IM/IT Capital Investment Branch of the OCIO IM/IT Capital

IM/IT Capital Investment Branch of the OCIO IM/IT Capital Project Management May 2015

The proposed project management tools are aligned with PMI’s PMBOK knowledge areas Project Charter Project Management Plan Master Plan (Gantt Chart) Resource Plan Organization Change Management Plan Communication Plan and Tracker Quality Management Plan Deliverable Log Personal and Confidential Management Plan Training Log Kick-off Meeting Template Project Status Report Issue Log Risk Log Deliverable Overview and Acceptance Form Change Request Log Action Item Log Decision Log Phase-end Review Report and Project Closure Report Stakeholder Procurement Risk Communications Human Resource Quality Cost Time Scope Project Management Tools Integration PMI’s PMBOK Knowledge Areas (management) IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management 2

Ministry, OCIO, DMCTT and TB have different roles and responsibilities across phases of the IM/IT investment lifecycle Phase Action / Decision Ensure project management activities are executed at the project and program levels Legend Ministry OCIO DMCTT TB R/A/C I I - R/A C I - Conduct periodic review of projects against risk criteria - R/A I - Conduct third-party review of projects R A I - Authorize phase-to-phase funding gates C R A I Review and approve change requests - R A I Provide accurate status reporting and highlight the areas of risk Project Monitoring and Reporting Organizations / Committees R Responsible Person who performs an activity or does the work A Accountable Person who is ultimately accountable and has decision making and veto power IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management C Consulted Person who needs to provide feedback and contribute to the activity I Informed Person who needs to know of the decision or action 3

A suite of project management tools and templates have been developed to provide a common baseline set of tools Project management tools have been identified for three generic project phases (Plan, Manage and Close) to enable alignment with multiple methodologies The list of tools are consistent with PMI’s PMBOK Methodology Recognizing projects vary, the recommended use of each tool has been based on the project’s complexity rating as either: M: Mandatory – the tool is required for the project A: Advised – the tool is advised for the project O: Optional – the tool is considered optional for the project While not all tools will be used for all projects (due to different complexity profiles), it is expected that PMs will consult the project sponsor and exercise their own professional Overview judgment to determine both: 1. 2. The applicability of each tool, and The level of detail required for each tool It is anticipated that the PM may choose to develop modified versions of the tools, that still meet the core requirements as outlined in this document, by creating either: a) Separate, standalone plans or logs for the largest, most complex projects or b) Combining logical documents for smaller, lower complexity projects (i.e. the Project Management Plan could contain the Risk, Resource, Communications, etc. Plans) The tools required specifically for the long term operations (maintenance) phase have not been explicitly developed; however, many of the tools can be adopted for this phase IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management 4

Sample project management templates and or checklists have been developed for Plan, Manage and Close phases of a project Project Charter Project Management Plan Master Plan Resource Plan Organizational Change Management Plan Project Status Report Issue Log Risk Log Deliverable Overview and Acceptance Form Personal & Confidential Information Plan Change Request Log Action Item Log Training Log Decision Log Communication Plan & Tracker Quality Management Plan Deliverable Log LOREM IPSUM it isKick-off Template This is dummy text not here toMeeting be read. This is dummy text it is not here to be read. This is dummy text it is not here to be read. This is dummy text it is not here to be read. This is dummy text it is not here to be read. IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management Project Management Tools & Templates Phase-end Review Report and Project Closure Report 5

Sample1 of project management tools developed for three phases of a project: Plan or initiate or plan; Manage or execute; Close Project Phases 1 2 Plan or Initiate 3 Manage or Execute 1 Project Charter 2 Project Management Plan 13 Issue Log 3 Master Plan (Gantt Chart) 14 Risk Log 4 Resource Plan 5 Organizational Change Management Plan 15 Deliverable Overview and Acceptance Form 16 Change Request Log 17 Action Item Log 18 Decision Log 6 Communication Plan and Tracker 7 Quality Management Plan 8 Deliverable Log 9 Personal and Confidential Information Management Plan 10 Training Log 11 Kick-off Meeting Template 12 Close Project Status Report 19 Phase-end Review Report and Project Closure Report 1 The tools presented here are the most common tools and templates. Depending on the scope of the project, additional project management tools might be required. Refer to your project’s governing project management methodology (i.e. PMI’s PMBOK) for additional guidance. IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management 6

Project management tools1 are scalable depending on the project’s complexity rating established through the Classification Framework Initiate or Plan Phase # Close Execute or Manage Project Complexity Rating Low Complexity Moderate Complexity High Complexity 1 Project Charter 2 Project Management Plan 3 Master Plan (Gantt Chart) 4 Resource Plan 5 Organization Change Management Plan 6 Communication Plan and Tracker 7 Quality Management Plan 8 - 10 Deliverable Log Personal and Confidential Management Plan Training Log - - 11 Kick-off Meeting Template - - 12 Project Status Report 13 Issue Log 14 16 Risk Log Deliverable Overview and Acceptance Form Change Request Log Can be combined into one document - 17 Action Item Log 18 Decision Log Can be combined into one document - 19 Phase-end Review Report and Project Closure Report - - 9 1 Tool Name 15 One document combined One document combined Can be part of the Project Management Plan - If applicable While not all tools will be used for all projects, the PM is responsible for determining, in consultation with the project sponsor and IM/IT Capitalthe Investment Branch ofand the OCIO – IM/IT Project Management OCIO, applicability detail levelCapital required for each tool 7

Project Charter and Project Management Plan are mandatory documents fundamental for defining the ‘what’ and ‘how’ Project Phase # 1 Tool Name Project Charter What is the tool? Why is the tool used? MAO? The Project Charter documents the vision, goals and expected benefits of the project, as well as the project approach, end-product scope, project schedule, constraints and dependencies, and other important information The Project Charter is the source for authorizing the project and documenting key aspects of the project at its inception Once it is approved by the stakeholders, the original charter will not change without agreement by all parties involved M Initiate or Plan The Project Charter identifies project leadership and initial stakeholders and provides the formal authorization for the project to proceed The Project Management Plan documents the resources and processes that will be used to execute the project 2 Project Management Plan The Project Management Plan documents the project organization, work plan approach, deliverable management and project controls, resource plan, project tools, communications, and stakeholder engagement plans M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management The Project Management Plan communicates how the project will be successfully delivered by the project team and should maintained throughout the life of the project M It is a living document and should be considered the primary source for information about the project A: Advised O: Optional 8

The Master Plan and Resource Plan are mandatory documents for the planning phase of IM/IT projects Project Phase # Tool Name What is the tool? Why is the tool used? The Master Plan represents the project’s schedule; typically in a Gantt Chart format 3 Master Plan This plan is developed at the same time as the Work Plan, which is the detailed schedule for the project or phase (commonly in Microsoft Project) Initiate or Plan It also serves as direct input into the project’s Resource Plan The Resource Plan Checklist provides the outline for a full Resource Plan, which provides the planning and management of human resource requirements 4 Resource Plan Checklist The Resource Plan confirms project team resource needs, identifies candidates and selects appropriate individuals to fill open project team roles It is updated ahead of each project phase, focusing on the project team needs and new resource needs for the next or upcoming phase M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management MAO? The Master Plan represents the high-level schedule for the project, including major activities and key milestones The Master Plan must be regularly maintained to be current and align with the project’s Work Plan Human resources are required to produce the project deliverables and complete the work, and this plan highlights how to identify resource needs and acquire the resources M M This plan is used to identify the quantity and type of resources (by skillset) required to deliver the project A: Advised O: Optional 9

Organizational Change Management Plan and Communication Plan are mandatory documents for the planning phase of IM/IT projects Project Phase # Organization Change Management Plan Initiate or Plan 5 Tool Name 6 Communication Plan Tracker What is the tool? Why is the tool used? The Organizational Change Management Plan is the plan to describe how the adoption and sustainability of the organizational change will be achieved The Communication Plan determines the overall communication approach and guides the development and execution of communication with different stakeholder groups across the project The Communication Plan Tracker is used to track communication activities M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management MAO? The Change Management Plan identifies the necessary activities to drive change in the organization, including stakeholder engagement, leadership alignment, communication, and training and knowledge transfer activities designed to address the needs of different stakeholder groups M The communication plan supports coordination and timely communication of key messages to stakeholders throughout the project The Communication Plan is developed based on the Change Management and Communication Strategies and can be a section within the Organizational Change Management Plan A: Advised M O: Optional 10

Quality Management Plan and Deliverable Log are advised; Personal and Confidential Management Plan is optional Project Phase # Initiate or Plan 7 Tool Name Quality Management Plan What is the tool? The Quality Management Plan defines the project’s overall quality program objectives, as well as specific plans for quality assurance, quality control, and quality support The Deliverable Log defines the complete list of deliverables for a project, and includes the key steps for deliverable review, sign-off and formal acceptance 8 9 Deliverable Log Personal and Confidential Management Plan It can be created at the beginning of a project and or iterated as planning for subsequent phases is completed; regardless of development, the log should provide one comprehensive record for the entire project The Personal and Confidential Management Plan develops and documents the strategy for managing and safeguarding sensitive data It serves as standard operating procedure for the team with respect to data elements, access procedures, transfer, storage, retention and destruction, safeguards, onboarding, and off-boarding M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management Why is the tool used? MAO? The Quality Management Plan describes how the project will deliver work at the desired level of quality and describes how quality management will be executed for the project A The Deliverable Log tracks deliverable progress and provides visibility of the progress of every deliverable through to completion A NOTE: this log is explicitly linked to the Deliverable Overview and Acceptance Forms for each deliverable This plan is required for projects that deal with sensitive information NOTE: This is additional to any and all existing policies and procedures for sensitive data management; projects must fully comply with existing policies at all levels of gov’t. A: Advised O O: Optional 11

The Training Log and Kick-off Deck are optional documents for the planning phase of IM/IT projects IM/IT projects Project Phase # Tool Name What is the tool? Why is the tool used? MAO? The Training Log documents the courses or learning activities that will be delivered for project team resources to acquire the required project skillsets 10 Training Log The Training Strategy can be a subsection of the Change Management Plan or can be a standalone document The Training Log tracks the training progress O Prepare and communicate to the project team and stakeholders about the project and to signal it is officially underway O Initiate or Plan The Training Plan is developed based on the Training Strategy and is tracked in the Training Log 11 Kick-off Meeting Template The project kick-off is a presentation delivered in the start-up phase to provide project stakeholders with an overview of the project. It is often modified for various stakeholder groups to focus on the most relevant information for a particular group It typically provides an overview of project objectives, timelines and milestones, team composition and key risks M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management A: Advised O: Optional 12

Issue Log and Risk Log are required to manage IM/IT projects Project Phase # Execute or Manage 12 Tool Name Project Status Report 13 Issue Log What is the tool? Why is the tool used? The Project Status Report is used to report periodic (weekly/bi-weekly or monthly) project progress and performance It includes an executive summary of the project status, project financials and key project metrics as well as a dashboard for change requests, risks and issues The Issue Log is a spreadsheet used to log, evaluate, monitor, control, and report project issues The Issue Log brings visibility and priority to project issues to facilitate their resolution The Risk Log is a spreadsheet used to log, evaluate, monitor, control and report project risks 14 Risk Log The Risk Log brings visibility and priority to identify and then manage risks to increase positive events and decrease negative events M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management MAO? Provides consistent information in specific cadence to keep project sponsor(s) and stakeholders informed M To identify the need for additional support if/when issues arise To document, track, manage and bring visibility to project issues M To document, track, manage and bring visibility to project risks M A: Advised O: Optional 13

Change Request Log and Project Status Report are mandatory documents for managing IM/IT projects Execute or Manage Project Phase # Tool Name Deliverable Overview and 15 Acceptance Form 16 Change Request Log What is the tool? Why is the tool used? The Deliverable Overview and Acceptance Form serves two purposes: This form establishes a consistent understanding of what is required and provides a record of that agreement 1. Define the requirements (criteria) for the successful completion of a deliverable 2. Provide the process (i.e. who) for formally accepting and signing off a deliverable The Change Request Log is a spreadsheet used to log, analyze, and manage project change requests through the project's defined change control process M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management MAO? Further, it expedites closure and approval of deliverables by explicitly identifying the success criteria (at the start), so both the project team and approver clearly understand the end goal(s) M To manage and document the process of submitting and approving change requests Further, the log enables decisions made over time to be reviewed and impacts to the project baselines (scope, schedule or budget) to be identified A: Advised M O: Optional 14

Action Item Log and Decision Log are highly advised documents for managing IM/IT projects Project Phase # Tool Name Execute or Manage 17 Action Item Log What is the tool? Why is the tool used? The Action Item Log is a spreadsheet used to log, evaluate, execute, monitor, control, and close project action items MAO? Having a designated log to manage action items assists to identify, prioritize, assign, monitor, and control action items throughout all phases of the project A The log serves multiple purposes including: 18 Decision Log The Decision Log is a spreadsheet used to capture, analyze, manage, monitor, and control day-to-day and formal project decisions Document project decisions that may have scope, schedule or budget implications Provide insight into the rational, conditions or assumptions used for a decision at a point in time O Provide a formal record for scope management and change control purposes M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management A: Advised O: Optional 15

Phase-end Review Checklist and Project Closure Report are optional documents for managing IM/IT projects Close Project Phase # Tool Name Phase-end Review Checklist 19 and Project Closure Report What is the tool? The Phase-end Review Report documents milestone accomplishments, risks and issues impacting the next phase, metric trends, process improvements, lessons learned, and other key findings over the course of a project phase. The Phase-end Review Report is used to communicate actions required by the project team to implement improvements for the project work going forward Why is the tool used? MAO? Phase-end Review and Project Closure activities are required to confirm that all project and or phase objectives have been met and to perform important project and or phase closure activities O The Project Closure Report summarizes project closure activities and provides the final internal document of record for a project M: Mandatory IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management A: Advised O: Optional 16

Sample project management templates and checklists The complete suite of IM/IT project management tools is available on IM/IT Capital Investment Branch’s intranet and SharePoint sites. IM/IT Capital Investment Branch of the OCIO – IM/IT Capital Project Management 17