department of human services project management

Department of Human ServicesProject Management Office

Project Initiation

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Agenda Items

Background - Project and Project Management

What is Project Initiation Inputs – Business CaseProcess OverviewOutputs - Project Charter

Help and References

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Training Goal

To understand the Initiation process, it’s purpose and benefits.

To learn enough about the process to begin using it.

To know where you can access the process and any of the supporting materials.

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What is a Project?

Temporary endeavor with a beginning and an end.

Creates unique product, service or result.

Is progressively elaborated.

Obtains objective then terminates.

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What is Project Management

Application of knowledge, skills, tools, and techniques to project activities to meet or exceed stakeholder needs and expectations from a project.

The State of Oregon agencies agree to use the methodologies and processes developed and outlined by the Project Management Institute (PMI).

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Project Approach

Project Management

Approach(Participatory)

Project Manager

(Control with Fear)

v.s.School of ManagementSchool of Management

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Where Initiating Fits

Where BTM Fits

Initiate

Plan

Execute

Control

CloseStrategic

Tactical

Physical

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Where Initiating FitsL

evel

of

Act

ivit

y

Start FinishTime

Initiate

Execute

Close

Monitoring and Control

Plan

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What Initiation is and is not

It is launching a process that can result in the authorization and preliminary scope definition of a new project.

It is determining how much is known and committing resources to an appropriate course of action.

It is not completing a feasibility study, a preliminary plan, or some other equivalent form of analysis.

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Initiating Objectives

Obtain a common understanding of the issue to be resolved by a project/phase.

Provide clear and, as far as possible, measurable objectives that a project/phase must deliver based upon the business case.

(continued)

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Initiating Objectives (continued)

Provide the initial scope on which a project/phase will be planned.

Verify or obtain sponsorship, organizational commitment, and assign key leadership roles.

Obtain an initial agreement on how it will be planned and controlled.

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Potential Issues

Disagreement or dissatisfaction on what was to be delivered.

Inability to distinguish if the business issue/need has been resolved .

Inadequate, unknown, or unresponsive sponsorship and leadership direction.

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Potential Issues (continued)

Severe over planned or under planned project/phase.

Severe lengthening of time it takes to plan a project/phase.

Lack of acceptance by the community.

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Initiating Inputs

A Business Case

Historical Information if available Earlier phase of same projectFormer project charters Info from a similar projects

Stakeholders

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Initiating Inputs - Continued

Project Selection Criteria - to determine if the request should be managed as a project level of potential project complexity,

risk, size appropriate level of project management

needed

Strategic Plans: DHS Strategic Business Plan

DHS Information Resource (IRM) Plan

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DHS Business Case

Why do a Business Case?

Who is involved?

What are the key decision points?

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Initiating Process Overview

Inputs

Outputs

Quick Assessment

TechniqueDevelop Product Scope, Risks and Service Objectives

and Initial Project Organization2

Clarify the Business Concept/Objectives1

Outline Initial Membership,Resources and

Obtain Authorities fora Project/Phase

3

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Jointly performed by initial champions

- Sponsor & PM

1. Clarify the Business Concept

Establish a common Understanding Discuss, understand, and confirm the need Clarify -- what is the problem or issue Define in broad terms what the end result is to be. Clarify the understanding of the benefits – to the

customer, and/or a strategic plan. Do not ask the customer to fill out a form.

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Tips to uncovering and clarifying a need - ASK

BenefitsEnd ResultsNeed

Problem

What is it that you like about your solution?

What are the current problems that this solution will fix?

When we’re done, if we do it right, what will you have, what will be the effect?

What business purpose does the solution serve, what business functions, what business service?

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Assessment is early, with limited data, and the results

used to confirm understanding and determine initial levels of planning and controls needed.

Quick Assessment Techniques

The purpose of the Initiating Techniques is to assess and clarify: how much is known determine and agree upon the general size of the

project, and agree on the best approach - determine

amount of planning & controls, the potential project’s risks, required for this size of project.

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Two Quick Assessment Techniques

Business and Technical Complexity Assessment Provides a consistent way to uncover the known

and unknown complexities of a piece of work Provides the opportunity to quickly discuss and

obtain the results from various points of view.

Expert Judgment used in lieu of a complexity assessment, as long

as the expert(s) is recognized by the customer and organization as such.

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Business & Technical Complexity Assessment

Designed for a small group to take 15 minutes to complete.

21 business and technical complexity attributes are rated on a scale of one to five, or not applicable.

The rating are used to determine a business and technical complexity trend.

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Business Complexity Assessment

The

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Technical Complexity Assessment

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Determining a Trend

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Using the Results

BC = 5

TC = 3

Result - Potential High Complexity

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Extreme Trends

Low Complexity Trends

Medium ComplexityTrends

High ComplexityTrends

Hybrids Charterin

g

Using the Results for Chartering

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Jointly performed by initial champions

- Sponsor & PM

2. Initial Project Organization

Product Scope StatementProduct and Service ObjectivesProduct Scope Product RisksOther Related Projects

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3. Project Organization

The sponsor and project manager identify, negotiate, and agree upon:Who has ultimate authority of what’s being

developed?What’s the purpose of the ‘Project’?

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Obtain Authorities

The final activity - is to use the inputs from previous steps to obtain agreements on how the work should be managed.

The sponsor and project manager identify, negotiate, and agree upon:The level/selection of plans and controls Initial Project Leadership Team(s)Other groups involvement with the work

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Present the Concept for Go/No go

a planned work effort - of some type,

or to cancel or postpone the concept until a later

point in time.

The purpose of this step is either to get approval to move forward with:

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Present the Concept to Management

In some cases this may be an escalation of presentations to Business Management.

If project contains an IT component:A meeting with an OIS and Business

Manager.Than maybe -- OIS Exec Staff, Information Technology Governing

Council (ITGC).

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Output – Project Charter

Primary product objectives

Assumptions

Clear guidance on how the project

should be planned and managed

Constraints regarding scope, staffing,

scheduling, and management of the project.

Management approval given.

Project Leadership Team assigned.

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Obtain a common understanding of the business need and issue,

Provide the initial scope,

Commit resources,

Provide clear business objectives,

Obtain sponsorship, organizational commitment, and assign key leadership roles,

Obtain agreement on how the project will be planned and managed.

Initiation - Key Points

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Applicability of DHS Core Valuesto Project Management

Professionalism

Responsibility

Stewardship

Integrity

Respect

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Help and References

Available on the PMO Web site: Project Management Process Guide Initiating Templates Initiating Examples Initiating Technique - Assessmenthttp://www.oregon.gov/DHS/admin/pmo/

Contact the BPM for assistanceemail – Joan.H.Riley@state.or.usphone – 503-378-3355

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Additional Questions

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Please take some time for Class Evaluation!

Please fill out both sides.