Comprehensive Project Review Framework for Success and Risk Management

1. IS&T Project Reviews September 9, 2004

2. Project Review Overview • Facilitative approach that actively engages a number of key project staff and senior IS&T members in discussions of the success targets, dependencies, and issues of a project • Goal: • Project Success • There are no surprise issues in 3 months • Internal IS&T Review, but across IS&T • Proactively identify risks and generate potential mitigation strategies • Opportunity to surface issues with ‘no fear of repercussions’

3. Pre Planning • Reviews should not require ‘new’ documentation • Documentation should be distributed one week prior to the review • Project should develop a time-boxed agenda • General reviews are 2 hours in length • Attendance list is generated based on the key focus of the review

4. Target Audience • Attendance list depends on: • the project’s current phase, • the timing of the review, and • the focus of the review • technical, managerial, financial, business process, etc. • All reviews should consist of • Key Project Staff • Project Manager, • Team Leader, • Client Relationship Manager • Senior Members of IS&T • VPs office • Directors • Technical Architects • Financial Business Consultants • Process experts • Testing experts • Key Managers

5. Scheduling • Full scale project reviews add the greatest value when they are conducted at natural breakpoints in the project – between phases. • By conducting reviews at the completion of a phase or release, the review provides the opportunity to review the project status and focus on what needs to be done to meet the next challenge

6. Project Review Information • Project Overview – Description of Project • Delivery Assessment • All of the delivery assessment sections should contain the following details: • Overview / Status • Risks and Associated Mitigation Strategy • Quality analysis • Delivery Assessment Sections • Customer Relationship • Delivery Solution – Functional/Business • Delivery Solution – Technical • Project Management Processes • Work Plan • Staffing • Partners/3rd Parties • Financial Summary • Issue and Risk Management

7. Project Overview • Description of project • Succinct Summary of Project Scope • Description of current phase • Why are we doing this project? • What is the value of the project? • Review of previous phases

8. Customer Relationship • Overview / Status • Customer Expectations • Critical Success Factors • Communication Plans • User training • Roll out plan • Risks and Associated Mitigation Strategy • Quality Analysis

9. Delivery Solution – Functional/Business • Overview / Status • Items to consider • Business Readiness for Solution (e.g., change management, training) • Risks and Associated Mitigation Strategy • Quality Analysis

10. Delivery Solution - Technical • Overview / Status • Items to consider • Architecture considerations • Production Support Plan/Training • Risks and Associated Mitigation Strategy • Quality Analysis

11. Project Management Processes • Overview / Status • Items to consider • Tools and Procedures • Scope Management • Risks and Associated Mitigation Strategy • Quality Analysis

12. Work Plan • Overview / Status • Updated Project / Task Plan • Estimated vs Actual • Focus on deliverables • Roadmap • Dependency Chart • Risks and Associated Mitigation Strategy • Quality Analysis

13. LEGEND Original Plan Actual Will Move = Delivery Sample RoadmapAvailability of deployment box caused a major delay with a cascading effect on downstream sequential tasks 11/03 12/03 1/04 2/04 3/04 4/04 5/04 6/04 8/04 10/04 Project Kickoff Today 4/19/04 Requirements Validation Deployment Box Ready Deployment Box Ready 1 Install Product Install Product Detailed Designs Detailed Designs Code and Unit Test Code and Unit Test System Test System Test Client Testing / UAT Client Testing / UAT DEPLOYMENT

14. Target Date End Date Client IT IS&T Consultant Business/Sponsor Task Owner Sample Dependency Chart 12/10 2/19 2/26 End Date 9/30 5/7 Dev ServerBuild (box, 3rd party, etc) Product Install Test Server Build BusinessRequirements Client IT Business IS&T Client IT 4/14 4/16 End Date 4/30 3/12 4/20 6/1 11/10 Treatment Schedule Design 5/31 6/15 End Date End Date Strategy Design Code and Unit Test Technical Design RequirementsValidation Capacity Planning Production Server Build 6/18 End Date IS&T IS&T IS&T Business IS&T IS&T System Test IS&T Client IT IS&T 9/30 10/24 End Date End Date 10/24 11/11 End Date Strategy Definition Functional Training Production Support Plan Technical Training Business IS&T Client IT IS&T 10/22 End Date Integrated Testing (End to End, Volume, and UAT) 4/12 End Date 6/18 5/21 End Date 10/24 End Date Design Dress Rehearsal System Test Code and Unit Test LEGEND Client IT Client IT Client IT Client IT Client IT Target End Date = DONE Implementation Plan = ON TRACK Client IT = THREAT End Date 7/2 End Date 10/31 = JEOPARDY DEPLOY 7/31 End Date 7/31 10/25 End Date End Date Training Server Build End User Training M&P, Org, Readiness Communication Plan Client IT Client IT Business Business Business

15. Staffing • Overview / Status • Documented Roles and Responsibilities • Includes staff and client assignments, allocations, and targeted roll off dates • Risks and Associated Mitigation Strategy • Quality Analysis

16. Partners / 3rd Parties • Overview / Status • Items to Consider • Consultant relationships • Contractual Perception/Issues • Risks and Associated Mitigation Strategy • Quality Analysis

17. Financials Summary • Overview / Status • Project Specific Financials • Project Budget • IS&T Cost • Full Cost Analysis • Cost of the program the project is associated with • Total cost to MIT • Risks and Associated Mitigation Strategy • Quality Analysis

18. Issues and Risk Management • Overview / Status • Issue Tracking Spreadsheet (or similar tool) • Risks and Associated Mitigation Strategy • Identification and mitigation plans • Include opportunity cost (e.g., if the project extends 1 month, then that requires the staff to stay engaged on this project for 1 month) • Distribute issue summary to end users • Quality Analysis

19. Sample Risk Slide Previous Current • Risk: Client makes resource and timing decisions without fully contemplating their downstream impacts • Threat: Staffing decisions impact the work plan and the target implementation date • Mitigation Strategies: • Rigorously maintain the Project Plan and use it as a tool to communicate pros/cons/cause and effects of clients resource and timing decision. Maintain excellent relationship with client PM such that client adopts the good managerial practices being modeled by IS&T

20. During Review • Project Manager, or designee, should document all actions items/issues that surface during the review

21. Post Review • Action items/issues should be distributed immediately upon conclusion of the review • Updates should be distributed on a regular basis (e.g., weekly) until all of the action items/issues are resolved • Project should provide feedback to the project review process (e.g., continuously evolving process)