Www.vita.virginia.gov Commonwealth Project Management: CPGAT Pat Reynolds Project Management...

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Commonwealth Project Management: CPGAT

Pat ReynoldsProject Management Division

www.vita.virginia.gov 1

D R A F T


Concepts to know• CPGAT “fine tunes” (not too much or too little) project:

– Governance & Oversight– Documentation requirements– Approval levels

• Based on four levels - - NOT two: (major, non-major)

• “Major IT Project” is simply a label for ITIM/ITSP purposes.

• May reduce the ‘paperwork burden’ of many projects– Remember that “it’s not about the paperwork”!...– Documentation is merely evidence that the agency and PM

went through the mental process of initiating, planning, executing & controlling and closing out the project.


CPGA Categories

Risk High Medium LowComplexity High

Medium Low High

Medium Low High

Medium Low

Category 1 2 3 4


CPGA Changes to ProSight (CTP)No more:• Major and Non-major projects

– Governance & Oversight is applied in accordance with the CPGA Risk/Complexity Category

• ITIB– Secretary of Technology is the highest approval authority

• Pre-Select Investment Analysis– Replaced by CPGA Pre-Select Risk/Complexity Assessment

• Project Analysis Worksheet (PAW)– Previously was optional– Under CPGA, the Business Case & Alternatives Analysis (BCAA)

incorporates much of the information and analysis previously found in the PAW


CPGA Changes to ProSight (CTP)No more:• Project Proposal

– Under CPGA, the Project Charter and the Business Case & Alternatives Analysis (BCAA) incorporate much of the information and analysis previously found in the Project Proposal

• Excel-Macro Cost-Benefit Analysis worksheet– Now CBA is an integrated form in ProSight

• Preliminary Risk Assessment– Replaced by CPGA Planning Risk/Complexity Assessment

• Project Complexity– Replaced by CPGA Project Initiation Approval Risk/Complexity Assessment and

CPGA Category Matrix

• User Acceptance Report – The UA Report is now incorporated into the Closeout Report


CPGA Changes to ProSight (CTP)New ProSight Forms:

• CPGA Pre-Select Risk/Complexity Assessment• CPGA Project Initiation Approval Risk/Complexity Assessment• CPGA Planning Risk/Complexity Assessment• CPGA Event-Driven Risk/Complexity Assessment• Business Case & Alternatives Analysis (BCAA)• Cost-Benefit Analysis• Organizational Change Management Plan (upload, Ph. 2)• Closeout Report (updated, incl. O&M cost planning)


CPGA Changes to ProSight (CTP)New ProSight Procedures:• Every new project > $250,000 requires more robust justification

through the use of Business Case & Alternatives Analysis and Cost-Benefit Analysis.– Capture costs of current process– Compare alternative solutions, including ‘do nothing’– Justify the selected alternative

• Incorporate Risk/Complexity Assessment discussions/activities: – Initial– Periodic– Cumulative– Changeable


CPGA Changes to ProSight (CTP)New ProSight Procedures:

• Refer to CPGA Risk/Complexity Category for:– Documentation requirements– Approval levels– IV&V requirements– Status reporting requirements– Oversight committee requirements– Scope, schedule, budget accuracy thresholds– Post-Implementation Review requirements

Pre-Select Select Control Evaluate

ITIM Lifecycle

Agency

Strategic

Plan

New Product or

Service

Project Business Alignment Biennium Funding

Project Business Alignment Biennium Funding

Project Business Alignment

Project Business Alignment

Pre-Select & Select

IBC – Investment Business

Case Approval

PMD Project**

Evaluation

PMD Project**

Evaluation

ITIM verifies

Agcy has Certified Strategic

Plan

ITIM verifies

Agcy has Certified Strategic

Plan

ITIM drafts decision

package to CIO

ITIM drafts decision

package to CIO

IPP – Identified

for Preliminary Planning***

CPGAPre-Select

R/C* Assessment

CPGAPre-Select

R/C* Assessment

Investment Business

Case

Investment Business

Case

Signed by: - AITR - Agcy Hd.

Agency contacts

ITIM Office

NOTE: As part of the RTIP cycle, projects approved in the RTIP report = IPP or IBC approval.

PMD Recom-

mendation & Approval

– Strat. Planning

PMD Recom-

mendation & Approval

– Strat. Planning

** Projects are evaluated with consideration to:PMD: Strategic Plan, Business Case, Funding, RiskEnt. Arch: Technical Feasibility, Re-UseEnt. Appl: Collaboration, EADSupply Chain: APR, RFP, Statewide Contract

Determines CPGA

Category

Red shading = new or revised form.

Agency

Strategic

Plan

Business Need

*** Proposed Project statuses:

IPP: CIO recognizes the business need; needs further analysis before IBC

IBC: CIO authorizes agency to spend funds on developing a project Charter

Note: Both IPP and IBC proposed projects are included in the Agency IT Strategic Plan

- or -

* R/C: Risk & Complexity


Pre-Select & Select: Differences by CPGAT Category

Category > > > > 1 2 3 4Project Business

AlignmentRequired Required Required Required

Project Business Alignment Biennium

FundingRequired Required Required Required

CPGA Pre-Select R/C Assessment

Required Required Required Required

Investment Business Case


Investment Business Case Approval Level

AITR > AgcyHd > PMD > CIO




PMD Project Evaluation Required Required Required RequiredPMD Project Evaluation

Passing Score70 70 70 49

PMD Recommendation & Approval – Strategic

PlanningRequired Required Required Required

DetailedPlanning

Control


Case Approval

Project Initiation

Approval*

Control Project

Detailed Planning Approval

Initiate Execute & Control Closeout

Closeout Report

Deliver Product or

Service

Status Report

**NOTE: Contract may only be signed AFTER Project Initiation Approval.

Procurement

Procure-ment as needed:

- APR

- RFP

- - Contract*

**NOTE: Projects are designated “active” upon Project Initiation Approval.

Project Analysis

Worksheet (optional)

Project Analysis

Worksheet (optional)

1 Preliminary Risk

Assess-ment

Preliminary Risk

Assess-ment

2

PMD Balanced Scorecard


PMD Decision

Brief

PMD Decision

Brief

Control: Initiate

APP – Approved

for Planning

Approved for Development

PMD calls for SOC*

review

PMD drafts

decision package for CIO

CIO Develop-

ment Approval

letter

CIO Develop-

ment Approval

letter

ITIB 5-day review**

CIO recommendation**

**CIO recommendation and ITIB review/approval for Major IT projects only

NOTE: Initiation steps are required for both Major and NON-Major projects except where noted.

*Secretariat Oversight Committee (SOC) review/recommendation for Major IT projects only

SOC recommendation*

Cost & Benefit

Analysis

Cost & Benefit

Analysis

3

Project Manager Qualifi-cation

(optional)


(optional)

4

Project Proposal

Project Proposal

5

Project Charter

Project Charter

6

Signed by: - Proj. Mgr. - Bus. Sponsr. - Agcy Hd

Signed by: - CIOSigned by: - CIO

Signed by: - Deputy Secretary*

Procurement


- APR

- RFP

- Contract*

**

***APR, RFP and Contract require CIO approval. Contract may only be signed AFTER

Development Approval.

CPGA Project

Initiation R/C

Assessment

CPGA Project

Initiation R/C

Assessment

5

B C A A *B C A A *

1



PMD Decision

Brief

PMD Decision

Brief

Control: Initiate


Case Approval

Project Initiation Approval

PMD calls for SOC**

review

CIO Project

Initiation Approval

letter

CIO Project

Initiation Approval

letter

NOTE: CPGAT assessment determines documentation and approval level requirements.

SOC recommendation**

Cost & Benefit

Analysis

Cost & Benefit

Analysis

2


(optional)


(optional)

3

***APR, RFP and Contract require CIO approval. Contract may only be signed AFTER Project

Initiation Approval.

* BCAA = Business Case & Alternatives Analysis

Procurement


- APR

- RFP

- Contract*

**

** SOC = Secretariat Oversight Committee approval as necessary

Re-determines CPGA

Category

Org. ChartOrg. Chart

4.a

Project Charter

Project Charter

4

Procuremt. Plan

Procuremt. Plan

6

Project Initiation

Transition Checklist

Project Initiation


7


Initiation: Differences by CPGAT Category

Category > > > > 1 2 3 4Business Case &

Alternatives Analysis (BCAA)


Cost/ Benefit AnalysisRequired Required Required

Summarize in BCAA & Charter

Project Manager Qualification Form

Optional Optional Optional Optional

Project Manager Qualification

Major IT Projects

Major IT Projects

Major IT Projects

Non-major IT Projects

Full-time Project Manager?

Shall, or by exception



Full-time not required

Procurement Plan As Needed As Needed As Needed As Needed


Initiation: Differences by CPGAT Category (Cont’d.)

Category > > > > 1 2 3 4

CPGA Project Initiation Approval Risk /

Complexity Assessment


Charter, with Project Org. Chart


Internal Agency Oversight Committee

(IAOC)?

Required, with PMD

Required, with PMD

Required, with PMD

None; Agcy PM Team only

Balanced Scorecard

Required; Delphi

Required; Delphi

Required; Delphi

No; use Transition Checklist

Project Initiation Transition Checklist

Optional Optional Optional Required

Project Initiation Approval Level

Sponsor > AgcyHd > SOC > PMD > CIO >

SoTech

Sponsor > AgcyHd > SOC > PMD > CIO

Sponsor > AgcyHd > SOC > PMD > CIO

Sponsor > AgcyHd


CPGA Changes to ProSight (CTP)Focus On: Business Case & Alternatives Analysis (BCAA)• Describe the Business Problem• Project Scope, Objectives, Constraints, Business Alignment• Describe 3 different solution alternatives:

– Solution description, Project description, Intangible benefits– Business Process Impact, Technical Feasibility, Maturity of Solution– Estimate Resources: Funding, Project Team, Facilities, Equipment, etc.– Constraints, CBA summary, ROI analysis

• Solution comparison:– Decision Criteria and scores, CBA Comparison, Chosen solution– Recommended Solution Justification

• Project Sponsor Approval


CPGA Changes to ProSight (CTP)• Focus On: Cost-Benefit Analysis (CBA)• Current Operational Expenditures

– Internal Staff Labor (# of people)– Expenditures: Staff costs, Services, Software, Facilities, etc.

• Solution 0 (As-Is): Impact of maintaining the current business process to meet the new problem/opportunity.– Ongoing People, Other costs – Tangible benefits and Revenue

• Solution 1 - 3: Impact of conducting a various projects to meet the new problem/opportunity.– Project Costs– Ongoing People, Other costs – Tangible benefits and Revenue

• Summary & Comparison

Proj. Scope &

Bus. Objective Wksht.

Proj. Scope &


2

Control: Plan

BOLD indicates REQUIRED form;

Complete other forms based on Project Complexity Model

Approved for Development

NOTE: For NON-Major projects, planning steps described are not required, but recommended.

Project Complex-

ityModel

Project Complex-

ityModel

1

Work Breakdown Structure


3

Org. Work Breakdown Structure

Org. Work Breakdown Structure

4

Activity Definition & Sequence.

Wksht.


Wksht.

5

Resource Plan

Resource Plan

6Project

Schedule

Project Schedule

7Risk Mgmt. Plan

Risk Mgmt. Plan

8

Quality Mgmt. &

IV&V Plan

Quality Mgmt. &

IV&V Plan

11

Project Plan

Summary

Project Plan

Summary

15

Change & Config.

Plan

Change & Config.

Plan

12

Procuremt. Plan

Procuremt. Plan

9

Communi-cation Plan

Communi-cation Plan

10

Perform-ance Plan

Perform-ance Plan

13

Project Plan Approval

Project Oversight

Plan

Project Oversight

Plan

Budget Plan

Budget Plan

14Signed by:PMD (on behalf of CIO)

Signed by: - Bus. Sponsor or - Agcy Hd.

FIRST required IV&V *

* First IV&V required at completion of the detailed project plan and before execution begins.

Proj. Planning Transition Checklist

Proj. Planning Transition Checklist

16

Proj. Scope &


Proj. Scope &


1

Control: Detailed Planning

Project Initiation Approval

Work Breakdown Structure (upload)

Work Breakdown Structure (upload)

2

Org. Work Breakdown Structure (upload)

Org. Work Breakdown Structure (upload)

3


Wksht. (upload)


Wksht. (upload)

4

Resource Plan

Resource Plan

5Project

Schedule

Project Schedule

6

RiskMgmt. Plan

RiskMgmt. Plan

7

Project Plan

Summary

Project Plan

Summary

15

Communi-cation Plan

Communi-cation Plan

8

Quality Mgmt. &

IV&V Plan

Quality Mgmt. &

IV&V Plan

9


Project Oversight

Plan

Project Oversight

Plan

Signed by:PMD (on behalf of CIO)

CPGA Planning

R/C Assessment

CPGA Planning

R/C Assessment

14

Change & Config.

Plan

Change & Config.

Plan

10

Budget Plan

Budget Plan

13

Org. Change

Mgt. Plan (upload)

Org. Change

Mgt. Plan (upload)

11

Perform-ance Plan

Perform-ance Plan

12

Re-determines CPGA

Category

Signed by: - Project Sponsor (IAOC) - Agcy Hd.


Detailed Planning: Differences by CPGAT Category

Category > > > > 1 2 3 4Project Scope &

Business Objective Worksheet



Required Required Required Optional

Organization Work Breakdown Structure

Required Required Optional Optional

Activity Definition & Sequencing Worksheet

Required Optional Optional Optional

Resource Plan Required Required Optional OptionalProject Schedule Required Required Required Required

Risk Management Plan(incl. biennium risk

costs)Required Required Required Optional

Communication Plan Required Required Required Optional


Detailed Planning: Differences by CPGAT Category (Cont’d.)

Category > > > > 1 2 3 4Quality Management &

IV&V PlanRequired Required Required Optional

Change & Configuration Management Plan


Organizational Change Management Plan


Performance Plan Required Required Required OptionalBudget Plan Required Required Required Required

Project Plan (Summary) Required Required Required Required

CPGA Planning Risk / Complexity Assessment



Detailed Planning: Differences by CPGAT Category (Cont’d.)

Category > > > > 1 2 3 4Appointment of a Risk

Manager (other than the Project Manager)

Strongly Recommended

Strongly Recommended

PMD reviews and approves the Detailed

Project Plan on behalf of the CIO.

Required Required Required

Detailed Planning Approval - up to 10%

additional chartered scope, schedule, budget;

approved by -

IAOC > Sponsor > AgcyHd. >

PMD


PMD


PMDSponsor (20%)

Change Control Request required for

scope, schedule, budget baseline -

> 10% > 10% > 10% > 20%

Project Oversight Plan Required Required Required RequiredProject Planning

Transition ChecklistOptional Optional Optional Optional

PMD Decision

Brief(>10%)

PMD Decision

Brief(>10%)

Issue Mgmt.*

Issue Mgmt.*

User Acceptance

Report*

User Acceptance

Report*

Control: Execute & Control

Signed by: - User Rep. - Proj. Mgr. - Bus. Sponsor - Agcy Hd.

Project Plan Approval

Control Project (Scope

Cost Schedule)

Rebaseline** Deliver Product or

Service

Status Reports

(monthly after

Development Approval)

Status Reports

(monthly after

Development Approval)

Status Report

Change Control Request


> 10%Signed by: - Proj. Mgr. - Bus. Sponsor (IAOC) - SOC (Major Proj. Only)

- CIO< 10%Signed by: - Proj. Mgr. - Bus. Sponsor (IAOC)

**Rebaseline if necessary.

NOTE: For NON-Major projects, execute & control steps described are not required, but recommended.

Additionally, NON-Major projects must submit a Change Control Request when scope, schedule or budget exceeds 20%.

*If required per Project Complexity Model.

PERIODIC IV&V *

CPGA Event-Driven

R/C Assessment

CPGA Event-Driven

R/C Assessment

PMD Decision

Brief

PMD Decision

Brief

Issue Mgmt.

Issue Mgmt.

Control: Execute & Control


Control Project (Scope,

Cost, Schedule)

Rebaseline* Deliver Product or

ServiceStatus Report

Status Report

Status Report



*Rebaseline if necessary.

PERIODIC IV&V

Independent Agency

Oversight Committee Meetings



Proj. Exec. & Cntrl.




Re-determines CPGA

CategorySigned by: - Proj. Mgr. - Sponsor (IAOC) - SOC - CIO

Event-Driven IV&V


Execute & Control: Differences by CPGAT Category

Category > > > > 1 2 3 4

IAOC Project meetingsMonthly, incl.

PMDMonthly, incl.

PMDQuarterly, incl.

PMDNone;

Agcy PM Team

In-progress IV&V, scheduled to coincide with the completion of

each project phase

1 IV&V in first 6 mo.; then

annual IV&V if project > 12 mo.

duration



duration



duration

None

Issue LogMonthly upload Monthly upload

Upload w/ Status Report

Upload w/ Status Report

Status ReportMonthly Monthly

Start, and Quarterly

Start, and each January and

July

Status Report Assessment / Input /

Review / Approval

PM > AgcyHd > SOC > PMD >

CIO (Qtrly: SoTech)


CIO (Qtrly: SoTech)


CIO (Qtrly: SoTech)


CIO (Qtrly: SoTech)

Change Control Request cumulative threshold; (baseline

changes approved by IAOC & Sponsor only)

10% 10% 10% 20%


Execute & Control: Differences by CPGAT Category (Cont’d.)

Category > > > > 1 2 3 4Change Control

Request required for scope, schedule, budget baseline -

> 10% > 10% > 10% > 20%

Review/Approval of Baseline change above

threshold

IAOC > SOC > CIO

IAOC > SOC > CIO

IAOC > SOC > CIO

Sponsor > AgcyHd

Balanced Scorecard for Change Control

RequestRequired Required Required

IV&V Review due to Baseline change request

above thresholdRequired Required Required Optional

CPGA Event-Driven (ED) Risk / Complexity

Assessment above threshold


Project Execution & Control Transition

ChecklistOptional Optional Optional Optional

Control: Closeout

Product or Service

DeliveredCloseout Report





Closeout Report

Closeout Report

Category > > > > 1 2 3 4System Operation &

Maintenance documentation (budget, staffing, technology and

operational)

Required; IAOC, Sponsor & PMD

review


review


review


review

Project Closeout ReportRequired Required Required Required

Project Closeout Transition Checklist

Optional Optional Optional Optional

Review/Approval of Closeout Report

IAOC > Sponsor > AgcyHd >

PMD > CIO > SoTech

IAOC > Sponsor > AgcyHd > PMD > CIO

IAOC > Sponsor > AgcyHd > PMD > CIO

PM > Sponsor > AgcyHd > PMD

> CIO

Closeout IV&V

Evaluate

PIR - Post Implementation

Review

Category > > > > 1 2 3 4Post Implementation

ReviewRequired Required Required Required

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