Philadelphia Gas Works · enabling Demand Management and Portfolio Analysis functionality on...

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Philadelphia Gas Works Demand Management and Project Prioritization Requirements

April 24, 2015

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Contents Overview ................................................................................................................................................................................................................................... 3

Vision ......................................................................................................................................................................................................................................... 3

Scope ......................................................................................................................................................................................................................................... 3

System Overview ................................................................................................................................................................................................................... 3

Demand Management ........................................................................................................................................................................................................ 3

Project Initiation Form .................................................................................................................................................................................................... 3

Functionality ................................................................................................................................................................................................................... 4

Security and Access ..................................................................................................................................................................................................... 4

Pages and Views ........................................................................................................................................................................................................... 4

Request Form Fields and Mapping to Project .................................................................................................................................................. 5

Strategic Alignment Calculator Business Requirements ................................................................................................................................... 7

Risk Assessment Calculator Business Requirements .......................................................................................................................................... 7

Project Governance and Workflow ............................................................................................................................................................................ 7

Project Initiation Workflow ...................................................................................................................................................................................... 7

Project Workflow Requirements ............................................................................................................................................................................ 8

Project Level Custom Fields .................................................................................................................................................................................. 12

Lookup Tables ............................................................................................................................................................................................................ 12

Project Detail Pages (PDP) .......................................................................................................................................................................................... 13

Project Prioritization and Portfolio Analysis ............................................................................................................................................................. 14

Driver Library .................................................................................................................................................................................................................... 14

Driver Prioritization ........................................................................................................................................................................................................ 15

Portfolio Analysis ....................................................................................................................................................................................................... 15

Security ................................................................................................................................................................................................................................... 16

Project Site Requirements ............................................................................................................................................................................................... 16

Testing Requirements ....................................................................................................................................................................................................... 16

Training Requirements ..................................................................................................................................................................................................... 16

Implementation Requirements and Impacts ........................................................................................................................................................... 17

Requirements ................................................................................................................................................................................................................... 17

Impacts ............................................................................................................................................................................................................................... 17

Requirement Acceptance ................................................................................................................................................................................................ 18

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Overview The following describes the Demand Management and Project Prioritization Objectives, Vision and Requirements for

enabling Demand Management and Portfolio Analysis functionality on PGW’s existing on-premise Project Server 2013.

Vision The implementation of Demand Management and Project Prioritization tools and methodologies will enable PGW to:

Standardize and efficiently manage the project intake and approval process

Ensure projects are classified according to corporate goal alignment, risks, cost factors and other business drivers

Ensure projects follow a standard

Provide tools for the selection and analysis of projects based on cost and resource limiting factors.

From a project governance perspective, this initiative will provide web-based project request form and automated

workflow for creation and tracking projects through the PGW IT PMO lifecycle.

Scope This initiative, vision, requirements, implementation and training is limited to PGW IT project and governance.

The Portfolio Analysis, Project Prioritization and Driver Libraries functions within Project Server will be enabled and

configured in accordance to the requirements.

A Project Initiation form will be created to facilitate the intake, organization and approval of requests for new projects.

The existing Risk Calculator and SAS Calculator spreadsheets will be converted into web-based applications. These will be

available for use in the Project Initiation form process as well as stand-alone applications.

System Overview PGW utilizes Project Server 2013 with KwikPMO (a third party add on solution) in an on-premise, 3-tier environment. Two

environments exist: production and development.

All new functionality must be deployed, enabled, configured and tested on the PGW Development farm prior to moving

into production.

Additional Active Directory groups may be required to meet these requirements. No other systems will need to be

modified to support these requirements.

Demand Management

Project Initiation Form Projects will be initiated by Project Managers and Portfolio Managers by creating a project from the Project Center or by

any PWA user using a Project Initiation Form.

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Functionality

Will contain the fields identified below

Will be divided into three tabs: Request Details, Strategic Alignment and Review

o Request Details tab will include all fields describing the request

o Strategic Alignment tab will include all drivers and access to the Strategic Alignment and Risk calculators

o Review tab will allow the documentation and tracking of the outcome of the project request approval

process

Will include connections to two calculators. The outcome of the calculators will automatically select the

appropriate Driver on the Strategic Alignment tab

Will utilize four Statuses to track and report on form progress: Draft, Submitted, Rejected, Approved

Will permit the user to save the form in a draft status prior to submitting

Will act as an historical record of all submissions

Will create a project using the Enterprise Project project type upon Approval. Project will include data from the

Initiation form as noted in following table.

Will utilize values from Project Server where available (Drivers, related ECFs such as Department, etc) for ease of

maintenance

Will be printable

Security and Access

May be created by any PWA user

May only be edited by the creator and administrator

May be viewed by all users

May only be deleted by administrator

Will be accessed by a tile on the PWA Homepage, in the place of the current Training Materials tile.

Pages and Views

The Project Initiation Form will consist of a landing page containing a button to create a new Initiation Form and a

list view web part.

Four views will be available: All forms , By Status (default view), By Requester, My Requests

o All Forms view will display all forms without groupings or filters. Columns will include:

Project Name

Program

Requester

Project Sponsor

Requester Department

Request Date

Estimated Annual Benefit

Budget

Fiscal Year

Non-Discretionary

Status

Proposed Start Date

Proposed Finish Date

o By Status view will display forms grouped by the Status field

o By Requester will display forms grouped by the Requester

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Request Form Fields and Mapping to Project

Field Name Data Type Required Data Source Project Field

Project Name * Text Yes

Project Sponsor * Single-select drop down Yes Project "Sponsors" Lookup Table Project Sponsor

Program Single-select drop down Yes Project "Programs" Lookup Table Program

Project Class* Single-select drop down Yes Project "Project Classes" Lookup Table

Non-discretionary? Single-select drop down Yes, No Non-Discretionary

Requester * People Picker (single selection, user only)

Yes Active Directory

Requester Department * Single-select drop down Yes Project "Clients" Lookup Table Client

Requester Phone * Text Yes

Request Date * Date Yes

Brief Description of Project * Note: If Non-Discretionary please explain why.

Text (multi-line) Yes Description

Business Need/Problem Being Addressed *

Text Yes Business Need

Proposed Start Date * Date Yes Proposed Start Date

Proposed Finish Date * Date Yes Proposed Finish Date

Budget: Under $50,000, 50k-100k, over 100k *

Single-select drop down Yes Project "Project Sizes" Lookup Table (To be created)

Project Size

Estimated Annual Benefit Cost Yes - If Non- Discretionary is “No”


Fiscal Year* Single-select drop down of numbers Yes Project "Fiscal Years" Lookup Table (To be created)

Fiscal Year

Status Text (Systematic). N/A Determined by workflow. Defaults to Draft. May also be Submitted, Approved, Rejected

SAS Score * Number Yes Outcome of SAS Calculator SAS Score

Strategic Alignment Driver

RISK Score * Number Yes Outcome of Risk Calculator Risk Score

Risk Driver

{Driver Names}* Single-select drop down Yes From Project Server Driver Database Strategic Drivers

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{Driver Descriptions} Text Yes From Project Server Driver Database

Project Manager Assigned* People Picker, single selection, users only (limited scope)

Yes – at approval

From Project Managers (Project Web App Synchronized) security group

Owner

Project Start Date* Date Yes – at approval

Start

Project Type* Single-select drop down. Default to Enterprise Project project type

Yes – at approval

From Project Server list of EPTs. Note: currently only two EPTs are defined Enterprise Project and SharePoint Tasks LIst

{EPT}

Rejected Reason Text (multi-line) Only editable by Approver/Joe. Utilized in Rejection email.

Project ID Text. ID of project that was created.

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Strategic Alignment Calculator Business Requirements The existing Strategic Alignment Calculator Excel spreadsheet provided by PGW will be recreated as an interactive web application.

Calculator will be available as a stand-alone web form or accessed from within the Project Initiation Form.

All Categories, Strategic Options and weightings will be configurable by PGW administrators

Categories and Strategic Options must utilize an Active/Inactive status to display only current values in calculator. Inactive values will be available

for historical reference

Views must be available for administrators to ensure that active weightings total 100% in each category

Selections and SAS Score from the Calculator will be stored for historical purposes

A landing page will be provided for users to access saved SAS Results

The form will be printable

If accessed from the Project Initiation form, the total SAS score will be populated on the Project Initiation Form. This value will also be utilized in

the Project Initiation workflow to populate the SAS Score ECF and the related Strategic Alignment driver.

Calculations are as follows:

o Category Scores = Total of Selected “Strategic Options” x Category Weighting

o SAS Score = Total of all Category Scores

A Visual wireframe will be created

Technical requirements will be gathered for the application

Risk Assessment Calculator Business Requirements

The Risk Assessment Calculator Excel spreadsheet will be created as an interactive web application.

This will be available as a stand-alone web form or accessed from within the Project Initiation Form.

All Risk Categories, Risk Values and weightings will be configurable by PGW administrators

All Risk Categories and Risk Values must utilize an Active/Inactive status

Results from the Calculator will be stored for historical purposes

A landing page will be provided for users to access saved Risk Assessment Results

The form will be printable

If accessed from the Project Initiation form, the total Risk Score will be populated on the Project Initiation Form. This value will also be utilized in

the Project Initiation workflow to populate the Risk Score ECF and the related Risk driver.

Project Governance and Workflow

Project Initiation Workflow

Project Initiation forms will utilize a SharePoint workflow with the KwikPMO Create Project action and follow this process:

1. Upon creation, requestor/submitter may save the form in a Draft status.

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2. When the requestor/submitter submits the form, the Status is set to Submitted and an email notification of the submission is sent to the

approver.

3. If the approver rejects the Initiation form, the form status is set to Rejected and an e-mail notification of the rejection is sent to the Requestor

and Sponsor and includes the rejection reason. The form is saved for historical reference.

4. When approved:

Form status is set to Approved

Project is created in PWA based on the value Approver selected in Project Type field on Initiation form

E-mail notifications to the Requester, Sponsor and Project Manager will be sent

Corresponding Project ID is set on the form

Form is saved for historical reference.

Project Workflow Requirements

All projects will utilize a standard project server workflow to ensure compliance and data integrity.

When a project is created in PWA, either manually through the Project Center or by the Project Initiation form process, the project will start in the

Define stage of the Initiate Phase.

All required fields with the exception of Committee Date, Outcome and Reviewing Committee will be required to enter the Select stage

Committee Date, Outcome and Reviewing Committee will be required to move into Analysis phase

Strategic Drivers must be selected by the Select stage, including the SAS and Risk scores.

IT PMO leadership will update projects with the outcome of Committee and any related Committee comments

o If Committee results are Deferred, project remains in Select stage

o If Committee results are Cancelled, project moves to Cancelled stage

o If Committee results are Approved, project moves to Analysis phase. Committee Date, Outcome, and Reviewing Committee fields must

be completed to move to the Analysis phase.

Email notifications will be sent to Project Managers after the results of Committee are submitted.

If at any time in the process the Inactive Status is set to Cancelled, the workflow will move to the Complete – Cancelled stage.

Projects may be placed in On Hold status and resume process flow.

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The following Phases and Stages will be configured:

Workflow Phases

Stages Email content Required Fields to enter stage

Outcomes PDP Displayed Read-only content Notes

Initiate Define Email notification sent upon moving to Select

Initiate Select Email sent to PM notifying of Committee outcome

Project Name Start Date Owner (Project Manager) Project Sponsor Client Project Sponsor Description Project Size Project Class Project Budget Type Fiscal Year Payback Proposed Cost Proposed Start Date Proposed Finish Date SAS Score Risk Score

Approved (move to Analysis)

Rejected (move to Cancelled)

Deferred (remain in this stage)

Project Details

Strategic Drivers

Schedule

Project Details

Strategic Drivers *Required completion at this stage

Schedule

Analysis Analysis Committee Outcome Committee Date

Project Details

Strategic Drivers

Schedule

Committee Outcome, Committee Date, Proposed Cost

Design Design Project Details

Strategic Drivers *Read only at this stage

Schedule

Build Build Project Details

Strategic Drivers *Read only at this stage

Committee Outcome, Committee Date, Proposed Cost

Committee Outcome, Committee Date,

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Schedule Proposed Cost

Test Test Project Details Committee

Strategic Drivers Outcome,

*Read only at this stage Committee Date,


Implement Implement Project Details Committee

Strategic Drivers Outcome,

*Read only at this stage Committee Date,


Complete Complete Project Details All workflow

Strategic Drivers controlled fields

*Read only at this stage and drivers

Schedule Complete Cancelled Project Details All workflow Projects can be moved to

Strategic Drivers controlled fields Cancelled either if

*Read only at this stage and drivers Rejected at Committee,

Schedule or if Inactive Status = Cancelled at any time

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PGW Project Governance Workflow

REQUEST Initiate Phase: Define stage

Initiate Phase: Select stage

Analysis

(Additional Phases)

Complete

Any PWA user creates

DRAFT Project Initiation form in PWA

Project Manager or

Portfolio Manager creates Project from PROJECT

CENTER

Requestor notified by email of denial and

reason.

Email notification sent to Sponsor, Requester and Director of IT PMO

with link to form

Denied

Director IT PMO

Approved?

Approved

Project

Manager and Start date Assigned

Conduct Portfolio Analysis

Review with Committee

Joe/Eloise update

Project with

Committee Results

and SUBMIT project

to next stage

YES

Committee

Results

APPROVED

PM Notified of

outcome via email

NOTE: If result is

Deferred project

remains in SELECT

stage

Project Manager

notified of new Project

Establish Schedule and/

or Resource Plan

Enter Drivers

Enter Proposed COST

Create Business Case and

Charter

REJECTED

Adhere to PGW Project Methodolo gy for

remaining phases:

Design

Build

Test

Implement

End of Request Workflow - Request Form Status =

Rejected

If Inactive Status field = Cancelled project will bypass approval

and move to Cancelled stage upon workflow Submission.

COMPLETE

CANCELLED

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Project Level Custom Fields

The following new Custom Fields will be created to contain data from the Initiation Form:

Field Label Field Type Required

Business Need Multi-line Text At Define stage


Cost

Project Size Single-select from Project Sizes lookup table Note: Lookup Table to be created

At Define stage

Fiscal Year Single-select from Fiscal Years lookup table Note: Lookup Table to be created

At Define stage

Non-Discretionary Single-select drop down from Yes/No Lookup Table At Define stage

Proposed Cost Cost At Define stage

Proposed Start Date

Date At Define stage

Proposed Finish Date

Date At Define stage

Payback # years

Number At Define stage

SAS Score Number At Define stage

Risk Score Number At Define stage

Committee Date Date At Select stage

Committee Outcome

Single select from “Committee Outcome Values” Lookup Table At Select stage

Reviewing Committee

Single select from “Committees” lookup table At Select stage

Committee Comments

Multi-line Text

Spending Expiration Date

Calculated

Calculation: If Project Budget Type = Capital, display 8/31/FiscalYear+1; If Project Budget Type = Operating, display 8/31/ FiscalYear. Example: If project has a Project Budget Type of Capital and a Fiscal Year of 2015, Spending Expiration Date be 8/31/17. If the Project Budget Type was Operating the Spending Expiration date would be 8/31/16

Lookup Tables

The following Lookup Tables will be created:

Lookup Table Name Field Type Field Values

Project Sizes Text Under $50,000 $50,000-$100,000 Over $100,000

Fiscal year Number 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025

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Committee Outcome Values Text Approved Deferred Rejected

Committees Text Local Steering Committee Enterprise Strategic Planning Committee

Project Detail Pages (PDP) A new Project Detail Page will be utilized for all Enterprise Projects

Display link to Project Initiation form that created the project

Fields will be grouped in associated sections and columns, as shown in the mockup below:

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Project Prioritization and Portfolio Analysis PGW would like to implement the Portfolio Analysis functions of Project Server. Four components will be configured for

this:

Driver Library

Prioritization Process

Strategic Alignment PDP

Portfolio Analysis Views

Driver Library PGW has selected drivers that align with corporate initiatives.

Drivers will not currently be Department-specific

Driver Name Description None Low Moderate Strong Extreme

Time to Overall project 1 year or more 9-12 months 6-8 months 3-5 months 0-2 months Market duration from project

start to implementation

Lifecycle Maintain critical No lifecycle Should be Must do for Replacement infrastructure to replacement done to meet continued

ensure safety, requirement ongoing support of a

reliability and support support critical system

Consumer Improve consumer Does not Small Moderate High increase Extreme Satisfaction satisfaction through impact increase in increase in in consumer increase in

implementing consumer consumer consumer satisfaction consumer

standardized customer service

satisfaction satisfaction satisfaction satisfaction

processes, grow the number of customer service relationships

and improve the

nature of each relationship

Project Risk Level of risk as determined by the

131 and higher 101-130 61-100 31-60 0-30 risk factor

Risk Calculator Improve Implement process Reduce Reduces Reduces Reduces Reduces Product improvements and defects by less defects by defects by up defects by up defects by Quality best practices in order than %5, or up to 10%, to 15%, or to 20%, or more than

to improve product attains a or attains a attains a attains a 20%, or attains

quality, as measured service-level service-level service-level service-level a service-level

by SLA levels agreement of 90% or less

agreement between

agreement between 95%

agreement between 97%

agreement of 99% or more

90% and and 97% and 98% 95%

Improve Implement approved No Small Moderate Significant No employee morale-boosting improvement improvemen improvement improvement improvement work life techniques in order to in employee t in in employee in employee in employee

measurably improve work life employee work life work life work life

employee work life work life

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Driver Name Description None Low Moderate Strong Extreme

Standardize Implement a library of Does not Improves Improves Improves Improves and standardized functions improve process process cycle process cycle process cycle streamline across processes, in process cycle cycle time time for up to time for up to time for more cross- functional

order to reduce the cycle time of

time for any processes

for up to 2 processes

3 processes 4 processes than 5 processes

processes processes across the organization as a

whole and increase

consistency in operations

Expand into Expand revenue Does not grow Grows Grows Grows Grows new markets growth aggressively by revenue from revenue revenue from revenue from revenue from and segments penetrating new any markets from new new markets new markets new markets

markets and and segments markets and and segments and segments and segments

expanding reach to segments of

segments by up to $100k

by $100k- $500k

by $500k-$1M by more than $1M

penetrated markets Financial Level of financial Indirect Low Moderate Strong Significant Benefit impact or number of impact/benefit financial financial financial financial

years for Simple difficult to benefit or benefit or benefit or impact or

Payback quantify or Simple Simple Simple Simple

Simple Payback is Payback is 2-3 Payback is 1-2 Payback is less

Payback is more than 5

more than 3-4 years

years years than 1 year

years Strategic Project alignment with 0-20 21-40 41-60 61-80 81-100 Alignment corporate goals and

strategic metrics as

determined by the Strategic Alignment Calculator

Driver Prioritization Default Driver Prioritizations will be configured during a training session after implementation of the drivers. Additional

prioritizations will be conducted on an as-needed basis by Portfolio Managers. Department filtering is not necessary as

Drivers apply to all projects and departments. PGW will use the Calculated method of prioritization as an existing

prioritization model does not currently exist.

Portfolio Analysis Portfolio Analyses will be utilized on a monthly basis for Steering Committee meetings and twice a year (September and

March) for Capital or Operating Budget announcements.

Proposed Cost will be the primary Cost Constraint value. Total Cost may be used as a secondary constraint.

Views

The following views will be created for Selecting Projects for the Analysis:

Projects in Select Phase

Projects by Phase

Projects by Project Budget Type

Projects by Non-Discretionary

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Columns in these views will include Project Name, Department, Budget Type, Client, % Complete and Duration, Non-

Discretionary

The Summary view for Portfolio Analysis will be modified to include Start, Finish, Project Budget Type, Non-Discretionary

flag, Proposed Cost, % Complete, Duration.

Security The existing Portfolio Managers group will be the only group able to perform Portfolio Analyses, Define Drivers and create

Driver Prioritizations

Members of the Portfolio Managers group will be required to update projects with the results of Steering Committee

meetings. Therefore, this group must be updated to allow editing and saving of projects

The existing Active Directory group that populates the users in the Portfolio Manager security group must be updated to

include Eloise Young

Project Site Requirements The Project Phases web part must be updated to utilize the Workflow Phases

Testing Requirements All workflows, forms, views and configuration settings will be Unit tested by in the Development environment.

User Acceptance Testing will be conducted by designated testers at PGW prior to rollout to Production.

Training Requirements Both Project Manager and Administrator training will be conducted.

Project Managers will need training to understand and utilize the new Strategic Alignment and Risk Calculators as well as

how to move projects through the complete project lifecycle.

Administrators will need to understand how Project Initiation Form and Workflows are configured as well as how to restart

and move projects to a particular stage within a workflow.

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Implementation Requirements and Impacts

Requirements Changes to Production will be scheduled per PGW requirements. These changes will include:

Upload and activate Project Initiation Solution

Upload and configure Project Server Workflow

Create Custom Fields, PDP, Workflow Phases and Stages

Create Project Center and Portfolio Analysis views

Impacts Projects in-progress will be impacted by this rollout. The following impacts are:

All Projects currently in Initiation will need to be set to the appropriate Define or Select Phase. All required fields

and drivers will need to be completed.

Projects in existing Phases will need to be move to the appropriate workflow phase.

Out of scope: PGW Project Methodology documentation should be updated to include the new Define and Select Phases

and revise the Initiate phase to exclude Defining project scope and size, Business need and justification, Executive sponsor

and Steering committee approval.

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