PMO Toolkit Training Presentation Eva June2014 v2
-
Upload
jitendra-sutar -
Category
Documents
-
view
220 -
download
0
Transcript of PMO Toolkit Training Presentation Eva June2014 v2
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
1/32
Project Management Office (PMO)Overview
DOM Administration Grand RoundJune 17, 2014
Lori Siracusa
Senior ITS Project Manager
Boston Medical Center
Project Management Office (PMO)
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
2/32
| 2
Project Management Office: Purpose
The BMC PMO is a dedicated business unit, which defines and maintains standards forproject management within the organization
The primary goal of BMC PMO is to achieve benefits from developing and followingstandardized project management policies, processes and methods
Projects and project management are carried out in an environment broader than that ofthe project itself
The project management team must understand this broader context so it can select thelife cycle phases, processes, documents and tools that appropriately fit the project
Project management is the discipline of planning, organizing, motivating, and controllingresources to achieve specific goals, related to managing and implementing projectswithin the organization
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
3/32
| 3
The BMC Project Management Office provides a standardized approach to identify,
prioritize, and successfully execute a project portfolio. Project management leadership
is responsible for establishing and implementing best practices to encourage
collaboration, standardization, and overall improvement to managing and prioritizingprojects. The primary focus is to manage and control projects to ensure they are
implemented on schedule, within scope, and budget.
Goal: Complete a successful project for our customers!
Project Management Office: Mission Statement
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
4/32
| 4
Project Management Office: Organization
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
5/32
| 5Boston Medical Center - Proprietary & Confidential
Project Management Office - Governance
ITS Prioritization Committee: Meet Bi-Monthly
Key strategic and policy decisionsapproach, direction, priorities, rules, governance
Implementation, oversight and conflict resolution
Strategic level coordination among BMC entities
Committee Members: BMC Vice Presidents
o Clinical Physician, Clinical Nursing, Financial, Strategic, Operations, Information
Technology Services
ITS Internal Governance Committee: Meet Weekly
Affinity groups formed to research key issues
Champions from functional area working groups to drive development of business cases
Implementation of decisions made by Operations Group
Liaison to end users
Approved VP Projects review of required resources/timelines
Project Phase Change Requests (e.g. Assessment to Planning)
Committee Members:
o IT Directors, IT Leadership, PMO Staff, other ITS staff as needed
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
6/32
| 6Boston Medical Center - Proprietary & Confidential
Project Management Office - Governance
ITS InternalGovernance
Committee
End User
Workgroups
ITS DirectorMonthly Roadmap
Weekly Roadmap
ITS Prioritization
Committee
Chair and Facilitator
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
7/32| 7
Project Manager Assignment Criteria
Project Size: Small Project: 5 to 25 FTE days
Medium Project: 26 to 75 FTE days
Large Project: 76+ FTE days
Timeline: Project defined start and end date
Exception Criteria: Several of these should be met to drive the assignment of a PM (subjective decision)
Characteristic Analyst as PM or Project Lead PMO Project Manager
Predictability Highly Predictable Constantly changing or evolving
Vision of what lies ahead Clear Cloudy
Activities / Tasks Standard, documented Flexible, non-documentedActivity durations Known, low uncertainty Unknown or unclear
Confidence in deadlines High Moderate to low
Complexity Managed Evolving
Issues / Risks Known, seen before Unknown, evolving, not seen before
Resources Allocated/Available/Same group:team Resource conflicts probable;
Spans multiple group:teams or departments
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
8/32
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
9/32
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
10/32| 10
Example Where Project Manager NOT Assigned
Problem Statement:Portal 1.0 due to its use of SSO does not allow users at BMC public computers to access the portalsdashboards and reports. In addition, the loss of the consultants who wrote 1.0, has caused us to rebuildas to allow for the access above and ongoing support
Name Role Group: Team Level of Effort
Matthew Ellis Team Lead Enterprise Analytics, Reporting 120
Andy Hagel .NET Web Developer Web Team 416
Eva Koppera Reporting Administrator Enterprise Analytics, Reporting 40
Costs: NoneNo server costs, no consultant costs
Resources:
Challenges: Beta Sign-Off
Timeline:12-Oct 12-Dec 02/21/13 03/21/13
-
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
11/32| 11
Why Projects Fail?
The following is a list of primary project failure causes:
Poor Planning
Unclear Goals and Objectives
Objectives changing during the project
Unrealistic time or resource estimates
Lack of executive support and user involvement
Failure to communicate and act as a team Inappropriate skills
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
12/32| 12
Project Life Cycle: Overview
Traditional project management life cycle consists of a number of phases
Regardless of the methodology or terminology used, the same basic managementprocesses are utilized
Connects the beginning of the project to its end completion
PMO utilizes 6 basic phases to direct and control projects:
o Request
o Assessment
o Planning
o Implementation
o Go Live
o Closure
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
13/32
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
14/32| 14
Project Life Cycle: Generic Life Cycle Structure
Typical Cost and Staffing Levels Across a Generic Project Life Cycle Structure
Projects vary in size and complexity, but can be mapped to this generic life cycle structure
Referenced when communicating to upper management or others less familiar with project details
High level view provides common frame of reference for comparing projects
Does not apply to all projects
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
15/32
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
16/32
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
17/32| 17
Assessment
Project Document Lifecycle
Request
Planning
Implementation
Go Live
Project Closure
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
18/32| 18Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
Project Request
Initiation
Roadmap AbbreviatedPresentation
(Request to Assessment)
Request
Project Request: The ServiceNow PPM module is the mechanism used to Request an ITS project Pertinent information is to be completed on the request form, for submittal to the ITS PMO
Initiation*: This tool initiates the process of data gathering and refining the core project information
such as the problem statement, goal, known constraints and dependencies along with anyidentified risks/concerns.
Roadmap Presentation (Based on Phase): This document is a means of requesting to move the project through the Project Lifecycle
Phases and request resources. Upon completion of the document, it is subsequently submitted to the PMO to be
reviewed and included in the next Roadmap Meeting.
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agreewith the content of the document.
ProjectDocument Lifecycle
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
19/32| 19
Charter (start) - large projects only
Budget/Costs - Detail (Start)
Communication Plan (Start)
Scope (Start)
Assessment
Project Plan (Start)
Timeline (Start)
RAID or RACI (Start)
Functional Requirements (Start)
Technical Requirements (Start)
Roadmap Abbreviated
Presentation: (Assessment to
Planning)
Assessment
Charter*:Cornerstone of the project
Lays the groundwork for informed decisions and planning regarding projectdirection, outcomes, and delivery
Managing expectations of all project stakeholders Formal commitment between the Executive Sponsors, the Steering Committees, the Project
Manager and the Project Core team
Budget/Costs: Record and track the project related capital and/or operational expenses Forecast future operational costs
Communication Plan*: Methods and processes for communicating the needs and issues surrounding the project Composition and meeting structure for project related items are defined Storage and distribution of project related documentation
ProjectDocument Lifecycle
Scope:* Most critical document of any project Scope of the project is documented and Scope Change Management is defined Agreement between all the parties involved on what will and will not be addressed in the
solution of the Problem Statement
Assessment*: First stage of developing project requirements
Define scope Document assumptions Identify risks Document workflow
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agreewith the content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
20/32| 20
Charter (start) - large projects only
Budget/Costs - Detail (Start)
Communication Plan (Start)
(Scope Start)
Assessment
Project Plan (Start)
Timeline (Start)
RAID or RACI (Start)
Functional Requirements (Start)
Technical Requirements (Start)
Roadmap Abbreviated
Presentation: (Assessment to
Planning)
Assessment
Project Plan/Timeline (software tool preference):MS Project: Detailed work breakdown structure Task tracking for to include, but not limited to:
Task Name, Duration, Start, Finish, Predecessors, Resource Names, % Complete.Excel:
High level or detailed timeline Tasks can be customized to include, but not limited to:
Task name, Resources, Planned Start, and Target Finish
ProjectDocument Lifecycle
RAID (Risks, Action, Issues, Decisions): Log to identify and track severity, mitigation plans, owner and disposition
RACI (Responsible, Accountable, Consulted, Informed): Inventory of project deliverables Disposition per deliverable monitored
Functional Requirements: Detailed listing of the operational characteristics:
Workflow Application
Technical Requirements: Non-functional requirements:
Technical designs Technical specifications
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with thecontent of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
21/32
| 21
Planning
Charter (finish) - large projects only
Budget/Costs - Detail (Complete)
Communication Plan (Refine)
Executive Summary (Start)
Scope (Complete)
Scope Change Management (Start)
Recommendation or Proposal
Project Plan (Refine)
Timeline (Refine)
RAID or RACI (Refine)
Testing Plan Strategy (Start)
Training Plan Strategy (Start)
Functional Requirements (Complete)
Technical Requirements (Complete)
Roadmap Presentation: Planning to
Implementation
KickOffPresentation
Executive Summary*:
Report for Sr. Leadership and Governance, summarizing the following: Overall Goal Objectives Proposed Solution Scope Risks/Concerns Timing Resources
Recommendation or Proposal*: Result of the assessment, not the final design High level proposal to highlight main areas of project
Scope Change Management*: Utilized once scope is finalized and there is a change in scope:
Primary scope control for a project Lists the changes and impacts upon the defined scope of the project Approval and Sign off required by project leadership
ProjectDocument Lifecycle
Testing Plan Strategy*: Outline of how testing will be performed, verified and documented
Training Plan Strategy*: Defines all the aspects of training required for the implementation of the project
Kick Off Presentation: Presentation of the proposed solution, strategy, process, and timeline
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with thecontent of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
22/32
| 22
Communication Plan (Complete)
Executive Summary (Complete)
Scope Edits (Change Mgmt
Required)
Project Plan (Refine)
Timeline (Refine)
RAID or RACI (Refine)
Testing Plan Strategy (Complete)
Training Plan Strategy (Complete)
Go Live Readiness (Start)
Go Live Checklist (Start)
Implementation
Go Live Readiness*: Highlights all items for Go-Live: Staff to support Go Live Environment for go-live
Note: Check off items and sections can be customized based on project deliverables.
Go Live Checklist*:Itemized plan for the Go-Live event consisting of:
Pre Go-Live Go-Live Post Go-Live
Detailed tasks: Responsible party Dates, times, and duration Task status
Note: The checklist can be customized based on project deliverables.
ProjectDocument Lifecycle
*Gathering the desired signatures when these documents are complete ensures key project members are all aware andagree with the content of the document
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
23/32
| 23
Request Assessment Planning Implementation Go Live
Project Request
Initiation
Charter (start) - large
projects only
Charter (finish) - large
projects only
Budget/Costs - Detail
(Start)
Budget/Costs - Detail
(Complete)
Communication Plan (Start)
Communication Plan
(Refine)
Communication Plan
(Complete)
Executive Summary (Start)
Executive Summary
(Complete)
Scope (Start) Scope (Complete)
Scope Edits (Change Mgmt
Required)
Assessment
Recommendation or
Proposal
Project Plan (Start) Project Plan (Refine) Project Plan (Refine) Project Plan (Refine)
Timeline (Start) Timeline (Refine) Timeline (Refine) Timeline (Refine)
RAID or RACI (Start) RAID or RACI (Refine) RAID or RACI (Refine) RAID or RACI (Refine)
Testing Plan Strategy
(Start)
Testing Plan Strategy
(Complete)
Training Plan Strategy
(Start)
Training Plan Strategy
(Complete)
Functional Requirements(Start)
Functional Requirements(Complete)
Technical Requirements
(Start)
Technical Requirements
(Complete)
Go Live Readiness (Start) Go Live Readiness (Complete)
Go Live Checklist (Start) Go Live Checklist (Complete)
Roadmap Abbreviated
Presentation:
Request to Assessment
Roadmap Abbreviated
Presentation:
Assessment to Planning
Roadmap Abbreviated
Presentation:
Planning to
Implementation
Kick Off Presentation
No Additionaldocumentsintroduced
ProjectDocument Lifecycle
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
24/32
| 24
Project Closure
Project Plan (Complete)
Timeline (Complete)
RAID or RACI (Complete)
Lessons Learned
Project Closure and Acceptance
Lessons Learned*:Review of the successes and short-comings in the project
Learn from and improve the project management process
Project Closure and Acceptance*: Agreed upon project deliverables and requirements have been satisfied Exceptions they are noted along with their planned disposition Project summary for historical purposes Summarizes the ongoing operations and support of the solution moving forward
ProjectDocument Lifecycle
*Gathering the desired signatures when these documents are complete ensures key project members are all aware and agree with the
content of the document.
Ongoing Documents: Contact List, Sign In Sheet, Meeting Agenda, Meeting Minutes, Status Report, Resource Tracking
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
25/32
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
26/32
| 26
PMO Toolkit and Document Lifecycle Summary
The ITS PMO Toolkit and Project Document Lifecycle were developed to assist themanagement of ITS projects
The templates are guides to standardize project activities
Project managers and leads should become familiar with the toolkit and incorporate
these templates into their project management activities
The templates use the < and > symbols to note whenever a project specific entryshould be added
Not all projects require all templates, however, all projects should minimally include:o Scope
o Timeline
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
27/32
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
28/32
| 28
PMO Toolkit Project ExampleObservation Unit Development: Scope
Proposed SolutionHardware (PCs/Printers):
Upgrade existing hardware residing in Menino 2; designate additional downtime machine
Communications/Phones:
Utilize existing phones in Menino 2; non bay areas
Utilize interpreter phone for interpreter and regular phone needs in bay areas
Implement separate paging system; provide paging quote; implement upon approval
Install new wall phones
Lab: Location/unit/bed/printer label printing
Interface(s): Build translate table
Data Warehouse: Add the obs unit to the Emergency Department section of the Nursing Dashboard and
for reporting
Clinical Nursing Documentation:
SCM Assessment - leverage existing SCM documents; modifications will be required (functional spec)
SCM Flowsheet - leverage existing standard document; no edits required
Clinical Physician Documentation:
SCMLeverage existing SCM documents; no edits required
Order SetsLeverage existing; no edits required
Bedboard: Add to the Menino Campus; Menino 5WICU column; no overflow requirements
IBEX: Edits to admission request screen to include a new status and service
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
29/32
| 29
PMO Toolkit Project Example
Name Role Group: Team Level of Effort
Silvia MacMurdo Lab App/Dev:Ancillaries 6
Lisa Selig Downstream Systems App/Dev:Business 3
Bill Scott Web Design App/Dev:Development 10
Kate Jones Web Design App/Dev:Development 50
Lucas Nyman Application Analyst - EHR App/Dev:EHR 80
Thomas Lau Application Analyst - EHR App/Dev:EHR 10Geoff Fallon Functional Mngr - EHR App/Dev:EHR 20
Ethan Lew Technical Design App/Dev:EHR 40
Tim Donovan DBA App/Dev:Integration 5
Donna Whitmore Interface Engineer App/Dev:Integration 5
Bridget Wagner Data Warehouse CI:Data Warehouse Dev 1
Eva Koppera Data Warehouse CI:Reporting&Analytics 32
Chris Hussey Hardware Field Services: 20
Tom Maher Communications Infrastructure: 25
Lori Siracusa Project Manager PMO:PMO 60
Resources
Timeline
11/26/12 1/8/13 2/27/13
Assessment/Planning Implementation
Observation Unit Development: Timeline and Resources
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
30/32
| 30
PMO Toolkit Project Example
Year 1 Year 2 Year 3 Total
1. Hardware 34,418$ -$ -$
a) Hardware -$ -$ -$ -$
b) Infrastructure -$ -$ -$ -$
c) Implementation 34,418$ -$ -$ 34,418$
2. Software -$ -$ -$
a) Software -$ -$ -$ -$
b) Implementation -$ -$ -$ -$
3. Other 47,500$ -$ -$
a) Consultants 5,625$ -$ -$ 5,625$
b) IT Resources 41,875$ -$ -$ 41,875$
Totals 81,918$ -$ -$ 81,918$81,918$ 81,918$
Year 1 Year 2 Year 3 Total
1. Hardware -$ -$ -$
a) Hardware -$ -$ -$ -$
b) Infrastructure -$ -$ -$ -$
c) Consultants -$ -$ -$ -$
2. Software -$ -$ -$
a) Software -$ -$ -$ -$
b) Consultants -$ -$ -$ -$
3. Other -$ -$ -$
a) Maintenace/Support -$ -$ -$ -$
b) Training -$ -$ -$ -$
c) Implementation -$ -$ -$ -$
Totals -$ -$ -$ -$
-$ -$
Year 1 Year 2 Year 3 Total
1. Hardware 34,418$ -$ -$ 34,418$
2. Software -$ -$ -$ -$
3. Other 47,500$ -$ -$ 47,500$
Totals 81,918$ -$ -$ 81,918$
81,918$ 81,918$
PROJECT COSTS PROJECT COSTS PER YEAR
Cumulative Total
OPERATING COSTS OPERATING COSTS PER YEAR
Cumulative Total
Cumulative Total
CAPITAL COSTS CAPITAL COSTS PER YEAR
Observation Unit
Non-IT: $34,417 (WOWs, paging system; move&secure doors; airphone-unit access) Funding: NursingIT: $ 4,500 (Consultant hours45 @ $100; included above) Funding: IT Operations
Observation Unit Development: Budget/Costs Detail
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
31/32
| 31
PMO Overview - Review
1. Where can you find the purpose/role of the Project Management Office Team?
2. How many phases in the Project Lifecycle?
3. Does the Assessment Phase come after the Implementation phase?
4.Name the phases in the Project Lifecycle?
5. Benefits of engaging the Project Management Office
6. Purpose of PMO Toolkit documentation?
7. Are all the documents in the PMO Document Lifecycle required for each phase?
8. How many ITS Governance Committees are established at BMC?
9. What is the first Step to request a project?
10. What is the most important project document in the PMO Document Lifecycle?
Request Assessment Planning Implementation Go Live Project Closure
Six
In the Mission statement!
Coaching Services; Standardized Toolkit; Proven track record
No!
Standardization across project lifecycle
No!
Two: VP Governance and ITS Internal Governance!
Complete and submit the Request form in ServiceNow!
Scope!
-
8/10/2019 PMO Toolkit Training Presentation Eva June2014 v2
32/32