ABC WEBSITE PROJECT MANAGEMENT PLAN

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ABC

WEBSITE

PROJECT

MANAGEMENT
PLAN




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Document Control

Document History

Version

Date

Author

Change Status

0.1

04/02/12

John Doe

First draft version

1.0

04/11/12

John Doe

First issued version


Distribution

Name

Title

Project Role

Review/
Approval

Dennis

Doe

Office of the Secretary

Project Sponsor

Approval

Peter Doe

Senior Technology Officer

Project Executive

Approval

Dan D
oe

AD, Web Communications

Project Team
Leader



Web

Approval

Susan

Doe

AD,
Security and Identity
Management

Project Team
Leader

-

Security

Approval

Jane

Doe

User Support Group

Project Team Leader
-

Support

Approval



Document Repository

All project documents referenced from this document can be found
in the SharePoint Folder
below, by filtering on the project name

https://link to document here
/





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Table of Contents

1

Pu
rpose of Document

................................
................................
................................
..............

5

2

Initial Business Case

................................
................................
................................
...............

5

2.1

Ba
ckground

................................
................................
................................
......................

5

2.2

Requirements & Objectives

................................
................................
.............................

5

2.2.1

Website Specifications:
................................
................................
.............................

5

3

Project Definition
................................
................................
................................
......................

6

3.1

Project Scope

................................
................................
................................
...................

6

3.2

Assumpti
ons

................................
................................
................................
.....................

6

3.3

Constraints

................................
................................
................................
.......................

6

3.4

Interfaces

................................
................................
................................
..........................

6

3.5

High Level

Project Budget

................................
................................
...............................

7

3.5.1

Capital Costs

................................
................................
................................
.............

7

3.5.2

Annual Operating Costs
................................
................................
............................

7

3.6

Success Criteria

................................
................................
................................
...............

8

4

Projec
t Approach

................................
................................
................................
.....................

8

4.1

Identify

................................
................................
................................
..............................

8

4.2

Plan
................................
................................
................................
................................
...

8

4.3

Execute
................................
................................
................................
.............................

9

4.4

Monitor and Control
................................
................................
................................
..........

9

4.4.1

Time Management

................................
................................
................................
....

9

4.4.2

Risk Management

................................
................................
................................
.....

9

4.4.3

Issues Management
................................
................................
................................
..

9

4.4.4

Decisions log

................................
................................
................................
...........

10

4.4.5

Lessons learned log

................................
................................
................................

10


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4.5

Close

................................
................................
................................
..............................

10

1.1.1

Lessons lear
ned Report
................................
................................
..........................

10

1.1.2

Project Closure Report
................................
................................
............................

10

1.1.3

Archive Project Artifacts
................................
................................
..........................

10

5

Roles & Responsibilities

................................
................................
................................
........

11

6

Governance Plan

................................
................................
................................
...................

12

7

Communication Plan
................................
................................
................................
..............

12

8

Project Schedule
................................
................................
................................
....................

13





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1

Purpose of Document

This project plan aims to be the one complete document to define all management aspects of
the
ABC Website

Project.

This document was created as part of the project
planning phase, and will be updated as
needed throughout the project, so that it is always current. Updates to this document will be
reviewed and agreed with the project owners at the end of each project phase, so that this
document continues to be accura
te and acts as the driver for the project, the reference point to
form the basis for its management, and the assessment of overall project success.

2

Initial Business Case

2.1

Background

The
ABC Management Board
has

responsibility for the general supervision of the programs and
operations of the
ABC
Company
. Full information can be found on the website
here
.

The
board meets

regularly throughout the year, and for each of these meetings, the meeting
agendas and minu
tes are currently being circulated via email.

The

ABC Management Board
,

has requested a standalone website be created, to post all
information relevant to the
ABC
Management
Board, and where
ABC
Board members can log in
and download meeting minutes, agenda
s
,

etc.

2.2

Requirement
s

& Objectives

The primary objective of this project
is to create and present a website that meets the following
specifications to the Office of the Secretary, who in turn will present to the
ABC Management
Board
, and will use to dissemi
nate information to them.

2.2.1

Website Specifications:



Need a secure authenticate
d

site which would give board members access to all public
information and private documents such

as meeting information etc.



For
ABC Management Board

site, meeting information wil
l be .pdf files, and t
he Office of the
Secretary

/
ABC Management Board

would like the ability to upload these themselves.



Would like URL to be:
abc_management_board.abc.com.



No content from IT Services
, all
content will be
from
ABC Management Board.



There are 10 different committees within the
ABC Management Board
, and not all have
access to all committee

information in the secure area.
Subsequently
, IT Security will need
to establish
some
access
permissions
and roles to content on

site.



The site will

contain highly sensitive data such as board member phone numbers and
addresses so will need very tight security. Thus it will have to be a totally standalone site
with standard headers and footers.


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Would like to go live in August, in time for September 1
2 meeting. Would like to test this
with materials from May 9 meeting to populate site.



All provisioning via
the Office of the
Secretary, no use of IT H
elpdesk for provisioning.
The
Office of the Secretary

will supply list of names.



Office of the Secretary

would like web analytics for this site (basic usage information only).



Site would require security audit logging
.



Of the total group of
ABC Management Board
members, about 10
-

20 are also on
the
Remote Location

Management
Board, so would be preferable to have them use their current
remote

login credentials
.



Would like the site to be completely self
-
service for everything except password resets
.



Search functionality as this would require authentication due to sens
itive natur
e of content,
and IT Services

does not have this functionality


low priority requirement.

3

Project Definition

3.1

Project Scope



To create and test a website as per the specifications below.



To provision website for
ABC Management Board

users
.



To train the Off
ice of the Secretary Staff and sub
-
committee staff in uploading materials



To implement support for all users.

3.2

Assumptions



IT Services

staff can be made available to work on this project in a timely manner
, in order
to have website ready for the Aug deadlin
e

3.3

Constraints



Would like to go live in August, in time for September 12 meeting. Would like to test this
with materials from May 9 meeting to populate site.

3.4

Interfaces



Computer
Directory

System
for
authentication

with
ABC Management Board.



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3.5

High Level
Project Budget

A breakdown of the high level project budget is given in the table below.

3.5.1

Capital Costs

IT Services

Group

Item

Quantity

Unit
cost

Estimated
Cost

Comments

Design and development

Licensing

100
users

$1

$
100



Design and development

Manager
Time

15

$
10

$150


Design and development

Designer Time

10

$
10

$
100



Design and development

Developer Time

20

$
10

$2
00



Design and development

Production Time

10

$10

$10
0



Design and development

System
Administration

35

$10

$3
5
0



Design and
development

Training Time

10

$10

$100



Security

Integration with
Remote Location

site

20

$1
0

$20
0

Optional, though
highly
recommended

Security

Setup for security
monitoring

30

$10

$
30
0





Total Capital Costs





$1
,
60
0



3.5.2

Annual Operating Costs


IT
Services

Group

Item

Quantity

Unit
cost

Estimated
Cost

Comments

Design and development

Server

1

$1
0

$1
0



Design and development

Database

1

$1
0

$1
0



Design and development

Licensing
Maintenance

1

$1
0

$1
0



Design and development

System
Administration
Time

10

$10

$1
0



Design and development

Designer/Developer
Time

10

$10

$1
0

Billed as needed

Security

Ongoing security
monitoring

10

$10

$1
0



Total Operating Costs





$5
0




Total Project Cost
-

Year 1





$1,65
0



Total Ongoing Costs
-

Year 2+





$3,3
00




T
he project budget will be controlled as described in the Monitor and Control section of the
Project Approach below.


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3.6

Success Criteria

The following success criteria will be reviewed during the project close phase and will be used
to measure how

successful the project has been:



Website built as per
ABC Management Board
specifications.



Website delivered in time to be used for the September
ABC Management Board

meeting
.



Website provisioned for
ABC Management Board

users.



Office of the Secretary
trained to upload information and documents to the website
.



All users able to log in and use the site to review information, meeting agendas and minutes
.



Support plan agreed and implemented for website users.

4

Project Approach

The following outlines the pro
ject phases and sub
-
phases, along with a description of the
activities to be performed, the outputs of each phase, and the entry gates into the next phase.


4.1

Identify

This is the starting point for the project and consisted of the completion of the Project

Request
Form (PRF). This was submitted by
John Doe

on 03/19/12
.

The Project Charter was then created by

John Doe/Dennis Doe
/
Peter Doe

on and the final
copy of this can be found
here
.
The project charter was approved on
03/20/12
. This approved
charter
provided the necessary output to progress to the next phase.

4.2

Plan

This project was kicked off on
03/21/12
and is the
plan
phase
is
currently being undertaken.
The activities for this phase are the collection of all necessary information to complete this
P
roject Management P
lan document, and a project schedule. These two documents will dictate
how the project is managed.

In order to create this Project Management Plan the following were created and can be found in
the document repository:



Work Breakdown St
ructure (WBS)



Project Schedule




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4.3

Execute

The
execute

sub phase

of this project kicked on 04/09/12, and the tasks for this phase can be
found in the project schedule, which is in the document repository. The Project Manager will be
responsible for monitoring progress against this schedule as per the time management s
ection
below, and ensuring that he project teams are aware of their
responsibilities

and are working to
them in a timely manner.

4.4

Monitor and Control

4.4.1

Time Management

The
Project Schedule

will be baselined at the end of the planning phase and shows project
activities, resources assigned to them, duration, and dependencies.

The Project

Schedule will be updated as needed during the project lifecycle to show actual work
completed against plan
ned, and the latest version will be available in the project document
repository. Any changes that will cause the project timeline to move outside agreed tolerances
will be dealt with by the change management process outlined below.

4.4.2

Risk
Management

A proj
ect risk can be defined as any
uncertain event that
may

have an imp
act on project time,
cost, quality or scope.

A project risk log will be kept by the Project Manager throughout the project.
The risk
log is
where any
identified risks
to the project can be

recorded, ranked by probability of occurrence
and impact, along with mitigating actions to be taken if the risk becomes an issue.

The decision making roles for risk management are given in the Governance Plan below. If a
risk is classified as high prob
ability and high impact it will be escalated to the risk escalation
section of the Governance Plan
.

If a risk is not resolved to the point where it will impact the project time, cost, quality or scope, it
will be moved to the issues log (see below).

4.4.3

Issues

Management

A project issue can be defined as any
event that

has occurred that
will
imp
act project time, cost,
quality or scope. Note that any changes to project variables are considered issues and will be
managed by this process.

A project issues log wil
l be kept by the Project Manager throughout the project.
The
issues

log
is where any project issues can be recorded, along with a ranking of severity and priority, and
actions to be taken in response to the issue.


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The decision making roles for issue man
agement are given in the Governance Plan below. If
an issue is classified as high impact it will be escalated to the issue escalation section of the
Governance Plan.

4.4.4

Decisions L
og

The decisions log is a record of any project decisions which change the tim
e, scope, cost or
quality of the project as defined in this document. This provides traceability of all project
changes.

4.4.5

Lessons L
earned
L
og

The lessons learned log is kept by the Project Manager throughout the project, and records any
specific lessons
learned during the course of the project. These will feed into the Lessons
Learned Report at the end of a project, so that this information can be used in managing similar
future projects.

4.5

Close

Once all the project objectives have been completed or the p
roject is stopped for any other
reason, the following
activities
will be
completed to bring the project to a full and complete close.

1.1.1

Lessons L
earned
Report

This report is written to using the information from the lessons learned log, and will be utilize
d by
the PMO so that lessons learned on this project can be used when managing similar projects in
the future.

1.1.2

Project Closure Report

The project closure report is a full description of project outcomes, along with measurement of
these outcomes against the

success criteria recorded in this document. It evaluates the
success of the project and this document requires sign off by the project steering committee to
formally complete the project.

1.1.3

Archive Project Artifacts

The Project Manager will archive all pr
oject artifacts according to the PMO standards, so that
they are retrievable for future reference.





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5

Roles & Responsibilities

The table below outlines the project team, and their role/responsibilities on this project.

Name

Title

Role

Responsibility

Dennis Doe

Office of the Secretary

Project
Sponsor

Project Champion, Ultimate project decision
maker and provide approvals as need on
project

Peter Doe

Chief Information Officer

Project
Executive

A
ccountable for project outcomes.

Jackson
Doe

Associate
Director, PMO

PMO AD

Accountable for Project Management
Component of this project. Point of
escalation for PM related issues.

Dan D
oe

AD, Web
Communications

Project Team
Leader



Web

Overall accountability for Web
Development, Design and environment.

Susan Doe

AD, Security and
Identity Management

Project Team
Leader


Security

Overall accountability for Website Security
and ID
Management

Jane Doe

Head of User Support
Group

Project Team
Leader


User
Support

Overall accountability for Support

John Doe

Project Manager

Project
Manager

Responsible for managing project resources
in order to deliver the Board of Overseers
Project
as described in this document
.

Alex Doe

Senior Security and
Identity Management
Engineer

Security

and
ID
Management

Responsible
for all website security and ID
Management tasks

Holly Doe

Senior User Experience
Designer

Web

Design

Responsible for all website design tasks.

Denise Doe

Senior Unix
Administrator

Web

Environment

Responsible for all website environment
tasks

Jessica
Doe

Senior Web Software
Developer

Web

Development

Responsible for all website development
tasks

Dale Doe

Unix Administrator

System Admin

Server configuration

Eric Doe

Server Application
Specialist

System Admin

Software configuration







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6

Governance Plan

The table below outlines the decision
-
making framework for this project.

Activity

Decisions to be Made By

Output/Results

Results Recorded in

Change to Project
Scope

Project Sponsor

Project Executive

Feedback

Approval

Project Management
Plan

Change to
Project
Requirements

Project Sponsor

Project Execu
tive

Approval

Project Management
Plan

Change to Project
Schedule

Project Sponsor

Project Executive

Project Manager

Approval

Project Schedule

Milestones in PM
Plan

Change to Project
Budget

Project Sponsor

Feedback

Approval

Project Budget

Risk Management

Project Manager

Project Executive

Project Team

Analysis

Solutions

Feedback

Approval

Risk

Log


Issues Management

Project Manager

Project Executive

Project Team

Analysis

Solutions

Feedback

Approval

Issues
Log


Issues Escalation

Project Sponsor

Feedback

Approval

Minutes

Issues Log

Risk Escalation

Project Sponsor

Project Executive

Feedback

Approval

Risk Log

7

Communication Plan

The table below outlines the regular project communications.

Communication

Presented to

Information
Provider

Frequency of
communication

Method of
Communication

Project Kick off
meeting

All interested
stakeholders

John Doe

At start of project

Meeting

Project Status
Meetings

Project team
members

John Doe

Weekly

Meeting/Conference

Call

Project status
reports

Project Steering
Committee

John Doe

Monthly

Email

End Phase
meetings

Project Steering
Committee

John Doe

At end of initiation
,
planning

and
project closure
phases

Meeting

End Project
Meeting

All interested
stakeholders

John
Doe

At end of project

Meeting



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8

Project Schedule

Project scheduling and time tracking is being managed in the
Project Scheduling software

which
can be viewed in the project document repository. The table below outlines the high level
project milestones wi
th dates for these.

Project Phases

Phase Activities

Start Date

End Date

Project Identify Phase

Create project request, create
charter, charter approved by
S
ubject Matter Experts
Committee and the Project
Review Committee.

Mar 15 2012

Mar 20 2012

Project Planning Phase

Create Work Breakdown
Structure and Project Schedule.
Create PM Plan (this doc)

Mar 26 2012

Apr 18 2012

Project Execute Phase

Implement PM Plan and
Schedule tasks for this project

Apr 12 2012

Jul 19 2012

ABC Management
Board

Website Go
-
live
Date

N/A

Jul 19 2012

Jul 19 2012

Project Close Phase

End project report and project
sign
-
off. Archive project docs

Jul 19 2012

Aug 02 2012