PROC-20101129A STATEWIDE BUSINESS PROCESS PROCEDURE

Project Management Status Reporting

Draft
Office of the Chief Information Officer
Department of Administration State Information Technology Services Division PO Box 200113 Helena, MT 59620-0113 Tel: (406) 444-2700 FAX: (406) 444-2701

<Date Approved>

Brian Schweitzer Governor

State of Montana
DEPARTMENT OF ADMINISTRATION Janet R. Kelly, Director STATE INFORMATION TECHNOLOGY SERVICES DIVISION Richard B. Clark, Chief Information Officer

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DRAFT STATEWIDE PROCEDURE: PROJECT MANAGEMENT STATUS REPORTING EFFECTIVE DATE: <EFFECTIVE DATE> APPROVED: <DATE APPROVED>

I.

Procedure Purpose

This Statewide Procedure defines the steps that agencies shall follow to deliver status information of an agency reported project to the State IT PMO. The information shall be presented to enterprise funding authorities and other interested parties with the results of the project. This Procedure implements the requirements of the State of Montana Information Technology Project Management Policy and MCA 2-17-521(4)(c).

II.

Applicability

This Procedure applies to agencies and third-parties (such as contractors or other service providers), who provide project management services related to the planning, implementation and closeout of IT projects.

III.

Scope

This Procedure applies to IT projects funded through the Long Range IT Plan (LRITP) or as required by the State of Montana Chief Information Officer (CIO), Office of Budget and Program Planning (OBPP), or Legislative Finance Committee (LFC).

IV.

Definitions
Term Definition

Status Report Data

A report required during the course of a project which documents the current status of the project. A subset of information in an electronic format that allows it to be retrieved or transmitted. Reference the National Information Assurance (IA) Glossary. A quantifiable deviation, departure, or divergence away from a known baseline or expected value. For the purpose of this procedure, Variance shall be graphically depicted with a (triangle) or delta symbol. Reference the Guide to the Project Management Body of Knowledge (PMBOK Guide)-Fourth Edition.

Variance

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Term

Definition

Variance Criteria Organizational Process Assets

Criteria established for measurement of Variance. Any or all process-related assets, from any or all of the organizations involved in the project that are or can be used to influence the projects success. These process assets include formal and informal plans, policies, procedures, and guidelines. The process assets also include the organizations knowledge bases such as lessons learned and historical information. Reference the Guide to the Project Management Body of Knowledge (PMBOK Guide)-Fourth Edition.

Refer to the separate document, Asset Usage Handling Instructions: Confidential Information for information-related definitions. Refer to the Statewide Information System Policies and Standards Glossary for a list of local definitions. Refer to the Guide to the Project Management Body of Knowledge (PMBOK Guide)-Fourth Edition and the Dictionary of Project Management Terms published by ESI International for project management definitions. Where terminology is in conflict, the definitions within the PMBOK Guide shall take precedence.

V.

Roles and Responsibilities

The following roles and responsibilities support this procedure: Agency Project Manager State IT Project Management Office (IT PMO) Project manager as defined in the agencys Project Management Plan. The Project Manager submits the Status Report to the IT PMO. Tracks, reviews, and retains Status Reports for use in other enterprise documents; analyzes for process improvement; and identifies potential training needs and facilitates as appropriate.

VI.

Requirements

Information contained in the Status Report delivered to the IT PMO shall be used in the development of enterprise-required documents. Reference the separate document, Asset Usage Handling Instructions: Confidential Information for guidance on originating, securing, transmitting, and storing non-public information which may be included in the deliverables identified in this procedure.

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A.

Information Management

The information within individual Status Reports are Information Assets1, owned by individuals within their respective agencies. Unless specified otherwise by the agency, the agency head or equivalent executive officer is the Information Owner2. IT PMO-operated information system usage and performance data, information, and statistics shall be owned and maintained by IT PMO.

B.

Reporting

Agencies shall develop and submit Status Reports to the IT PMO for all reported projects in accordance with the requirements defined in Appendix A. Project status shall signify current status of the schedule, scope and budget of the project. The Status Report shall: Describe the results variance (i.e., the difference) between the current status and the last status report based on the information requirements published by the IT PMO (See Appendix A).

Reference Asset Usage Handling Instructions: Confidential Information. Ibid.

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VII.

Enterprise Review Process

The goal of Status Reporting is to provide the stakeholders with information by which the current results of the project can be evaluated and approved, and if needed, courses of action can be developed, recommended, and implemented. The Enterprise Review Process (Figure 1) establishes the procedural relationship between reporting project results and review by executives. This process is the basis for IT PMO reporting requirements and actions.

Figure 1 Enterprise Review Process The process has six phases, four of which are addressed within this procedure: 1 - Establish Information Requirements (This procedure) 2 - Collect Information (This procedure) 3 - Analyze Information(This procedure) 4 - Distribute Finished Analysis(This procedure) 5 - Evaluate Results 6 - Deliberations This procedure specifies the actions taken to accomplish Phases 1 through 4, above.

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VIII.

Procedure A. Phase 1 Information Requirements

The IT PMO shall maintain and publish a list (Appendix A) of information required within agency Status Reports. This list shall be updated as required. The required information shall be based upon the documentation defined within the PMBOK Guide.

Figure 2 Information Requirements Phase State IT PMO procedural steps: 1. Develops information requirements. 2. Reviews requirements with the CIO and the PMOAG. 3. Disseminates final information requirements via email to all project managers of record and the PMOAG.

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B.

Phase 2 Collect Information

Figure 3 Collection Phase The following procedure shall be used to develop and deliver an agency project Status Report. In accordance with the requirements defined in Appendix A, the project manager on behalf of the agency shall: 1. Classify the information within the Status Report according to the agencys information management requirements. 2. Deliver the Status Report to the IT PMO, which meets the information requirements published by the IT PMO as Appendix A. 3. Deliver Asset Usage Handling Instructions for any confidential information3. 4. Deliver the Status Report via email to the IT PMO at stateitpmo@mt.gov. Upon receipt of the Status Report the IT PMO shall: 1. Verify that the report meets the information requirements: a. If it does, the report state is accepted. b. If it does not, the report state is not accepted. 2. Acknowledge receipt of an accepted report, and the Collection Phase is complete. 3. On error, or if the report is not accepted, resolve discrepancies with the submitter.

Ibid.

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Upon completion of the Collection Phase, the information shall be analyzed within the Analysis Phase.

C.

Phase 3 Analyze Information

Figure 4 Analysis Phase State IT PMO procedural steps: 1. Enter report data into the database. 2. Perform trend analysis based on the criteria in Appendix B. 3. Identify (any) anomalies needing clarification from project managers. 4. Resolve any anomalies with project managers, and update database. 5. Review the database looking for items that were efficient/effective in the process of managing the IT projects. 6. Identify areas for potential improvement. 7. Identify items for inclusion within the public Project Management Knowledge Base. 8. Periodically review the data base and Knowledge Base to identify trends: a. Areas where efficiencies could be gained b. Potential problems c. Best practices 9. If an area for improvement is noted, work with the process owners and other stakeholders to formulate recommendations for process changes.

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D.

Phase 4 Distribute Finished Analysis

Figure 5 Distribution Phase State IT PMO procedural steps: 1. Assemble finished analysis reports. a. Provide for CIO review of report information. b. Correct factual errors. c. Obtain CIO approval of the finished reports. 2. Present to stakeholders. a. Reports will be submitted to the CIO Office. b. For LFC reportable projects, CIOs Office will submit reports to the LFC 3. Post finished analysis as required. a. Hard copy of reports shall be archived within the IT PMO in accordance with Records and Information Management Procedures b. Electronic copy of reports will be parsed and presented to mature PM practices within the state.

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IX.

Change Control and Exceptions

The Statewide Procedure: Development of Statewide Information Technology Procedures and Guidelines Procedure shall govern procedure changes or exceptions. Submit requests for a review or change to this instrument by Action Request form (at http://itsd.mt.gov/content/policy/policies/Administration/action_request.doc). Submit requests for exceptions by an Exception Request form (at http://itsd.mt.gov/content/policy/policies/Administration/exception_request.doc). Changes to policies and standards will be prioritized and acted upon based on impact and need.

X.

Closing

Direct questions or comments about this instrument to the State of Montana Chief Information Officer at SITSD Service Desk (at http://servicedesk.mt.gov/ess.do), or: PO Box 200113 Helena, MT 59620-0113 (406) 444-2700 FAX: (406) 444-2701

XI.

References A.

Legislation
Title 2, Chapter 17, Part 5, MCA, et al.

B. Policies, Directives, Regulations, Rules, Procedures, Memoranda

DRAFT Statewide Policy: Information Technology Project Management Statewide Policy: Establishing and Implementing Statewide Information Technology Policies and Standards Statewide Procedure: Development of Statewide Information Technology Procedures and Guidelines Procedurehttp://itsd.mt.gov/content/policy/policies/Administration/Enabling_IT_ Procedure.pdf

C.

Standards, Guidelines
Guide to the Project Management Body of Knowledge (PMBOK Guide)Fourth Edition

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XII.

Administrative Use
Product ID: PROC-20101129a Proponent: Chief Information Officer Publisher Office of the Chief Information Officer Published Date: <Date Published> Version Date: 11/29/2010 Custodian: State of Montana Chief Information Officer Approved Date: <Date Approved> Effective Date: <Effective Date> RIM Class: Record Disposition Instructions: Retain for Record Change & Review SITSD Service Desk (at http://servicedesk.mt.gov/ess.do) Contact: Review: Event Review: Any event affecting this instrument may initiate a review. Such events may include a change in statute, key staff changes or a request for review or change. Scheduled Review Date: <Date of Next Scheduled Review>

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APPENDIX A
These requirements are established starting MMmm DD, YYYY. All prior versions are superseded.

Status Report Information Requirements

Each Status Report shall contain information to satisfy the following:

Project Management Process Performance Project Baseline ()

Summary of changes from current and previous project baseline during report period

Scope Performance Variance ()

Scope variance from the last Baseline Project Management Plan. Statement of forecasting method(s) used to derive the Variance(s) Summary of approved project changes Current status of high issues and risks

Schedule Performance Variance ()

Schedule variance from the last Baseline Project Management Plan. Statement of forecasting method(s) used to derive the Variance(s) Work completed during the period Work to be completed next

Cost Performance Variance ()

Cost variance from the last Baseline Project Management Plan. Statement of forecasting method(s) used to derive the Variance(s) Costs incurred.

Performance Variance ()
Analysis of past performance, Current status of high issues and risks Health of the project where:

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o o

Green signifies project is on track and/or minimal variance from project management plan. Yellow signifies warning to stakeholders, consider corrective actions or monitor previously determined corrective actions and/or moderate variance from project management plan. Red signifies problem to stakeholders, immediate corrective action(s) required and/or major variance from project management plan.

Include the Lessons Learned that were identified by the agency during period: o o o o Causes of Variance(s) Root Cause of issues Reasoning behind chosen corrective action(s) Information distribution/communication

Report Delivery
Project managers shall meet the following delivery requirements: 1. Reporting Deadline: Close of business the first Monday of each month. 2. Project managers shall provide the report in an electronic format readable by the state standard application. 3. Project managers shall provide the report in an electronic format that allows for word processor merging or cut-and-paste of discrete data items.

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State IT Project Management Office Report Requirements

The IT PMO shall deliver reports to meet the following reporting and analysis requirements.

Executive Process
This information is developed to meet State of Montana executive decision-maker and stakeholder requirements. 1. Legislative Finance Committee (LFC) on a quarterly basis or as required. a. b. c. d. e. Project Baseline Key Project Individuals Project Phase Health Funding

2. Office of Budget and Program Planning (OBPP) a. Key Project Metrics during the reporting period 3. State of Montana Chief Information Officer (CIO) on a monthly basis or as required. a. Key Project Metrics during the reporting period. b. Lessons learned during the reporting period i. Causes of Variance(s) ii. Root Cause of issues iii. Reasoning behind chosen corrective action(s) iv. Information distribution/communication

Originating-Agency Quality Process

These requirements originate with one or more agencies to support (any) agency quality management programs, and shall be individually defined by those agencies. 1. Comparison of Agency standing vis--vis the mean/average in agency-define criteria. 2. Other, in agency-defined criteria.

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Information Risk Management

The Project Status Report shall include; 1. On exception significant changes to the initial Statement of Impact to the overall risk posture of the organization. These changes (if any) to the Statement of Impact shall be used to inform the overall statewide information risk posture. a. Included in the changes to the Statement of Impact, assurance that the organization has adjusted the information risk management program appropriately. Note: A significant change in impact is a change that could reasonably be expected to be of concern to the funding and political approvers. This information is obtained in consultation with the agencys Information Security Manager. Reference Section 2-15114, MCA, and Statewide Policy: Information Security Programs.

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APPENDIX B

Trend Analysis Criteria

Last Update: MMmm, DD, YYYY The following represents the criteria used to analyze the project closeout reports by the IT PMO for use in its deliverables. 1. Baseline Measures a. Number of approved baselines during period. 2. Scope Measures a. Number of planned deliverables during period. b. Number of deliverables delivered during period. c. Number of scope changes during period. 3. Schedule Measures a. Number of milestones in original schedule during period. b. Number of baseline milestones delivered on time to baseline during period. 4. Cost Measures a. % difference between the cost and the cost estimate during period. b. Number of approved changes to cost estimate during period. c. Number of re-baseline budget estimates during period. 5. Performance Measures