EASY Re-engineering. Project Management Plan v1.2 May 15 th, Administrative Information Services.

Transcription

1 Administrative Information Services A unit of Information Technology Services 3A Shields Building University Park, PA Phone: Fax: EASY Re-engineering Project Management Plan v1.2 May 15 th, An Equal Opportunity Employer

2 Document Change Log Prepared By Title Date Version Richard Dumm EASY Project Mgr 5/10/ Revisions Modified By Reason Date Version Richard Dumm To reflect input from 5/13/ meetings on 5/10. Version 1.0 was never signed. Richard Dumm To add GANT chart 1.2 Final May 15 th 2007 Page 2 of 17 EASY-Project Mgmt Plan-v1.2

3 Table of Contents 1. Introduction Changes Since Project Definition Was Approved Staffing Plan Infrastructure and Development Environment High-Level Schedule and Milestones Communications Plan Implementation Plan Training Plan Project Management Plan Approval Appendix A Implementation Plan May 15 th 2007 Page 3 of 17 EASY-Project Mgmt Plan-v1.2

4 1. Introduction The EASY re-engineering project is a multi-year project and a Critical Milestone for 2007 as identified by the AIS Sr. Director ( The goal of EASY reengineering is to improve the management of business processes by replacing EASY forms and approval paths with Web-based forms and streamlined role management. The project will undergo assessment at the end of each year. This document is the project management plan and schedule for the project. The plan will detail how the project will be managed and the milestones for each phase. The description of the EASY re-engineering project, the milestones and responsible individuals will be detailed within this document. 2. Changes Since Project Definition Was Approved n/a 3. Staffing Plan PROJECT TEAM The Project Team consists of resources from the Project Management Office (PMO), the Open Standards Development (OSD) group and the Natural Development group. The resources identified below, as the Project Team, are full time assignments, to the EASY re-engineering project. Their responsibilities include application development, mentoring partnering office staff, standards adherence, analysis of Natural code, and create and maintain new and revised Natural code. Project Management Richard Dumm AIS/PMO Project Manager Open Standards Development Team Jerry Orr AIS/OSD Lead Developer Ben Homan AIS/OSD Developer Niraja Ramesh AIS/OSD Developer Brian Hoffman AIS/OSD Developer Howard Wang AIS/OSD Developer Natural Development Donna Mills AIS/ND Natural Programmer Will also maintain existing OHR EASY forms. Additional Natural Resources may be required from AIS and partnering offices. These resources, if required, will be identified by the work effort in the project schedule for each re-engineered process. The project team will be assigned EASY Re-engineering tasks that will require 100% utilization of their time and effort for the duration of this project. May 15 th 2007 Page 4 of 17 EASY-Project Mgmt Plan-v1.2

5 BUSINESS PROCESS ANALYSTS The AIS Business Process Analysts (BPA) will be assigned to the EASY re-engineering project as defined by the work effort (planning schedule) for each process. The BPA s will work as a liaison among stakeholders in order to elicit, analyze, communicate and validate requirements for changes to business processes, policies and information systems. The BPA s are listed below: Systems Analysis and Design/Business Process Analyst Judy Everly SA&D Bus. Process Analyst Joe Hayes SA&D Bus. Process Analyst Mary Lou Houck SA&D Bus. Process Analyst SYSTEMS ANALYSIS AND DESIGN The newly constructed Systems Analysis and Design (SA&D) unit is ultimately responsible for the user requirements, functional specification and design work package deliverables of the re-engineered processes. There will be a transition period from this unit s current responsibilities as these resources finish the Central Accounting project and develop analysis and design skill sets under the SOA development framework. During the transition period, the required system analysis and design work package deliverables, will be performed by the BPA s and other AIS staff currently performing those roles. SUPPORTING SERVICES EASY re-engineering will require supporting services from other areas within AIS and ITS. Their work effort and schedule will be defined prior to the start of each re-engineered process. The supporting services are listed below: Training User Consulting Marketing And Communications (Web Design and Writing/Editing) Quality Control (Functional and Usability Testing) Business Continuity Planning/Service Recovery Infrastructure AIS Support Center PROCESS DESIGN TEAMS Each re-engineered process will have a Process Design team led by a Process Steward. The team will analyze the current process and identify all forms and actions required by the process. A more detailed definition of the Process Steward Responsibilities are outlined in Penn State Workflow Policy AD63 and the Project Team responsibilities are defined in the EASY Re-engineering Planning Committee report at Representation for the Process Design Teams are defined below: May 15 th 2007 Page 5 of 17 EASY-Project Mgmt Plan-v1.2

6 Process Design Teams Process Steward Partnering Offices Identified by the Working Group. Process Analysts AIS and/or partnering offices Systems Analyst AIS and/or partnering offices Development AIS and/or Manager partnering offices User Feedback Partnering Offices Assigned by the Facilitator Process Subject Matter Experts Partnering Offices Steward Assigned by the Process Steward Related to the process being re-engineered. Financial Officers, HR Reps, Admin. Assistants, etc. PARTNERING OFFICE RESOURCES For each process in which an office participates, resources will be identified and negotiated during the process project planning stage. A Partnering office MOU will be established for each partnering office that will be providing application development staff resources for developing Workflow processes. May 15 th 2007 Page 6 of 17 EASY-Project Mgmt Plan-v1.2

7 AIS High level Work Breakdown Schedule with Staff Assignment Area A high level Work Breakdown model has been defined for each re-engineered process. The model below identifies the primary work package and the AIS Work unit (resource) associated with each package. Partnering offices, assigned to developing a re-engineered process, may follow this model and would substitute their resources as appropriate. Work Package Work Unit Phase User Requirements Systems Analysis & Design Functional Specs Systems Analysis & Design Design Systems Analysis & Design DESIGN Technical Specifications Open Standards Development Code (Java) Open Standards Development Code (Natural) Natural Development DEVELOPMENT Quality Control Information Services: Quality Control Documentation- Process Steward/Process Design Team Content Documentation-Edit Marketing & Communications: Writer- Editor Training AIS Training Support Center AIS Support Center Pilot Deployment - Information Services: Consultant training DEPLOYMENT Pilot Deployment AIS DR and Business Information Services: Consultant Continuity Plans Production Information Services: Consultant Deployment EASY form transition Natural Development EASY form transition Information Services: Consultant May 15 th 2007 Page 7 of 17 EASY-Project Mgmt Plan-v1.2

8 4. Infrastructure and Development Environment INFRASTRUCTURE The infrastructure used by this project will be mainframe Linux and will include the middleware components: WebSphere, IBM Http Server, DB2, and the Software AG ibpm workflow engine. Test and production environment have been established. At the start of this project, the production environment, which was established on March 15, 2007, has had limited testing of load and as such, it may be susceptible to change as we progress thru the project. DEVELOPER ENVIRONMENT Developers will develop against the test environment and production applications will be deployed against production environment per defined Standard Operating Procedures (SOP). Developers will be required to adhere to and comply with the AIS published application development standards for the SOA Development framework. DEVELOPER TOOLSETS The basic toolsets for developers will include: ibpm Workflow processes (maybe replaced by ibpm studio) Rational Application Developer java code Code Repository Currently CVS but will migrate to Subversion when available PARTNERING OFFICE DEVELOPERS The development environment, including toolsets, will be made available to application developers of EASY re-engineering partnering offices Partnering office development staff will be required to adhere to and comply with established SOA Development framework standards, Workflow Standards and Standard Operating Procedures (for the deployment of production applications). A Partnering office MOU will be established for each partnering office that will be providing application development staff resources for developing Workflow processes May 15 th 2007 Page 8 of 17 EASY-Project Mgmt Plan-v1.2

9 5. High-Level Schedule and Milestones The high level schedule is as follows: COMPLETED BY MILESTONE FOOTNOTES Aug 15, 2007 Completion of Workflow Base System to include: Workflow framework PAWS refactoring (applying Design Standards) Workflow Role Authorization Attachments Undergraduate Education Travel Request process User Guide template (c) Processes categorized and prioritized. (In order of easiest to most complex) FANS Design phase Budget Amendment (OHR) Design phase Budget Office, (b) Training Plan for Transitioning EASY to Workflow EASY Re-engineering Transition Plan Design phase Process Set 1 - Process Design teams identified and formed. Process Set 1 - Develop Project Schedule Process Set 1 Design phase Nov 15, 2007 FANS Development phase Budget Amendment - Development phase EASY Re-engineering Transition Plan Development phase Process Set 1 Development phase Process Set 2 Process Design Teams identified and formed Process Set 2 Develop Project Schedule Process Set 2 Design phase Budget Office, (d) May 15 th 2007 Page 9 of 17 EASY-Project Mgmt Plan-v1.2

10 COMPLETED BY MILESTONE FOOTNOTES Beyond the first 6 months Fans Deployment phase Budget Amendment (OHR) Deployment phase Budget Office EASY Re-engineering Transition Plan Deployment phase Process Set 1 Deployment phase Process Set 2 - Development phase Process Set 3 Process Design Teams identified and formed Process Set 3 Develop Project Schedule Process Set 3 Design phase See Model for High Level Schedule and Milestones (table below) for milestones beyond the first 6 months FOOTNOTES: Dependent upon the Project Schedule which is based on work effort and resources. (b) Codeset(s) for windows must be completed prior to Budget Amendment (OHR) process. (c) The resources assigned to this milestone are in the Workflow Deployment Project Plan (d) The EASY re-engineering transition plan includes Browse and Inquiry functionality. May 15 th 2007 Page 10 of 17 EASY-Project Mgmt Plan-v1.2

11 MODEL FOR HIGH LEVEL SCHEDULE AND MILESTONES Design (m) Develop (m) Deployment (m) Milestone: User Funct Tech Req Req Design Spec Code QC Pilot (m) Prod (m) Process Set-1 P1 P1 P1 P2 P2 P3 P4 P5 Process Set-2 P2 P2 P2 P3 P3 P4 P5 P6 Process Set-3 P3 P3 P3 P4 P4 P5 P6 P7 Process Set-4 P4 P4 P4 P5 P5 P6 P7 P8 Process Set-5 P5 P5 P5 P6 P6 P7 P8 P9 Process Set-6 P6 P6 P6 P7 P7 P8 P9 P10 Process Set-7 P7 P7 P7 P8 P8 P9 P10 P11 Process Set-8 P8 P8 P8 P9 P9 P10 P11 P12 Process Set-9 P9 P9 P9 P10 P10 P11 P12 P13 Process Set-10 P10 P10 P10 P11 P11 P12 P13 P14 FOOTNOTES: P1 P14: Represent a period of time as defined by the Project Schedule which is based on work effort and resources. As we establish Project Schedules we will replace Period with target dates and display in Gantt Chart format. (**See below). For example, P1 maybe become Aug 31th, 2007, P2 may become November 30 th, 2007, etc. Process Set: Collection of business Processes identified by the EASY Working Group to be worked on during a period of time. (m) = Milestone **SAMPLE GANT CHART: Task Description Period Process Set Design 1.2 Develop 1.3 Deploy 2 Process Set Design 2.2 Develop 2.3 Deploy 3 Process Set Design 3.2 Develop 3.3 Deploy 4 Process Set Design 4.2 Develop 4.3 Deploy May 15 th 2007 Page 11 of 17 EASY-Project Mgmt Plan-v1.2

12 6. Communications Plan Communication Objective Content Owner Audience Method Frequency / Date All project team members, AIS Staff, Partnering Offices and stakeholders will understand what is being done, how we re going about it, and the organization and goals of the project teams. Faculty and Staff will understand what is being done, how we re going about it, organization, and goals Project Background information, Project Definition and Scope document, Project Management Plan, and WBS. Project tie in to Workflow and the Modernization Program. Project Background Project Manager Project Manager AIS Staff Partnering Offices Stakeholders University Faculty and Staff Kick off meeting AIS feature story ITS Newsletter Web site w/ notification Tech News NWOP list serv 5/15/2007 June, 2007 Provide a periodic onepage, high level picture of progress on the project, including successes/issues. Project Progress Reports Project Manager All Project Team Members Working Group AIS Sr. Managers Web site w/ notification Monthly May 15 th 2007 Page 12 of 17 EASY-Project Mgmt Plan-v1.2

13 Communication Objective Provide project team with a heads up on upcoming milestone events. Provide status of development activities, list of action items completed, and questions/issues. Provide updates on project tasks. Content Owner Audience Method Frequency / Date Milestone Events (Project Schedule) Design, Development, and Deployment; status, action items, and questions/issues. Project Status Report Project Manager By Identified Project Team Members Project Team members All Project Team Members Project Team Leader s/manager Project Manager Project Team Leader s/manager Project Manager Project Team Meeting Web site w/ notification Wiki Project Team Meeting Project Status Report As milestones occur Monthly Frequency to be determined by project team Gather input from the project team members and answer questions and concerns. Status of Process design and implementation Provide a high level picture of progress on the project. Gather input from the Faculty and Staff members and answer questions and concerns. Questions and Concerns Project Team members Process Design and Implementation Status reports. Progress Report Project Manager Project Manager Questions and Concerns Faculty and Staff Project Manager Working Group University Faculty and Staff Project Manager Wiki Web Site w/ notification Web site w/ notification Web site feedback or Submitted as needed with weekly review and response by Project Mgr. Monthly Semi-Annual Submitted as needed with weekly review and response by Project Mgr. May 15 th 2007 Page 13 of 17 EASY-Project Mgmt Plan-v1.2

14 Communication Objective Provide Steering committee members a high level picture on progress of project including success and issues. Upcoming milestone events. Content Owner Audience Method Frequency / Date Progress Reports and Milestone events Project Manager AIS Advisory Presentation at meeting Quarterly Meeting May 15 th 2007 Page 14 of 17 EASY-Project Mgmt Plan-v1.2

15 7. Implementation Plan The Implementation Plan is presented in 3 models: Work Breakdown Structure (WBS) for an EASY re-engineered workflow process WBS for the Central, Financial Enterprise workflow processes WBS for the OHR workflow processes See Appendix A, Implementation Plan for detail. 8. Training Plan As part of the workflow project, an initiative is underway for defining workflow training requirements and core services required for workflow deployed applications. The EASY re-engineering training plan will include training for each re-engineered business process. The EASY re-engineering training plan will address the training transition from current IBIS training to Workflow training of the EASY forms. Training for EASY re-engineering will come into place at the pilot deployment phase. The level of training will be defined prior to pilot deployment. Training for the AIS Support Center will be identified and defined in the detailed project plan. Support Center training will occur prior to the pilot deployment phase. May 15 th 2007 Page 15 of 17 EASY-Project Mgmt Plan-v1.2

16 9. Project Management Plan Approval This section should document the approval process and authorized signatories for the project plan document. Client Sponsor: Signature: Print Name: Ronald H. Rash Title: Senior Director, Administrative Information Services Date: 5/15/2007 Sponsor: Signature: Print Name: Ronald H. Rash Title: Senior Director, Administrative Information Services Date: 5/15/2007 Project Manager/Leader: Signature: Print Name: Richard Dumm Title: Project Manager, EASY Re-engineering Date: 5/15/2007 May 15 th 2007 Page 16 of 17 EASY-Project Mgmt Plan-v1.2

17 10. Appendix A Implementation Plan May 15 th 2007 Page 17 of 17 EASY-Project Mgmt Plan-v1.2

18 1 Model WBS EASY Re-Engineered Process User Requirements Collect User Requirements User Requirements Complete Functional Specs Analyze User Requirements/Functional Spec Report Functional Spec Complete Design UML Diagrams Use Cases Initial Design Doc Design Complete Technical Specifications Create Task Lisk Assign Resources to Tasks Tech Specs Complete Code Create Test Cases Develop Code Conduct local tests and Fixes OSD Manager Check point Code Complete Quality Control Execute Test Cases Report Errors Correct Errors Pass QC Usability Test Plan Conduct User tests Involve W/F consultant Pass Usability Quality Control Complete

19 Documentation 3 Write Documentation Review and edit documentation Create Web presence Documentation Complete Training Develop Training Deliver Training Training Complete Support Center Overview Meeting Training Training Complete Pilot Deployment Deploy Code to Prod User Training 30 Day Pilot Pilot follow-up meeting User Feedback Session Fix Code from Pilot User Feedback Complete User Pilot DR and Business Continuity Plans Create DR Plan Create BC Plan Review DR Plan Review BC Plan DR Plan Complete BC Plan Complete Production Deployment Initiate Marketing Marketing Prod Deploy Complete EASY form transition Form Discontinued Form Transition Complete

20 1 Central, Financial Enterprise workflow processes Authorization Budget & Acct Mgmt Cash Mgmt Graduate Student Acct Transfers & Adjustements Pay Adjustments Wage Payroll Position Mgmt Accts Payable ISIS No User Requirements Functional Specs Design Technical Specifications Code Quality Control Documentation Training Support Center Pilot Deployment DR and Business Continuity Plans Production Deployment EASY form transition

21 n-credit Property Inventory Purchasing Direct Bill 2

22 1 OHR workflow processes Termination Appointment Change Temp Apointment & Change Job Sharing Phased Retirement Emergency Rehire User Requirements Functional Specs Design Technical Specifications Code Quality Control Documentation Training Support Center Pilot Deployment DR and Business Continuity Plans Production Deployment EASY form transition