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Community College of Rhode Island

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Planning and Monitoring for MITI

Phases of the Project

Inception – a proposal is written based upon a business case or specific need invested with a specific sponsor

Preparation – a description of the cost or virtual benefits of the project as determined by the stakeholder

Business Analysis – a return on investment or total cost of ownership breakdown determining feasibility, appropriate costs and sustainability of the intended outcomes

Activity Definition Activities Documented
Project Request A formalized request to undertake an activity that warrants investment in time and resources taking into account the workload of involved departments. A Project Request can be made by any stakeholder or set of stakeholders on the basis of established criteria. Approved or denied project
Business Case Justifying the business need behind the project request in order to ensure that the costs and benefits for all projects are weighed before investment is made. The Business Need is established. Dependencies are identified. A Cost-Benefit analysis is done. Funding requirements and risks are identified. Business Case
Project Charter The Project Charter establishes the purpose of the project, and explains what business value it will provide to the organization. The Charter becomes a source of reference for the project team. The project goal and objectives are determined and success criteria are identified. The required effort is estimated. Assumptions, risks and obstacles are identified. Project Charter
Project Governance The Advisory group structure determines the priority of the project against all other requests. Each advisory group member has a completed charter upon which to determine the specifics about each request. Project Priority List
Assign Project Manager Based upon the stakeholders involved, the scope of the project and resources to be assigned, a project manager is selected from IT. The project manager selects the members of the project team based upon the divisions required to complete the work. Project Team List
Assign Core Project Team The project team, including stakeholders and other related advisors, is established through consensus. Team members could be directly affected or could also have constituents affected by the project outcomes. Project Inception

Systems Analysis and Design – a technical architecture plan for settling on viable solutions, probable vendor applications to be acquired, suitable consulting necessary and timelines for delivery

Framework – an installation and implementation plan with continuous milestone evaluation key indicators and systematic review of accomplishments

Activity Definition Activities Documented
Project Preparation Meeting Review the Project Charter statement, set expectations, and articulate any risks that are likely to occur and dispel any doubts that the team may have. The Project Manager calls for this meeting setting guidelines and articulating expectations from the project team. Project timelines, Project Approach, risks, assumptions, and constraints are discussed. Minutes of the kick-off meeting
Project Plan Establish an approach to implement the project developing an implementation schema, project policies and standards. Affirming the solution and the method of delivering that solution. Planning activities will be validated. The various methods in which objectives can be achieved are evaluated and best methods are chosen. Measurable objectives are reviewed and agreed upon. Project Plan Document
Work Breakdown Structure Divide the project into activities, sub-tasks, and achievables. Estimate the duration of the project and determine the required resources and schedule the work. Taking the project and breaking it into work fragments enables task assignment and achievables/milestones easily understood. Work Breakdown structure
Time and Cost Estimating Estimate the time and cost for each task. Delineate resource allocation needs for each task. Time duration estimates, resource availability and technical capability are determined. Time, Cost and capability estimates
Task Focus Development Document the tasks to be executed, the assigned responsibility for each, and the appropriate timelines. Dependencies between tasks need to be addressed as well. Resources are assigned. User acceptance testing is planned. The Project Manager is responsible for closely monitoring progress. Task Focus
Risk Management Strategy Plan Define all risks, determine responsibility of identifying risks, identify how risks will be monitored, and determine risk escalation strategies. The risk management process is defined. Risk Management Strategy
Communications Plan Ensure that all team members, constituents and stakeholders have all available information. Different types and frequency of communication and targeted groups are determined. Communication Plan
Quality Assurance Plan Major deliverables are completed and implemented with a user-acceptable level of quality. Outcomes meet stakeholders' requirements. User Acceptance criteria are defined. UAT plans are reviewed for completeness and accuracy. User Acceptance Testing and Signoff
Operational Plan Bringing a project to fruition through a carefully planned series of transitions from the "project" to the "production" stage. Defining steps to ensuring smooth transitions and communicated alterations in processing and procedures. Going Live Plan
Vendor Project Plan The objective of this activity is to ensure that the various elements of the project are properly coordinated with associated vendors. All the plans have considered all relevant factors. Vendor Integration
Activity Purpose Highlights Outputs
Initial Risk The entire team identifies risks for the project. This ensures that all perspectives are taken into account while planning for risks. Risks identified, categorized and assess likelihood of occurrence and its effect on project objectives. Risk matrix
Team Readiness The objective of this activity is to ensure that individuals assigned to a project are provided the requisite training in order to perform the job and that key goals and responsibilities are identified for the team members at the start of the project. Training needs identified need to be met. Team members identify key goals at the start of the project. Key goals for each team member
Progress Tracking Ensure that the team is making satisfactory progress toward the objectives. Track cost, time, scope, quality and actual accomplishments. Team meetings are held and information exchanged. Weekly progress reports are shared with relevant stakeholders. Weekly Reports
Schedule Control Deadlines are measured against actual accomplishments. Schedule delays are explained to relevant stakeholders. Project Manager exchanges task status information and incorporates into the project implementation plan. All changes are communicated. Implementation Plan
Change Control All changes to scope are documented and authorized by the relevant stakeholders. The Project Manager analyzes the change request and the advisory governance structure approves/denies the request. Approved or denied Change Request Form

Consolidation – an assessment of the functionality of the solution in congruence with other associated applications incorporate to the services supplied

Adoption – a collection of service level agreements, user acceptance testing, deployment checklists and signoff documents signifying stakeholder agreement that outcomes were reached successfully

Closure – a debriefing of the project management process for the individual item reviewing lessons learned, alterations made to initial goals and objectives, unexpected obstacles and unanticipated benefits

Activity Purpose Highlights Outputs
Transition to Production User acceptance testing has succeeded and stakeholders agree on finished product. All outcomes have been accomplished. All planned testing is done, all requirements met and the product is fully operational. The stakeholder accepts the finished product. Customer Sign-off
Lessons Learned Meeting Lessons Learned are captured and issues analyzed. Problems faced during project execution are discussed. Solutions to such problems and Lessons Learned are suggested. Lessons Learned Document
Administrative Closure The Project is approved, accepted and closed. The project is approved and accepted by stakeholders. All documentation and records are reviewed, organized and archived. Resources are released and the project is closed.  

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Last Updated: 5/5/11