PMO Toolkit Training Presentation Eva June2014 v2
PMO Toolkit Training Presentation Eva June2014 v2
PMO Toolkit Training Presentation Eva June2014 v2
Overview
DOM Administration Grand Round
June 17, 2014
Lori Siracusa
Senior ITS Project Manager
Boston Medical Center
Project Management Office (PMO)
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Key strategic and policy decisions approach, direction, priorities, rules, governance
Implementation, oversight and conflict resolution
Strategic level coordination among BMC entities
Committee Members: BMC Vice Presidents
o
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ITS Internal
Governance
Committee
ITS Director
Monthly Roadmap
Weekly Roadmap
End User
Workgroups
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Timeline:
Project defined start and end date
Exception Criteria:
Predictability
Vision of what lies ahead
Activities / Tasks
Activity durations
Confidence in deadlines
Complexity
Issues / Risks
Resources
Highly Predictable
Clear
Standard, documented
Known, low uncertainty
High
Managed
Known, seen before
Allocated/Available/Same group:team
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Timeline:
01.02.13
01.15.13
02.01.13
03.12.13
<Project Go - Live>
Costs:
PROJECT COSTS
1. Hardware
2. Software
3. Other
Totals
Year 1
$ 36,208
$ 479,095
$ 100,861
$ 616,164
Cumulative Total
$
$
$
$
Year 2
-
Year 3
$ $
$
$
-
Total
$ 36,208
$ 479,095
$ 100,861
$ 616,164
$ 616,164
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Challenges:
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Timeline:
12 - Oct
12 - Dec
02/21/13
03/21/13
<Project Go - Live>
Resources:
Name
Role
Group: Team
Level of Effort
Matthew Ellis
Team Lead
120
Andy Hagel
Web Team
416
Eva Koppera
Reporting Administrator
40
Costs:
Challenges:
Beta Sign-Off
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Request
Assessment
Planning
Implementation
Go Live
Closure
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Assessment
Careful examination of whether or not the project benefits the organization and can realistically be completed given
budget, timeline, resource constraints, etc
Planning
Detailed planning of time, cost, and resources to estimate the work needed and manage risk during project execution
Failure to adequately plan greatly reduces the project's chances of successfully accomplishing its goals
Implementation
Coordinating people and resources, as well as integrating and performing the activities of the project in accordance
with the project management plan
Deliverables are produced as outputs from the processes performed as defined in the project management plan and
other frameworks
Go-Live
Project is moved into production
Project Closure
Evaluation conducted to highlight project success and lessons learned
Transitioned to appropriate operations resources 2 weeks post go-live
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Projects vary in size and complexity, but can be mapped to this generic life cycle structure
Referenced when communicating to upper management or others less familiar with project details
High level view provides common frame of reference for comparing projects
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PMO Toolkit
Project Management Office Team has developed a standardized set of tools to assist
in the management of Initiatives/Projects
The toolkit is a guide to assist in the management of projects across all phases of the
project lifecycle
o The PMO Toolkit helps standardize how a projects scope, timeline, requirements and
strategies are documented
The tools build upon each other as the project moves from Request to Go Live
(Project Document Lifecycle)
o Some tools will be used throughout a projects lifecycle
Contact List
Sign In Sheet
Meeting Agenda
Meeting Minutes
Status Report
Resource Tracking
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Assessment
Planning
Implementation
Go Live
Project Closure
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Project Request
Initiation
Roadmap Abbreviated
Presentation
(Request to Assessment)
Project Request:
The ServiceNow PPM module is the mechanism used to Request an ITS project
Pertinent information is to be completed on the request form, for submittal to the ITS PMO
Initiation*:
This tool initiates the process of data gathering and refining the core project information
such as the problem statement, goal, known constraints and dependencies along with any
identified risks/concerns.
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree
with the content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
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Charter*:
Cornerstone of the project
Lays the groundwork for informed decisions and planning regarding project
direction, outcomes, and delivery
Managing expectations of all project stakeholders
Formal commitment between the Executive Sponsors, the Steering Committees, the Project
Manager and the Project Core team
Budget/Costs:
Record and track the project related capital and/or operational expenses
Forecast future operational costs
Assessment
Project Plan (Start)
Timeline (Start)
RAID or RACI (Start)
Functional Requirements (Start)
Communication Plan*:
Methods and processes for communicating the needs and issues surrounding the project
Composition and meeting structure for project related items are defined
Storage and distribution of project related documentation
Scope:*
Most critical document of any project
Scope of the project is documented and Scope Change Management is defined
Agreement between all the parties involved on what will and will not be addressed in the
solution of the Problem Statement
Assessment*:
First stage of developing project requirements
Define scope
Document assumptions
Identify risks
Document workflow
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree
with the content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
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(Scope Start)
Assessment
Project Plan (Start)
Timeline (Start)
RAID or RACI (Start)
Functional Requirements:
Detailed listing of the operational characteristics:
Workflow
Application
Roadmap Abbreviated
Presentation: (Assessment to
Planning)
Technical Requirements:
Non-functional requirements:
Technical designs
Technical specifications
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with the
content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
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Executive Summary*:
Report for Sr. Leadership and Governance, summarizing the following:
Overall Goal
Objectives
Proposed Solution
Scope
Risks/Concerns
Timing
Resources
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with the
content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
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Go Live Readiness*:
Highlights all items for Go-Live:
Staff to support Go Live
Environment for go-live
Note: Check off items and sections can be customized based on project deliverables.
Go Live Checklist*:
Itemized plan for the Go-Live event consisting of:
Pre Go-Live
Go-Live
Post Go-Live
Detailed tasks:
Responsible party
Dates, times, and duration
Task status
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and
agree with the content of the document
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
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Assessment
Planning
Implementation
Go Live
Project Request
Initiation
Charter (start) - large
projects only
Budget/Costs - Detail
(Start)
Scope (Start)
Assessment
Project Plan (Start)
Timeline (Start)
RAID or RACI (Start)
Functional Requirements
(Start)
Technical Requirements
(Start)
Communication Plan
(Complete)
Executive Summary
Executive Summary (Start) (Complete)
Scope Edits (Change Mgmt
Scope (Complete)
Required)
Recommendation or
Proposal
Project Plan (Refine)
Project Plan (Refine)
Timeline (Refine)
Timeline (Refine)
RAID or RACI (Refine)
RAID or RACI (Refine)
Testing Plan Strategy
Testing Plan Strategy
(Start)
(Complete)
Training Plan Strategy
Training Plan Strategy
(Start)
(Complete)
Functional Requirements
(Complete)
Technical Requirements
(Complete)
Go Live Readiness (Start)
Go Live Checklist (Start)
Roadmap Abbreviated
Presentation:
Request to Assessment
Roadmap Abbreviated
Presentation:
Assessment to Planning
No Additional
documents
introduced
Roadmap Abbreviated
Presentation:
Planning to
Implementation
Kick Off Presentation
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
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Lessons Learned*:
Review of the successes and short-comings in the project
Learn from and improve the project management process
Lessons Learned
Project Closure and Acceptance
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with the
content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
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Assessment
Planning
Implementation
Go Live
Project Closure
Project Request
Initiation
Charter (start) - large projects Charter (finish) - large
only
projects only
Budget/Costs - Detail
Budget/Costs - Detail (Start)
(Complete)
Communication Plan
Communication Plan (Start)
(Refine)
Assessment
Project Plan (Start)
Communication Plan
(Complete)
Executive Summary
Executive Summary (Start) (Complete)
Scope Edits (Change Mgmt
Scope (Complete)
Required)
Recommendation or
Proposal
Project Plan (Refine)
Project Plan (Refine)
Project Plan (Refine)
Timeline (Start)
Timeline (Refine)
Timeline (Refine)
Timeline (Refine)
Timeline (Complete)
Scope (Start)
Functional Requirements
(Start)
Technical Requirements
(Start)
Go Live Readiness
(Complete)
Go Live Checklist
(Complete)
Lessons Learned
Project Closure and
Acceptance
Roadmap Abbreviated
Presentation:
Planning to Implementation
Kick Off Presentation
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
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Scope
Timeline
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Utilize interpreter phone for interpreter and regular phone needs in bay areas
Implement separate paging system; provide paging quote; implement upon approval
SCM Assessment - leverage existing SCM documents; modifications will be required (functional spec)
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1/8/13
Assessment/Planning
2/27/13
Implementation
<Project Kick-Off>
<Project Go-Live>
Resources
Name
Silvia MacMurdo
Lisa Selig
Bill Scott
Kate Jones
Lucas Nyman
Thomas Lau
Geoff Fallon
Ethan Lew
Tim Donovan
Donna Whitmore
Bridget Wagner
Eva Koppera
Chris Hussey
Tom Maher
Lori Siracusa
Role
Lab
Downstream Systems
Web Design
Web Design
Application Analyst - EHR
Application Analyst - EHR
Functional Mngr - EHR
Technical Design
DBA
Interface Engineer
Data Warehouse
Data Warehouse
Hardware
Communications
Project Manager
Group: Team
App/Dev:Ancillaries
App/Dev:Business
App/Dev:Development
App/Dev:Development
App/Dev:EHR
App/Dev:EHR
App/Dev:EHR
App/Dev:EHR
App/Dev:Integration
App/Dev:Integration
CI:Data Warehouse Dev
CI:Reporting&Analytics
Field Services:
Infrastructure:
PMO:PMO
Level of Effort
6
3
10
50
80
10
20
40
5
5
1
32
20
25
60
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Total
$
$
$
34,418
$
$
$
$
$
5,625
41,875
81,918
OPERATING COSTS
PROJECT COSTS
1. Hardware
2. Software
3. Other
Non-IT:
IT:
Total
$
$
$
$
$
$
$
$
$
$
$
$
$
Total
34,418
47,500
81,918
Funding: Nursing
Funding: IT Operations
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7. Are all the documents in the PMO Document Lifecycle required for each phase?
No!
10. What is the most important project document in the PMO Document Lifecycle?
Scope!
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