HRMS IMPLEMENTATION PROJECT PROJECT PLAN DOCUMENT OVERVIEW

February 2010

Project Plan Document Overview

Authors
This document was prepared by: Scott McCombe Program Manager Virginia Community College System Monroe Building Richmond, VA smccombe@vccs.edu Valerie Adkins Project Manager Virginia Community College System Monroe Building Richmond, VA vadkins@vccs.edu Richard Fox Project Manager Deloitte Consulting LLP 901 East Byrd Street Ste 820 Richmond, VA jamfox@deloitte.com

Revision History
Date 01/29/10 02/01/10 Document Version 1.0 1.1 Document Revision Description Initial Release Document title changed from Project Plan Document Summaries and Key Points to Project Plan Document Overview and finalized content. Document Author Scott McCombe, Valerie Adkins, Richard Fox Scott McCombe

Approvals
Approval Date Approved Version Approver Name Scott McCombe Signature

02/01/10

1.1

Approval Comments
If there are comments regarding this document please list those below: Issue # Date Entered Section Affected Comment

Page 1 of 6

Project Plan Document Overview

Project Plan Document Table of Contents

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. CONTACTS BUSINESS PROBLEM ASSUMPTIONS PROJECT DESCRIPTION PROJECT SCOPE MEASURES OF SUCCESS PERFORMANCE PLAN SUMMARY CRITICAL MILESTONES BUDGET PLAN SUMMARY PROCUREMENT PLAN SUMMARY RISK MANAGEMENT PLAN SUMMARY APPENDICES A. Procurement Plan HRMS Procurement Plan B. Risk Management Plan HRMS Risk Management Plan C. Project Change and Configuration Management Plan (under revision) HRMS Project Change Control Plan HRMS Configuration Management Plan D. Quality Management Plan HRMS Quality Management Plan HRMS Testing Strategy HRMS Data Conversion Strategy E. Financial Management Plan HRMS Financial Management Plan F. Communication Plan HRMS Communication Plan HRMS Status and Reporting Plan G. Performance Plan HRMS Performance Plan H. Work Breakdown Structure/Project Schedule HRMS WBS Project Schedule I. Resource Plan HRMS Resource Management Plan HRMS Roles and Responsibilities Overview

1. Project Plan Summary and Key Points

Summary:
The HRMS Project Plan is the culmination of the planning phase and is composed of many separate plans covering numerous core and facilitating processes. The executive summary of the project plan is the main body of the plan and describes the project, presents a high level scope, schedule, and budget, and identifies both the success measures and the highest risks to the project. Ten appendices provide the project plan details which describe and coordinate the many activities and processes of the sponsor, steering committee, affected business units, project teams, project management office, user groups, and other stakeholders to ensure the effort is successful.

Key Points:
Page 2 of 6

Project Plan Document Overview

1. 2. 3.

Much of the information in the executive summary comes directly from the project charter developed during the initiation phase of the project. The details in the ten project plan appendices provide the basis for the project baseline which drives development and implementation. This project plan represents the stake in the ground against which the entire project is judged to be on time, on budget, and able to provide the agreed upon desired functionality.

2. Appendices Detail
A. PROCUREMENT PLAN Summary:
The HRMS Procurement Plan identifies the quantities and schedules for delivery of the products, goods, and services being purchased throughout the project lifecycle. It also includes the method used for their procurement.

Key Points:
1. 2. Total project budget through FY 2011 equals $11,056,098 Contracted services portion equals $7,853,798

B. RISK MANAGEMENT PLAN Summary:

The HRMS Risk Management Plan identifies a process by which the project team manages and responds to risks through the entire project life-cycle. The plan identifies foreseeable risks, quantifies the threat posed by the risks, develops mitigation alternatives for the risks, and identifies responsible person(s) to manage the risks, mitigate them, or obtain approval to proceed with alternatives (contingencies).

Key Points:
1. 2. The project team and stakeholders identify risks on an on-going basis and update the project schedule and contingency budget based on the effectiveness of mitigation strategies. (Section 3) The PMO, Project Management Team, and Steering Committee reviews risks often and evaluate mitigation activities so that increasing risks are addressed in a timely manner and are handled at the most effective level of management. (Section 4) Risks with a higher probability and a higher negative impact are monitored closely and mitigated to reduce the chance of occurrence. (Section 5.2) Should a documented risk occur, the PMO, Project Management Team, and Steering Committee reviews the contingency plans and selects a preferred option for the project team to manage. (Section 6)

3. 4.

C. CHANGE & CONFIGURATION MANAGEMENT PLAN (under revision) Summary:

The Change and Configuration Management Plan is composed of two documents; the HRMS Project Change Control Plan, and the HRMS Configuration Management Plan. For the purposes of the HRMS project, the Project Change Control Plan is the set of overriding processes for controlling, documenting, and storing the changes to the control items identified in the plan. This includes proposing the change, evaluating it, approving or rejecting it, scheduling it and tracking it through to completion. The Configuration Management Plan is the process for the management of the physical features (source code), functionality (design specs), and documentation of hardware and software (infrastructure) used by a project. 1.

Key Points: HRMS Project Change Control Plan

Page 3 of 6

Project Plan Document Overview

1. 2.

3. 4.

Establishes the change control process for the project (flow diagram on page 4) Establishes the procedures for: Naming and Formatting of Project Documents; Submission and Retrieval of Project Control Items; Version Control and Release Approval of Control Items; Storage, Handling, and Disposition of Project Media Defines change control responsibilities and authority (pages 1 and 2) Change Control Request form created which documents the requested change (page 6)

Key Points: HRMS Configuration Management Plan

1. 2. Establishes Oracle database standards, hardware configurations, project creation standards, backup and recovery processes, and development and naming standards. Identifies how updates and changes to the technical components of the projects will be managed.

D. QUALITY MANAGEMENT PLAN Summary:

The Quality Management Plan is composed of three documents; the HRMS Quality Management Plan, the HRMS Testing Strategy, and the Data Conversion Strategy.

Key Points: HRMS Quality Management Plan

1. 2. 3. The identification of roles and responsibilities of those involved with quality management. (page 2) The purpose and schedule of quality management reviews. (page 4) The testing plan, data conversion plan, and training plan further defines specific quality assurance and quality control processes related to these activities and tasks. (page 6)

Key Points: HRMS Testing Strategy

1. 2. The testing strategy identifies the testing process, the composition of test plans, and the defect tracking process. (pages 1-2) Also included in this document is the definition of each type of test and how they are to be performed, from unit testing all the way through to user acceptance tests (UAT) and stress tests.

Key Points: HRMS Data Conversion Strategy

1. 2. Included in this document is a plan for migrating existing legacy data and validating its quality in the new HRMS. The conversion strategy is outlined, the tools and processes are explained, and the use of test environments and data sets outlined.

E. FINANCIAL MANAGEMENT PLAN Summary:

The HRMS Financial Management Plan serves as a control mechanism where actual costs are compared with and measured against the baseline budget. The project spend plan allocates funding against the identified cost factors for a specified time period.

Page 4 of 6

Project Plan Document Overview

Key Points:
Item Deloitte services Internal services Software Hardware Maintenance Facilities IV&V Risk contingency Total Estimate $7,853,798 $2,326,800 $237,500 $250,000 $20,000 $3,000 $15,000 $350,000 $11,056,098

F. COMMUNICATION PLAN Summary:

The Communication Plan is composed of two documents; the HRMS Communication Plan and the HRMS Status & Reporting Plan. These documents identify a series of communications activities necessary to engage and inform all stakeholders and system users of the project information which is most critical to them for project success. Each stakeholder has different information needs, and the frequency at which they need them may be different.

Key Points: HRMS Communication Plan

1. 2. 3. The first 8 pages identify good project communication practices. Section 12 identifies the Roles and Responsibilities for project communication activities. Section 10 identifies the frequency of each type of communication

Key Points: HRMS Status & Reporting Plan

1. 2. This document identifies project status meeting and reporting schedules Provided in the appendices are formats for weekly reports, procedures for conducting meetings, and timelines for materials preparation and pre-meeting distribution.

G. PERFORMANCE PLAN Summary:

The HRMS Project Performance Plan defines how project success or failure is measured. Success is achieved by meeting the business objectives and by satisfying customer/stakeholder needs.

Key Points:
1. 2. The plan identifies who will measure performance, how and when it is measured, and how it is reported. The plan also defines project deliverables and acceptance criteria for each.

H. WORK BREAKDOWN STRUCTURE/PROJECT SCHEDULE Summary:

The Work Breakdown Structure (WBS) is a hierarchical representation of all the discrete products, services, activities, tasks, and subtasks that comprise this project and therefore represents the total scope at the task level. Work not identified in the WBS is outside the scope of the project. The Project Schedule is built upon the WBS to include assignment of resources, the start and end dates, the expected duration, and any predecessor task(s) for each item in the WBS. The HRMS WBS Project Schedule is maintained to incorporate any changes to the scope or schedule baseline must are controlled through the HRMS Project Change Control Plan.

Page 5 of 6

Project Plan Document Overview

Key Points:
1. The HRMS project team will use Microsoft Project to manage both the WBS and the Project Schedule.

I. RESOURCE PLAN Summary:

The Resource Plan is composed of two documents. The HRMS Resource Management Plan document identifies the project team members having the skills required to perform each activity in the project plan. It also identifies the needed tools, equipment, and facilities. The HRMS Team Roles and Responsibilities document defines each groups responsibilities which supports the overall project organization chart.

Key Points:
1. Pending.

Page 6 of 6