AU7245.indb 6/9/08 3:50:45 PM ESI International Project Management Series Series Editor J LeRoy Ward, Executive Vice President ESI International Arlington, Virginia Practical Guide to Project Planning Ricardo Viana Vargas 1-4200-4504-0 The Complete Project Management Office Handbook, Second Edition Gerard M Hill 1-4200-4680-2 Determining Project Requirements Hans Jonasson 1-4200-4502-4 A Standard for Enterprise Project Management Michael S Zambruski 1-4200-7245-5 Other ESI International Titles Available from Auerbach Publications, Taylor & Francis Group PMP® Challenge! Fourth Edition J LeRoy Ward and Ginger Levin ISBN: 1-8903-6740-0 PMP® Exam: Practice Test and Study Guide, Seventh Edition J LeRoy Ward ISBN: 1-8903-6741-9 The Project Management Drill Book: A Self-Study Guide Carl L Pritchard ISBN: 1-8903-6734-6 Project Management Terms: A Working Glossary, Second Edition J LeRoy Ward ISBN: 1-8903-6725-7 Project Management Tools CD, Version 4.3 ESI International ISBN: 1-8903-6736-2 Risk Management: Concepts and Guidance, Third Edition Carl L Pritchard ISBN: 1-8903-6739-7 AU7245.indb 6/9/08 3:50:45 PM A STANDARD FOR ENTERPRISE PROJECT MANAGEMENT MICHAEL S ZAMBRUSKI Boca Raton London New York CRC Press is an imprint of the Taylor & Francis Group, an informa business AN AUERBACH BOOK AU7245.indb 6/9/08 3:50:46 PM Auerbach Publications Taylor & Francis Group 6000 Broken Sound Parkway NW, Suite 300 Boca Raton, FL 33487-2742 © 2009 by Taylor & Francis Group, LLC Auerbach is an imprint of Taylor & Francis Group, an Informa business No claim to original U.S Government works Printed in the United States of America on acid-free paper 10 International Standard Book Number-13: 978-1-4200-7245-7 (Softcover) This book contains information obtained from authentic and highly regarded sources Reasonable efforts have been made to publish reliable data and information, but the author and publisher cannot assume responsibility for the validity of all materials or the consequences of their use The authors and publishers have attempted to trace the copyright holders of all material reproduced in this publication and apologize to copyright holders if permission to publish in this form has not been obtained If any copyright material has not been acknowledged please write and let us know so we may rectify in any future reprint Except as permitted under U.S Copyright Law, no part of this book may be reprinted, reproduced, transmitted, or utilized in any form by any electronic, mechanical, or other means, now known or hereafter invented, including photocopying, microfilming, and recording, or in any information storage or retrieval system, without written permission from the publishers For permission to photocopy or use material electronically from this work, please access www.copyright.com (http://www.copyright.com/) or contact the Copyright Clearance Center, Inc (CCC), 222 Rosewood Drive, Danvers, MA 01923, 978-750-8400 CCC is a not-for-profit organization that provides licenses and registration for a variety of users For organizations that have been granted a photocopy license by the CCC, a separate system of payment has been arranged Trademark Notice: Product or corporate names may be trademarks or registered trademarks, and are used only for identification and explanation without intent to infringe Library of Congress Cataloging-in-Publication Data Zambruski, Michael S A standard for enterprise project management / Michael S Zambruski p cm (ESI international project management series ; 4) Includes bibliographical references and index ISBN 978-1-4200-7245-7 (alk paper) Project management Standards Project management Forms I Title HD69.P75Z36 2008 658.4’04 dc22 2008001430 Visit the Taylor & Francis Web site at http://www.taylorandfrancis.com and the Auerbach Web site at http://www.auerbach-publications.com AU7245.indb 6/9/08 3:50:46 PM Contents List of Figures vii Preface .ix About the Author xi Chapter Introduction Chapter Project Authorization and Initiation 2.1 Document Workflow 2.2 Charter Chapter Project Analysis and Planning .5 3.1 Business Requirements Document 3.2 Statement of Work 3.3 Project Team Roster 11 3.4 Project Plan 11 Chapter Project Execution and Control 13 4.1 Issues and Risk Management 13 4.2 Escalation 17 4.3 Communication 17 4.4 Documentation 21 4.5 Testing 23 4.6 Training 23 Chapter Project Closure .25 Glossary 27 Appendices All Project Phases Appendix Hierarchy of Enterprise Targets .29 Project Authorization and Initiation Appendix Project Assessment Form .31 Appendix Project Initiation Document Workflow 33 Appendix Project Charter Template .35 Appendix Completed Project Charter 37 v AU7245.indb 6/9/08 3:50:46 PM vi  n  Contents Analysis and Planning Appendix Project Summary Template 39 Appendix Business Requirements Work Plan Template 43 Appendix Business Requirements Document Template 47 Appendix Sample of a Completed Business Requirements Document 51 Appendix 10 Statement of Work Template 59 Appendix 11 Sample Completed Statement of Work 63 Appendix 12 Project Roster Template .75 Appendix 13 Project Plan Templates 77 Appendix 14 Completed Project Plan .81 Execution and Control Appendix 15 Issues/Risk Management Plan Template 83 Appendix 16 Issues and Risk Log Template 85 Appendix 17 Completed Issues and Risk Log 87 Appendix 18 Test Planning Template .89 Appendix 19 Training Plan .91 Appendix 20 Change Request Form Template 93 Appendix 21 Escalation Policy Template 95 Appendix 22 Communications Plan Template 97 Appendix 23 Meeting Agenda Template and Sample Meeting Agenda .99 Appendix 24 Meeting Minutes Template and Sample Meeting Minutes 103 Appendix 25 Documentation Protocol Template 105 Closure Appendix 26 Lessons Learned Template 107 Index 109 AU7245.indb 6/9/08 3:50:47 PM List of Figures Introduction Figure 1.1  Project management in the overall enterprise environment .2 Project Authorization and Initiation Figure 2.1  Project Charter .4 Project Analysis and Planning Figure 3.1  Figure 3.2  Figure 3.3  Figure 3.4  Figure 3.5  Business Requirements Document (BRD) Business Requirements Work Plan (RWP) Statement of Work 10 Project Roster 11 Project Plan: Program Management Office Implementation 12 Project Execution and Control 13 Figure 4.1  Figure 4.2a Figure 4.2b Figure 4.3  Figure 4.4a Figure 4.4b Figure 4.5  Figure 4.6  Figure 4.7  Issues/Risk Management Plan 14 Emergency Communications Project (Open risks) 15 Emergency Communications Project (Closed risks) 16 Escalation Policy 17 Communications Plan 18 Project Communication as a Function of Project Phase and Time 19 Meeting Agenda 20 Meeting Minutes 21 Project Documentation Structure 22 Project Closure 25 Figure 5.1  Post-Project Lessons Learned 26 vii AU7245.indb 6/9/08 3:50:47 PM AU7245.indb 6/9/08 3:50:47 PM Preface Project management is about turning ideas into results Unfortunately, it is commonly viewed in isolation from the other business disciplines that form the context needed for its success—namely, strategic planning and requirements analysis before the project, and operationalization after the project As a result, uncertainty or confusion about the role of project management all too often arises, leading to questions such as these: NN NN NN NN NN What is the difference between the business vision, mission, and goals, and what they have to with projects? How does the business requirements document (BRD) differ from the project charter? Why we need a project charter and a BRD? Why create a statement of work if you already have the BRD? Do we really need this much process in order to get a project going? A Standard for Enterprise Project Management explains each of the basic elements needed for project success and integrates them into a balanced life-cycle continuum It also supplies an inventory of practical policies, procedures, techniques, and templates for immediate use The result is a handbook for getting the work done fast, smart, and right There are three components to the book The first is the main body of text, which provides a description of logical project phases and associated documents, beginning with authorization and initiation, followed by analysis and planning, then execution and control, and finally closure Each phase contains both an explanation and an illustration of what can be done to optimize success Throughout the main text are references to dozens of appendices found at the end of the book They constitute the second and largest component, that is, blank and completed templates suggested for use Each of these tools contains details on how to apply them, with emphasis on balancing the benefits of standardization with the need for flexibility The third component is the CD, which holds a full-color version of the base document with all the figures and appendices The appendices are included as embedded files displayed as icons within the main text file Double-clicking on an icon allows the embedded file to open for use In this way all of the blank templates as well as the completed samples are instantly available and completely portable In order to open all of these files, it is necessary to have Adobe® Reader as well as the following Microsoft® applications: Word, Excel, Visio, and Project At the end of the CD are four bonus items Bonus is a Quick Start with Project 2003 This is a one-page tutorial with three pages of screen prints designed to quickly generate readable and concise project plans Bonus is a Complex Project Readiness Grid It is a matrix suggesting how to manage intricate interrelationships in a project or program environment Bonus is a Project Management Competency Development grid, which outlines a program for developing key skills among project managers within an organization Bonus is an example of Traceability in Business Analysis and Project Management, which shows a chain-of-custody relationship up and down the requirements-solutions continuum The best way to implement the concepts, processes, and tools in A Standard for Enterprise Project Management is to adopt them as the starting point for structured yet adaptable models of project success within an organization—from idea inception all the way to post-implementation production, and each step in between One note regarding the appendices: they are organized in a proposed numerical order that corresponds to standard project phases However, this does not mean that every project must have every appendix in the exact sequence shown Factors such as the project size, complexity, risk, duration, time sensitivity, and association with other initiatives will ultimately determine which tools are needed and when Accordingly, discussions in the body of the book focus on the various appendices in terms of their relative importance or relationship to each other rather than their simple linear succession As a result, references to the numbered appendices not always occur within the main text in the exact order as shown in the table of contents ix AU7245.indb 6/9/08 3:50:47 PM Appendix 23 Meeting Agenda Template and Sample Meeting Agenda 99 AU7245.indb 99 6/9/08 3:51:37 PM 100  n  Appendix 23 Meeting Agenda Template MEETING AGENDA Project: Purpose: Date: Time: Place: Invitees Time Agenda Item Lead NOTES AU7245.indb 100 6/9/08 3:51:38 PM Appendix 23  n  101 Sample Meeting Agenda MEETING AGENDA Project: National Security Number (NSN) Project Purpose: Kick-Off Meeting Date: 7/20/06 Time: 8:00 am – 10:00 am Place: Conference Room 123 Invitees: Debbie Flora, Ann Garner, Nancy Horla, Andy Jacobs, Gary Rumento, Carol Mason, Lauren O’Brien, Josh Laggy, Karen Randolph, Sharon Stone, Kathleen O’Hara, Mike Zambruski Time Agenda Item Lead 8:00 Introductions and Meeting Purpose M Zambruski 8:15 NSN General Overview L O’Brien NSN Project 8:25 Project Charter and Approval L O’Brien, A Jacobs Team Roster and Alternates Access to Project Documents on Web Repository 8:45 NSN Business Requirements Document (BRD)—quick review L O’Brien 9:15 NSN Statement of Work (SOW)—detailed review A Jacobs 9:45 Next Steps All 10:00 Meeting ends NOTES AU7245.indb 101 6/9/08 3:51:39 PM AU7245.indb 102 6/9/08 3:51:39 PM Appendix 24 Meeting Minutes Template and Sample Meeting Minutes Meeting Minutes Organization: Project Name: Team or Committee Name: Date and Time of Meeting: Meeting Location (building, room, etc.): Team Members Attending: Team Members Absent: Excused: Anyone who is not on the team but who was invited and could not attend Visitors: This includes anyone who is not on the team but who was invited, plus walk-ins who were not originally invited Agenda Item Discussion Action/Follow-up (assignee & due date) 103 AU7245.indb 103 6/9/08 3:51:39 PM 104  n  Appendix 24 Sample Meeting Minutes Meeting Minutes Enterprises, Inc Transformation Project Project Core Team July 6, 2006 at 0930 Conference Room Team Members Attending: Emmett Walsh, Gary Sensei, Karen Phillips, John Smith, Bob Wang, Mike Zambruski Team Members Absent: Stacy Peters Excused: George Escobar Visitors: Wendy Jersey Agenda Item Discussion Action/Follow-up(assignee & due date) Process flows (“As Is”) • Services—weekly meetings are still occurring, progress is steady, service categories are completely mapped in an Excel table; next will be flow diagrams • Capital—progress is steady, 40 flows have been mapped, additional 16 pertain to members’ hospital processes • Supplies—processes mapping is being completed in time for phase implementation (8/14/06) • None Project teams’ Statements of Work • Services and Capital working teams will modify their SOWs to state that current target dates will be delayed due to redeployment of DBMS expertise to DBMS implementation However, precise amount of delay is not yet certain, since it depends on when DBMS resources are again available to the Capital and Services working teams • Key Performance Indicators (KPIs) presented at 7/3/06 Exec Team Mtg will be incorporated into SOWs as deliverable metrics to the extent that they apply to the current scope of work In those cases where applicability of KPI is uncertain for the Program Transformation, or where incorporating them impacts the existing scope of work, guidance from the Exec Team will be sought • Subteam leaders (John, Karen, Gary, George, Emmett) will modify dates by next meeting (7/13/06) AU7245.indb 104 6/9/08 3:51:39 PM Appendix 25 Documentation Protocol Template NN Archives —Used to store early or obsolete versions of project files so that we can refer back to them if need be All the files in this folder have the prefix “Archive-“ appended to the original file name, which makes it easy both to identify them and to keep them distinct from the current version which is posted in one of the other main folders (below) NN Budget documents —funds, staff, equipment, supplies NN Design documents —conceptual, preliminary, detailed, and final designs NN Issues and Risks Log NN Meeting agendas NN Meeting minutes NN Miscellaneous —anything not identified elsewhere in this protocol (e.g., procurement plans) NN Project definition documents −− Project Business Case −− Project Charter −− Requirements Work Plan (RWP) −− Business Requirements Document (BRD) −− Statement of Work (SOW) NN Project planning and control documents −− Project Plans −− Contingency Plans −− Escalation Policy −− Communications Plan −− Documentation Protocol −− Project Audits NN Reference documents —market studies, quality data, industry information, etc NN Training and education documents NN Validation and testing documents —test plans and validation records NN Workflow documents —diagrams and charts depicting current and proposed workflows and process flows (both logical and physical) 105 AU7245.indb 105 6/9/08 3:51:39 PM AU7245.indb 106 6/9/08 3:51:39 PM Appendix 26 Lessons Learned Template 107 AU7245.indb 107 6/9/08 3:51:39 PM 108  n  Appendix 26 POST-PROJECT LESSONS LEARNED PROJECT NAME: PROJECT MGR: DATE PREPARED: Project Start Date: Original Project End Date: Actual Project End Date: WHAT CONTRIBUTED TO SUCCESS? WHAT HINDERED SUCCESS? PROJECT CHARACTERISTICS Was the project planned properly? Were users involved in planning? Were risks identified & managed? Were contingency plans developed? Was the decision structure clear? Was communication timely? LESSONS LEARNED What could have been done differently? Why wasn’t it done? Where will these Lessons Learned be stored for retrieval by others? Prepared by: Date: AU7245.indb 108 6/9/08 3:51:43 PM Index a Affected parties escalation policy and, 95 RWP, 44 as stakeholders, 48 Analysis and planning, 5–12 Business Requirements Document, 5–8 project plan, 11 project team roster, 11 Statement of Work, 9–11 Associated mission, Authorization and initiation, 3–4 charter, 3, charter approval, document workflow, sponsor, b Beneficiaries, 27 RWP, 44 as stakeholders, 48 BRD, see Business Requirements Document Budget documents, 105 Business domain, idea stage in, goal, 27 -level performance improvements, 48 mission, 27 processes, operational behavior of, 49 requirements work plan, see Requirements Work Plan vision, 27 Business case, 22, 50, 105 Business Requirements Document (BRD), 2, 5, 6, 12 completed, sample of, 51–57 attachments, 56 approval, 56–57 assumptions, 54 background, 52 BRD revision log, 52 business analysis process, 52–53 business-level requirements, 53 change management, 55 constraints, 54 dependencies, 54 functional requirements, 53 glossary of key terms, 57 nonfunctional requirements, 53–54 project goal, objectives, scope, 52 reporting, 54 risk identification, management, and escalation, 55 solution considerations, 55 stakeholders, 53 technology considerations, 55 user requirements, 53 dependencies, 44 NSN, 20 preparation, for large projects, project initiation document workflow, 34 purpose of, 5–8 revision log, 52 RWP objectives, 43 template, 47–50 attachments, 50 approvals, 50 assumptions, 49 background, 48 business analysis process, 48 business-level requirements, 48 change management, 50, 55 constraints, 49 dependencies, 49 functional requirements, 49 glossary of key terms, 50 nonfunctional requirements, 49 project goal, objectives, scope, 48 reporting, 49 risk identification, management, and escalation, 49 solution considerations, 50 stakeholders, 48 technology considerations, 49 user requirements, 48 c Change control process, 61, 67 Change management, 11, 50, 55 Change request form template, 93–94 Charter, 3, approval, completed, 37 template, 35, 37 109 AU7245.indb 109 6/9/08 3:51:44 PM 110  n  Index Closure, 25–26 debriefing plan, 25 post-project lessons learned, 26 stakeholders, 26 Communication(s) emergency, 15, 16, 65, 69, 71, 72 as function of project phase and time, 19 plan, 18 SOW, 69, 71 template, 97 protocol, successful, 17 smooth, 67 stressful, 53 Contributors, 27 CSRs, see Customer service representatives Customer service Internet access, 49 representatives (CSRs), 53, 57 d Document(s), 21 budget, 105 plan, purpose of, 11 principal reference, 11 project definition, 105 project initiation, 33–34 project plan, purpose of, 11 reference, 105 validation, 105 workflow, 3, 67, 105 Documentation protocol, 21 SOW, 69 template, 105 g Glossary, 27 Graphical user interface (GUI), 53, 54, 55, 57 Graphic models, 48 GUI, see Graphical user interface i Impacted parties, 27 Information technology services (ITS), 34 Initiation, document workflow, 33–34 Internet access, customer service, 49 explosive growth of, 52 security firms, 52 Web-based display, 57, see also GUI Issues and risk log completed, 87–88 template, 85–86 Issues/risk management plan, 13, 14, 17, 83 ITS, see Information technology services k Kickoff meeting, 17, 99–101 assumptions, 54 communications plan, 97 NSN, 20 sample agenda, 99–101 sample minutes, 103–104 stakeholders and, 37 l structure, 22 Lesson learned template, 107–108 e Enterprise organization, project management outline, 1, 29 project management, standard for, 61 targets, hierarchy of, 29 Escalation BRD, 49, 55 no-fault, 83, 95 policy, 14, 17 affected parties and, 95 no-fault, 95 template, 95 Execution and control, 13–23 communication, 17–21 documentation, 21–22 escalation, 14, 17 issues and risk management, 13–16 testing, 23 AU7245.indb 110 training, 23 m Meeting, see also Kickoff meeting agenda, sample, 99–101 minutes, sample, 103–104 Mission, 2, 27 n National Security Number (NSN), 51 BRD, 20 Customer Service project, 51, 56 definition of, 57 meeting agenda, 101 project kickoff meeting, 20 Project Team, 52 service quality, 53 SOW, 20 NSN, see National Security Number 6/9/08 3:51:44 PM Index  n  111 o Operations domain, implementation stage in, p Password access, 54 Plan completed, 81 document, purpose of, 11 templates, 77–79 Preimplementation testing and validation plan, 89 Project analysis and planning, 5–12 Business Requirements Document, 5–8 project plan, 11 project team roster, 11 Statement of Work, 9–11 assessment form, 31–32 authorization and initiation, 3–4 charter, 3, charter approval, document workflow, sponsor, change request form, 55 charter, 3, approval, completed, 37 template, 35, 37 closure, 25–26 debriefing plan, 25 post-project lessons learned, 26 stakeholders, 26 definition, 21, 105 document(s), 21 budget, 105 plan, purpose of, 11 principal reference, 11 project definition, 105 project initiation, 33–34 project plan, purpose of, 11 reference, 105 validation, 105 workflow, 3, 67, 105 domain, 2, 50 execution and control, 13–23 communication, 17–21 documentation, 21–22 escalation, 14, 17 issues and risk management, 13–16 testing, 23 training, 23 initiation, document workflow, 33–34 kickoff meeting, 17, 99–101 assumptions, 54 communications plan, 97 NSN, 20 sample agenda, 99–101 sample minutes, 103–104 stakeholders and, 37 management outline, 1, 29 AU7245.indb 111 plan completed, 81 document, purpose of, 11 templates, 77–79 roster template, 75 summary template, 39–41 team risk identification by, 13 roster, 11 r Requirements Work Plan (RWP), 7, 8, 12 definition of, 27 deliverables, 43 objectives, 43 template, 43–45 affected parties, 44 attachments, 44 approvals, 44 assumptions, 44 beneficiaries, 44 constraints, 44 deliverables, 43 dependencies, 44 participating stakeholders, 44 resource requirements, 44 RWP objectives, 43 scope, 43 sponsors, 44 work breakdown structure, 44 Risk(s) closed, 86, 88 identification, 49, 55 log, 68, see also Issues and risk log management plan, 13, 14, 17, see also Issues/risk management plan open, 85, 87 recording of, 68 significant, 60 Roster template, 75 RWP, see Requirements Work Plan s SOW, see Statement of Work Sponsor(s), assumptions, 54 contributors as, 27 risk identification by, 13 RWP, 44 as stakeholders, 48, 53 Stakeholder(s) assumptions, 54 BRD approval by, 27, 50, 53 categories, 48 change control process and, 61, 67 change management and, 55 closure and, 25 definition of, 27 kickoff meeting with, 37, 97 6/9/08 3:51:44 PM 112  n  Index RWP, 44 signoff by, 34 SOW discussion of, 17 Statement of Work (SOW), 2, attachments, 10 completed, sample of, 63 actions, 69 approvals, 72 archives, 72 assessment form, 69 assumptions, 67 attachments, 69–72 change control process, 67 communications plan, 69 constraints, 67 contingency plans, 64, 72 documentation protocol, 69 objectives, 69 project description, 64–65 project leadership team, 65 success criteria, 67 test strategy, 72 training strategy, 72 transition action plans, 64 transition plans, 72 workflow diagrams, 64 workflow documents, 72 definition of, 27 documentation, 21 escalation policy, 17 issues/risk management log, 85–86 issues/risk management plan, 13, 14, 83 NSN, 20 project description, 10 success criteria, 10 template, 59–61 approvals, 61 assumptions, 61 attachments, 61 change control process, 61 constraints, 61 project description, 60 project team, 60 standard for enterprise project management, 61 success criteria, 60 testing, 23 training, 23 Summary template, 39–41 AU7245.indb 112 t Template, see also Business Requirements Document, template; Requirements Work Plan, template; Statement of Work, template change request form, 93–94 charter, 35, 37 communications plan, 97 documentation protocol, 105 escalation policy, 95 issues and risk log, 85–86 issues/risk management plan, 83 lesson learned, 107–108 meeting agenda, 99–101 meeting minutes, 103–104 plan, 77–79 roster, 75 summary, 39–41 test planning, 89 Test planning template, 89 TO BE state, Training plan, 91 Transition action plans, 64 u Use cases, 48 User ID, 54 v Validation documents, 7, 105 plan, 89 testing, 23 Virtual Private Network (VPN), 54 Vision, 2, 27 VPN, see Virtual Private Network w WBS, see Work breakdown structure Work breakdown structure (WBS), 44 6/9/08 3:51:45 PM ... serves as a principal reference document for all project efforts, changes are inevitable Therefore, it is vital that a formal change management process becomes an integral part of managing the project. .. format A charter template and completed sample are available as Appendices and As a general policy, a copy of the completed charter should be forwarded to the internal audit and quality departments... trademarks, and are used only for identification and explanation without intent to infringe Library of Congress Cataloging-in-Publication Data Zambruski, Michael S A standard for enterprise project