Project Plan City of Newport News; Department of Health and Human Services

Transcription

1 Project Plan City of Newport News; Department of Health and Human Services 7/14/2010 Harmony Information Systems, Inc Sunset Hills Road, Suite 500 Reston, VA MAIN: Use or disclosure of information contained on this page is restricted to use only for Newport News. Copyright 2010, Harmony Information Systems, Inc.

2 Newport News Project Plan July 14th, 2010 Revision History Name Date Reason For Changes Version Sarah Kozlowski 7/12/2010 Initial Draft 1.0 Murali Pillai 07/13/2010 Add comments for edits 1.0 Use or disclosure of information contained on this page is restricted to use only for Newport News. Copyright 2010, Harmony Information Systems, Inc. Page 2 of 16

3 Newport News Project Plan July 14th, 2010 Table of Contents City of Newport News; Department of Health and Human Services... 1 Project Organization Chart... 4 Harmony Personnel Project Roles... 6 NEWPORT NEWS Project Roles... 7 Project Schedule Risk and Change Control Management Plan Risk Management Change Control Management Communication Plan Steering Committee Members Project Status Reports and Other Team Documents Customer Support Communication of On-Line Environment Escalation Procedure for Project Issues Payment for Accepted Deliverables Use or disclosure of information contained on this page is restricted to use only for Newport News. Copyright 2010, Harmony Information Systems, Inc. Page 3 of 16

4 Project Organization Chart Harmony is pleased to provide the diagram below showing a project organization chart for a typical Harmony implementation. This engagement may include fewer roles depending on information gathered during pre-project planning. Copyright 2010, Harmony Information Systems, Inc. Page 4 of 16

5 Copyright 2010, Harmony Information Systems, Inc. Page 5 of 16

6 Harmony Personnel Project Roles Department Role Recommended Resource Harmony Project Murali Pillai Director Responsibility The Harmony Project Director monitors the quality of the project. The Director conducts quality audits of the project and ensures that Harmony resources are committed to the project as required. The Project Director participates in status meetings with the Harmony Project Manager. The Project Director is a highly experienced Project Manager as well and can provide mentoring and assistance to address problem areas. Harmony Project Manager He is familiar with Newport News and the goals of the project and will monitor the progress of the project. He will serve as a point of contact for project status, issue status, conflict resolution, resource issues, and communicate and execute project strategy and direction. The Project Director will serve on the Steering Committee to address any timeline, scope or budget concerns. Sarah Kozlowski The Harmony Project Manager co-leads the project together with the Newport News Project Manager. Each manager ensures the appropriate resources are assigned to the required tasks and monitors the performance of those tasks and their deliverables. She will conduct weekly meetings and other meetings or conference calls as needed with the customer project team. In addition, the Project Manager performs routine project management tasks, such as the completion of status reports and the creation and the maintenance of project schedules, project control Copyright 2010, Harmony Information Systems, Inc. Page 6 of 16

7 documents and communication plan. She will manage system surveys and functional design, produce detailed business analysis documentation, and manage the systems development tasks of the project. The Harmony Project Manager also facilitates communication between internal Harmony teams and customer project teams. The project manager may also provide general consulting during the project as needed. Harmony Technical Analyst Jack Bove The Technical analyst will be responsible for providing technical assistance through the life of the project. The Technical Analyst will also be responsible for developing the export and import files based on the Business Analysis documentation and offer assistance with data conversion mapping. The Technical Analyst will also assist with software configuration. NEWPORT NEWS Project Roles Department Role Recommended Resource Newport News Newport News Glenn Butler Project Director Responsibility The Project Director monitors the quality of the project from the stakeholder s perspective. The Project Director conducts quality audits of the project and ensures that agency resources are committed to the project as required. The Project Director is responsible for ensuring compliance with standardized processes and documentation. Copyright 2010, Harmony Information Systems, Inc. Page 7 of 16

8 Newport News Newport News Project Manager Edward R. Guerrero The Project Director is familiar with large-scale software implementations, Newport News processes, and the goals of the project. He will monitor the progress of the project and serve as a point of escalation for issue resolution. Additionally, the Project Director will assist with conflict resolution, resource allocation and formulate and execute project strategy and direction. The Newport News Project Manager will be responsible for creating and leading the Newport News Project Team. The Newport News Project Manager in conjunction with the Harmony Project Manager will: -Ensure the appropriate resources are assigned to the required tasks and monitors their performance - -Participate and conduct weekly meetings and other meetings or conference calls as needed with the project team -Review status reports -Review the creation and maintenance of project plans and schedules -Ensure that invoices are received and paid -Manage, through the Project Team Leads, system surveys, functional designs, production of detailed business analysis documentation, and systems development tasks of the project. In addition, the Newport News Project Manager will facilitate communication between the internal Newport News Project Team and the Harmony Project Team. Newport News Functional Area Andy Hartigan SMEs will be responsible for working with Harmony in Specialist and Crystal Bell gathering and documenting all system requirements. It Subject Matter is critical that Functional Area Specialists hold detailed Experts (SME) knowledge of the business functions of the program areas they will represent. Therefore, this role is best fulfilled by a different person/persons depending upon the program area and business function in question rather than a generalist who may not know critical Copyright 2010, Harmony Information Systems, Inc. Page 8 of 16

9 Newport News Configuration Analyst / System Administrators details about a particular program area. It is anticipated that the Functional Area Specialists will participate in the configuration of the application, and its testing, training and rollout, gradually taking on greater responsibility from the Harmony SMEs. Typically these resources design and develop the ender user documentation. Crystal Bell and The Newport News Configuration Analyst will be James Cloud responsible for the configuration of the application, as outlined in the ratified Business Analysis document. Harmony resources will provide assistance as stated in the project assumptions. Newport News Technical Analyst Ray Brown These analysts will play a system administrative role in maintaining the systems setups. The Technical analyst will be responsible for coordinating, implementing, managing, and maintaining all aspects of the technical infrastructure required for the project, including hardware, network, security, operating system, third-party software, appropriate remote access for Harmony Support Team and operational issues such as back-ups and disaster recovery. Newport News Integration Specialists Andy Hartigan Integration Specialist will be responsible for preparing requirements for all interfaces associated with the project, and for working with the Harmony Project Team in the testing/validation of interfaces. These specialists will work with the Harmony Integration Specialist. Newport News Tester CSA Team The Newport News testers will be responsible for participating in the User Acceptance testing of the Harmony application. This group will also be responsible for Configuration Validation as outlined in Copyright 2010, Harmony Information Systems, Inc. Page 9 of 16

10 the Project Calendar. Newport News Training Specialists Nashawn Gibbs The Training Specialist will be responsible for and Crystal Bell producing customized training documents, including the training plan, curriculum, manuals and other aids to end users. Newport News Help Desk CSA Team The Newport News help desk will be a centralized support desk for end users to contact for support. Newport News will designate two authorized users for contacting Harmony Product Support. Copyright 2010, Harmony Information Systems, Inc. Page 10 of 16

11 Project Schedule The approved project schedule is the timeline for the Newport News project implementation. All tasks are in accordance with the current contract; however, actual times have been modified to reflect ongoing project decisions between Newport News and Harmony. Attachment: Newport News Project Schedule Copyright 2010, Harmony Information Systems, Inc. Page 11 of 16

12 Risk and Change Control Management Plan This Plan will be updated throughout the life of the project as it identifies areas of potential risk at specific timeframes. Additionally, as change requests are presented and determined, this document will record the request and the determination. Every project is a combination of Hardware, Software, People, Data and Procedures and therefore, each area must be managed against risk. In the experience of Harmony, the key to ensuring timeliness of project deliverables is a rigorous program of both risk and change control management. Risk Management The approach to risk management is early detection and quick collaborative mitigation. Project managers from the City of Newport News DHS and Harmony must work together to identify the early signs of risk, assess the impact, brief the relevant parties, and implement mitigation measures regardless of who is responsible for the risk. We will manage the risk on this project through a risk management plan. Harmony will perform risk management as an ongoing task of project management. Harmony will track project risk regularly via risk/issue meetings and adjust actions as needed. We will identify initial risks in a separate risk management meeting. Subsequent risk review and identification will be part of the project status meeting, and will be clearly identified in the weekly and monthly project status reports. Harmony will use the following Newport News risk log to tract all risk issues throughout the life of the project. Harmony will be governed by the Newport News risk log definitions. Attachments: Risk Log & Risk Log Definitions Copyright 2010, Harmony Information Systems, Inc. Page 12 of 16

13 Change Control Management The Change Control process is governed by the use of a Project Change Request Form (PCR). The PCR is used to propose any additional project activity, to identify and track issues to be considered following completion of the implementation, and to record issues and problems identified throughout the implementation process. The diagram below graphically presents the Newport News Change Control process: Copyright 2010, Harmony Information Systems, Inc. Page 13 of 16

14 Attachment: Project Change Management Control Request Template Communication Plan The Project Communication Plan identifies the plan used to exchange messages and information between Harmony and Client Project team. The Plan identifies: Steering Committee Members Status Reporting Harmony Customer Support Portals Escalation of Communications Steering Committee Members Members of the Project Steering Committee (SC) will include the following staff from Newport News and Harmony: Harmony Harmony Project Director: Murali Pillai, Harmony Project Manager: Sarah Kozlowski, Newport News Project Director, Glenn Butler Project Manager Edward R. Guerrero Jr, Project Status Reports and Other Team Documents Harmony and the City of Newport News DHS will meet every Tuesday at 10:00am for the duration of the Project. Harmony may also conduct internal weekly project team meetings and the audience will be the Harmony project team, Harmony solution team and Harmony development. Newport News will be responsible for scheduling their weekly project status meetings. The Harmony Project Manager will issue weekly progress reports to the Newport News Project Manager for distribution to the Project team at least 24 hours prior to the scheduled project status meeting. Weekly Reports and other project documents will be posted on the Customer SharePoint Site. User login and passwords will be issued by the Harmony Project Manager to the Harmony SharePoint Site. This site also utilizes a calendar feature to be used for posting upcoming meetings and milestones. The Newport News SharePoint Site will be utilized by all project team members. Copyright 2010, Harmony Information Systems, Inc. Page 14 of 16

15 Customer Support Communication of On- Line Environment Once the Customer s initial environment is set up and the client has officially signed off and accepted all deliverables, Harmony will provide two user identifications and passwords. Customer support will be provided via the Support Force portal. Escalation Procedure for Project Issues The Project Manager is the first contact for reporting a concern or request. The Harmony Project Manager will respond as soon as possible. If no response is received within the required timeframe, the team member should contact the Harmony Project Director to report the concern/request. It will be up to the Director to resolve the issue or contact the co-sponsor for discussion and resolution. Harmony Escalation Team Harmony Project Director: Murali Pillai MPillai@harmonyis.com Phone: Harmony Project Manager: Sarah Kozlowski Project Manager skozlowski@harmonyis.com Phone Newport News Escalation Team Project Director- Glenn Butler Project Manager Edward R. Guerrero Jr, eguerrero@nngov.com Phone: Copyright 2010, Harmony Information Systems, Inc. Page 15 of 16

16 Payment for Accepted Deliverables Payment for services under this Statement of Work will be as follows: Services billed twice monthly, as incurred, and payable within 30 days of receipt by Client. Travel and related expenses shall not exceed the maximum rate as outlined in the Department of the Treasury Internal Revenue Service Publication 1542 per diem rates unless there is prior approval from the customer. Receipts must accompany the invoice, and will be subject to review, approval for accuracy, and reasonableness by the Client. Copyright 2010, Harmony Information Systems, Inc. Page 16 of 16