness Approved: Decision to GO LIVE with solution. Activities
Determination of artifacts required, participants required and/or action items for next phase
Execute Test Plan & Procedures
Meeting minutes with decisions made
Compile Test Results
Gate Review Approval Document
Track Issues to Resolution Begin Execution of Deployment Plan
If Testing & Readiness Rejected:
Update Project Schedule
If project cancelled, proceed to Closing Phase Address open issues and re-review Meeting minutes with decisions made GO LIVE
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 43
Post Go Live Phase - Process Project Management Life Cycle
Input Gate Review
Activities Monitor Post Go Live Activity
Move to Close Project?
Complete Deployment Actions
Yes
Prepare Transition Plan No
Resolve open Issues
Project Manager
Post Gate
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 44
Post Go Live Phase - Process Project Management Life Cycle Provide support after system / process changes deployed Activities Monitor Post Go Live Activity
Document, track and monitor issues and resolutions Escalate as necessary
Complete Deployment Actions Prepare Transition Plan
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 45
Post Go Live Phase - Process Project Management Life Cycle
Complete user and administrator training Activities Monitor Post Go Live Activity Complete Deployment Actions
Ensure all user and administrator documentation is complete and accessible
Prepare Transition Plan
Close any issues remaining from Go Live
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 46
Post Go Live Phase - Process Project Management Life Cycle
Activities Monitor Post Go Live Activity Complete Deployment Actions Prepare Transition Plan
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 47
Post Go Live Phase – Gate Review Project Management Life Cycle
If Decision to Move to Closing Approved: Project Transition Plan approved, project moves to closing phase Activities Monitor Post Go Live Activity Complete Deployment Actions
Determination of artifacts required, participants required and/or action items for next phase Meeting minutes with decisions made
Prepare Transition Plan
If Decision to Move to Closing Rejected: Address deployment issues and re-review Meeting minutes with decisions made Post Gate
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 48
PMLC “Lite” Project Management Life Cycle
PMLC “Lite”
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live & Closing
Move to closing after Go Live.
Office of the Senior Associate Vice President for Finance
~With Executive Sponsor Approval~ Page 49
Closing Phase - Process Project Management Life Cycle
Input Gate Review
Activities System/Process Support Handed to Operations
Yes
Close Project?
Project Lessons Learned Project Financial Review Archive Project Artifacts
No
Resolve open Issues Project Manager Close Gate
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 50
Closing Phase - Process Project Management Life Cycle Transition process / system support to operation group Hand off open project issues
Activities System/Process Support Handed to Operations
Notify stakeholders of the transition
Project Lessons Learned Project Financial Review Archive Project Artifacts
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 51
Closing Phase - Process Project Management Life Cycle
Activities System/Process Support Handed to Operations Project Lessons Learned Project Financial Review
Facilitate Project Team & Stakeholder Meeting
Archive Project Artifacts
Document lessons learned by project phase Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 52
Closing Phase - Process Project Management Life Cycle
$
Activities System/Process Support Handed to Operations Project Lessons Learned Project Financial Review
Compare initial project budget with actual expenditures
Archive Project Artifacts
Assess benefits achieved Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 53
Closing Phase - Process Project Management Life Cycle Organize and file all project artifacts Communicate archiving location to stakeholders
Activities System/Process Support Handed to Operations Project Lessons Learned Project Financial Review Archive Project Artifacts
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 54
Closing Phase - Process Project Management Life Cycle
If Decision to Close Project Approved: Activities System/Process Support Handed to Operations
Close the project Meeting minutes with decisions made
Project Lessons Learned Project Financial Review
If Decision to Close Project Rejected:
Archive Project Artifacts
Address open issues and re-review Meeting minutes with decisions made
Close Gate
Office of the Senior Associate Vice President for Finance
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing Page 55
Project Closed Project Management Life Cycle
Idea
Proposal
Planning
Analysis, Design & Development
Testing & Readiness
Post Go Live
Closing
Office of the Senior Associate Vice President for Finance
Page 56
