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16:59:38 Project Management Checklist

Expec Reason if
Phase or Deliv not Doc Point
Category Check List Item Document or Process Date compl. of Contact

Inititate Phase
Business Is project aligned with SBA strategic goals and objectives? Process
Alignment
Needs Has a needs statement (or project recommendation) been NSTEMPLATE.DOC Program
prepared which provides a baseline justification including needs, Project
benefits, assumptions, contraints, etc.? Sponsor

Has the needs statement been summarized, condensed for Process

presentation to Business Technology Investment Council(BTIC)
executive committee?

BTIC Advisory Has the needs statement with baseline justificaiton been presented Process
Council to the BTIC Advisiory Committee

Project Charter Has a project charter been approved which authorizes a project PCHTEMPLATE.DOC Program
manager or single point of contact for a unified communicaton Project
process right at start? Sponsor
Stakeholders Has involvement of all stakeholders been identified for in project Process
plans e.g. OMB, Governance Board, etc?
Preliminary Has a preliminary project plan been prepared according to SBA's PPTEMPLATE.DOC Project
Project Plan standard System Development Methodology which encompasses Manager in
objectives, deliverables, schedule, milestones, workplan Program or
OCIO

OCIO Oversight, Have you requested an OCIO point person to be assigned to Process
Involvement project?
Project Library Has a project book been created and a central project library been Process
created to house documents electronically and physically?

Business Has a project kick-off been conducted for functional staff in Process
Requirements program area to begin defining the detail business requirements?
Kick-off
Business Have the right subject matter experts (SME's) from the program Process
Requirements area been involved to develop a detail business requirements
document?
Has a business requirements doc been prepared which included BRTEMPLATE.DOC Program
both the "as is" and "to be" process flow Functional
Lead
OMB300 Have I checked on need for preparation of OMB300(June Process
deadline) during project development?
If so, have I incorporated preparation of OMB300 into project plan? Process

Have I begun creating the OMB300 using e-CPIC?

Earned Value Has provisions been made to incorporate earned value Process
management with work done both by vendor and by internal staff?

Costs Has planning been done to account for all effort and costs Process
including both internal, external and post implementation support?

Preliminary Has the OCIO point of contact prepared the preliminary functional FRTEMPLATE.DOC OCIO Point
Functional requirements document and the alternative approaches? of Contact
Requirements
Alternative Has the OCIO point of contact presented the alternative Process
Approaches approaches to the program area sponsor factoring in any known
constraints e.g. funding, resources, etc.?

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Viable Approach Has the project manager obtained approval from the project Process
sponsor and from the OCIO point of contact to recommend a viable
approach which can be presented to the Business Technology
Investment Council?

Benefit, Cost For all large scale projects, has a benefit cost analysis been CBATEMPLATE.DOC Program
Analysis prepared showing 3 alternative solutions and costs? Project
Sponsor

Feasibility Study Is this new technology or breaking new ground from a process Process
standpoint?
Is the expertise available inhouse for the study or is there a need to Process
look for outside expertise?
Has a feasiblity study been prepared for this project? FSTEMPLATE.DOC OCIO Point
of Contact

Governance Has a Change Control Board, i.e. in effect an Executive Steering Process
Board(Change Committee, been setup to insure that decisions on project scope
Control Board) changes are handled correctly and to serve as a vehicle for pulling
project team together?

Full Project Kickoff Has a project kick-off been planned lining up appropriate internal Process
resources, vendor resources and senior management so that
project objective, roles and resource committment are clearly
defined?

Has a kickoff document been prepared listing internal resources PKOTEMPLATE.DOC Project
committed? Manager in
Program or
OCIO

Has project kick-off been conducted with all the key internal and Process
external stakeholders?
Security Has the project manager requested from OCIO that a security Process
officer be appointed to the project?
Has OCIO appointed a security officer to the project who will Process
regularly attend project team meetings?
Has OCIO security officer informed the project manager of the Process
entire security process?
Has the OCIO secuirty officer provided the project manager with Process
the BASELINE SECURITY REQUIREMENTS (BLSR) document
provided by OCIO security?

Does the project schedule include security certification and Process

accreditation efforts?
Are security requirements covered in the acquisition package i.e. Process
the packaged software application being acquired?

BTIC Will project be eligible for monthly Business Technology Process

Investment Committee (BTIC) review? See OCIO IT Project
Management Guide for thresholds.
If eligible for BTIC, have plans been made to schedule on BTIC Process
agenda?
Has planning for preparation of monthly status reports to BTIC Process
Advisiory Council been done?
Technical Has a review been done with OCIO to determine best technical Process
Approach approach to achieving project deliverables? E.g. Waterfall,
Incremental, Evolutionery, Package Based, Legacy System
Maintenance and has the project plan been updated accordingly?

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Project Plan Has a project plan been updated according to SBA's standard Process
System Development Methodology which encompasses
objectives, deliverables, work breakdown structure, roles, costs,
security, enterprise architecture, acquisition, milestones,
communication, workplan, etc.?

Has the project manager enlisted guidance from OCIO point of

contact to determine lifecyle model.
Communication Has a project communication plan which covers communication to Process
Plan the program and staff offices been completed?

Statement of Work Has the Office of Procurement been engaged to provide guidance Process
in the procurement process?
Has an OCIO point person and a security officer from OCIO been Process
involved in preparation of Statement of Work?
Is there an accurate definition of the "as is" and "to be" processes Process
along with idenfication of any risks?
Has the OCIO point person insured that Enterprise Architecure
compliance has been considerd in the statement of work?

If the bid is competitive, has an objective process been setup which Process
involves the best agency expertise to conduct the best evaluation?

Has Statement of Work been prepared? Process

Is Statement of Work current and accurate? Process

Solution Selection Will the bid be non-competitive? If so, has OCIO been involved to Process
review vendor capability?
Has a final vendor been selected? Process
Standards Compliance - Has project technical specifications been Process
reviewed by OCIO EA resource or agency Technical Review Board
to insure standards compliance?
Risk Has a risk assessment been prepared which covers security as RATEMPLATE.DOC OCIO Point
well as risks as well as risk areas identified in the OMB300 and is it of Contact
being monitored on a weekly basis?
Quality Plan Has a quality plan been developed which identifies quality QATEMPLATE.DOC OCIO Point
standards relevant to the project, plans for evaluating on a regular of Contact
basis(assurance) and monitors specifc results if they comply with
quality standards(control)?

Change Control Have any changes to scope or cost occurred which require change Process
control?
Performance Have reports been provided which cover Earned Value measures Process
Reporting and covering cost and schedule variances and which also measure
Risk Control technical performance and are risks being monitored on a regular
basis?

Initiate Phase Have the results of the initiate phase been reviewed with key Process
Review stakeholders and approval obtained to move forward to next
phase?
Has lessons learned discussion been conducted with project team Process
and updated project plan?
Has a System Decision Paper document been prepared where SDPTEMPLATE.DOC Project
results of the intiate phase have been reviewed and approval Manager in
obtained from key stakeholders to move forward to next phase? Program or
OCIO
Govenance Board Has the Governance Board signed off for this phase? Process
Signoff

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Define System Phase

Phase Kickoff Has a kickoff been conducted for this phase which defines the Process
roles and deliverables for this particular phase?
Vendor If a vendor will be used, has the vendor been engaged to Process
participate in Define Phase and future phase activities?
Functional Have the right agency expertise been involved in a unified process Process
Requirements to develop the best set of functional requirements?
Have the functional requirements document been finalized? Process
Data Has a data requirements model been reviewed against the data Process
Requirements architecure standards for the agency?
Has a fully attributed logical data model (e.g Erwin Model) or DRTEMPLATE.DOC OCIO Point
equivalent been prepared which defines data requirements of Contact
including sources of data?
Security Has the project manager reviewed the baseline security Process
requirements document (provided earlier by OCIO security officer)
with the OCIO security officer and determined, documented which
of the baseline security requirements apply to this project?

Has a System Security Plan(SSP) been prepared by project System Security Project
manager and approved by OCIO security officer? (Link to Security Plan.5.8.03doc1.doc Manager in
Plan document is: http://yes.sba.gov/offices/OCIOSEC/ Program or
OCIO

Has a Privacy Impact Assessment been performed by the project GPTS PIA.doc (example) Project
team and reviewd by the Office of Hearing and Appeals? Manager in
Program or
OCIO

Leverage Existing Is there existing or current technology that can be leveraged for the Process
Technology project?

Prior phase Have the other phase products such as Project Plan, Design Process
documents document be updated to reflect latest information?
updated

Quality Control Have project deliverables been reviewed against quality standards? Process

Change Control Have any changes to scope or cost occurred which require change Process
control?
Performance Have reports been provided which cover Earned Value measures Process
Reporting and covering cost and schedule variances and which also measure
Risk Control technical performance and are risks being monitored on a regular
basis?

Define Phase Have the results of the define phase been reviewed with key Process
Review stakeholders and approval obtained to move forward to next
phase?
Has a lessons learned discussion been conducted with project Process
team and updated project plan as necessary?
Has a System Decision Paper document been prepared where SDPTEMPLATE.DOC Project
results of the define phase have been reviewed and approval Manager in
obtained from key stakeholders to move forward to next phase? Program or
OCIO
Govenance Board Has the Governance Board signed off for this phase? Process
Signoff

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Design System Phase

Phase Kickoff Has a kickoff been conducted for this phase which defines the Process
roles and deliverables for this particular phase?
Technology Has the project manager checked to insure that hardware and Process
Provisioning software to be purchased is in accordance with original
specificiations?
Problem Reports Has a process been put in place to track and resolve problems? Process

Communication Has execution of a project rollout out plan which covers Process
Plan communication to the program and staff offices been started?

Database Has a fully attributed physical data model (e.g. Erwin Model) or DSTEMPLATE.DOC OCIO Point
Specifications equivalent been prepared which designs data requirements of Contact
including sources of data?
Security Has the project manager verified that the security controls Process
incorporated in the design will satisfy the application security
requirements (i.e. subset of baseline security requirements
applicable to the project)

Has the project manager requested the OCIO security officer Process
schedule a Security Test and Evaluation(ST&E) after the build
phase?
Technical Has a Technical Specifications been prepared? TMTEMPLATE.DOC OCIO Point
Specifications of Contact
Requirements Has a requirements traceability matrix been prepared which maps TMTXTEMPLATE.DOC Project
Traceability matrix functional requirements to business requirements? Manager in
Program or
OCIO

Have all the functional requirements been addressed in the Process

technical specifications?
Test Plan Has input been solicited from developers and users to develop a Process
good testing strategy which will test functionality and performance?

Has an initial test plan been prepared describing the testing VVTEMPLATE.DOC OCIO Point
strategy? of Contact
Has a test group been identified and training plan identified for the Process
group?
Preliminary User's Has an individual been assigned and collaborated with team to Process
Manual develop content for a user's manual?
Has a preliminary user's manual been prepared? UMTEMPLATE.DOC Program
Functional
Lead
Prior phase Has the project plan documentation been updated to reflect the Process
documents latest information learned during the design phase?
updated
Quality Control Have project deliverables been reviewed against quality standards? Process

Change Control Have any changes to scope or cost occurred which require change Process
control?
Performance Have reports been provided which cover Earned Value measures Process
Reporting and covering cost and schedule variances and which also measure
Risk Control technical performance and are risks being monitored on a regular
basis?

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Design System Has a System Decision Paper document been prepared where SDPTEMPLATE.DOC Project
Phase Review results of the design phase have been reviewed and approval Manager in
obtained from key stakeholders to move forward to next phase? Program or
OCIO

Govenance Board Has the Governance Board signed off for this phase? Process
Signoff
Build System Phase
Phase Kickoff Has a kickoff been conducted for this phase which defines the Process
roles and deliverables for this particular phase?
Build Are project components being built in a timely manner according to Process
agency and federal standards?
Are the components being built being thoroughly unit tested and Process
defects corrected?
Have you scheduled application previews with potential users and Process
project sponsor?
In the preview, have the project manager set expectation that the
preview is not an opportunity to establish new requirements?

Technical Has effort been devoted to create maintence information in the Process
Specifications Technical Specificiations? E.g. 508 compliance, Cold Fusion
standard
Has a Technical Specificiations been prepared with contains TMTEMPLATE.DOC OCIO Point
System/Subsystem Specification and eventually Maintenance of Contact
information been prepared?
Test Plan Has the final test strategy been developed and a test plan been Process
reviewed and updated to reflect latest details associated with
build?
Training Plan Has an effort been undertaken to obtain user input to develop good Process
training plan?
Has a training plan document been prepared? TPTEMPLATE.DOC Program
Functional
Lead
Training Has a training documentation been prepared which will be used Process
Documentation during system rollout?
Security Has the System Security Plan been refined and updated to reflect Process
the system design
Has a Contingency Plan/System Recovery Plan been developed? Process

Users's Manual Has an approach for final production of user's manual been Process
developed which will incorporate the required content?
Has a User's Manual been prepared? UMTEMPLATE.DOC Program
Functional
Lead
Rollout Plan Has an effort been undertaken to obtain input from all the right staff Process
in OCIO and program areas to develop an effective approach for
conversion and transition to ongoing support?
Has a plan been developed with covers not only conversion and ICPTEMPLATE.DOC OCIO Point
installation but also transition to support ? of Contact

Have the resources within OCIO and the program area been Process
identified for ongoing operations and support?

Has the sign-off occurred to hand-off the system from the project Process
team to operations team been completed?
Has support been provided for by the project team for certain Process
period after production to insure smooth transition to operations? Is
an SLA necessary to be setup?

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Prior phase Should the other phase products such as Project Plan, Design, Process
documents Testing Plan document be updated to reflect latest information?
updated

Quality Control Have project deliverables been reviewed against quality standards? Process

Change Control Have any changes to scope or cost occurred which require change
control?
Performance Have reports been provided which cover Earned Value measures Process
Reporting and covering cost and schedule variances and which also measure
Risk Control technical performance and are risks being monitored on a regular
basis?

Build System Has a System Decision Paper document been prepared where SDPTEMPLATE.DOC Project
Phase Review results of the build phase have been reviewed and approval Manager in
obtained from key stakeholders to move forward to next phase? Program or
OCIO

Govenance Board Has the Governance Board signed off for this phase? Process
Signoff
Evaluate System Phase
Phase Kickoff Has a kickoff been conducted for this phase which defines the Process
roles and deliverables for this particular phase?
Testing Have the varioius tests such as System Test, User Acceptance Process
Test, Compliance Tests been conducted?
Test Results and Have the various tests such as System Test , User Acceptance, Process
Evaluation Report been conducted and results documented with a plan for correcting
errors?
Security Has the OCIO security officer conducted a Security Test and Process
Evaluation(ST&E), documented the vulnerabilities and approved
the system from a security standpoint?
Security Has a process been finalized to achieve initial accreditation for the Process
system
Training Has the training planned for users been conducted? Process
Prior phase Should the other phase products such as Project Plan, Design Process
documents document be updated to reflect latest information?
updated
Quality Control Have project deliverables been reviewed against quality standards? Process

Change Control Have any changes to scope or cost occurred which require change Process
control?
Performance Have reports been provided which cover Earned Value measures Process
Reporting and covering cost and schedule variances and which also measure
Risk Control technical performance and are risks being monitored on a regular
basis?

Security Has the OCIO security officer prepared the necessary Process
documentation so that the system can be certifed and accredited
by OCIO security?
Has the system been certified and accredited by OCIO security Process
officer?
Evaluate Phase Has a System Decision Paper document been prepared where SDPTEMPLATE.DOC Project
Review results of the evaluate phase have been reviewed and approval Manager in
obtained from key stakeholders to move forward to next phase? Program or
OCIO
Govenance Board Has the Governance Board signed off for this phase? Process
Signoff

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Go or No-Go Has the project team gotten together and decided whether to Process
Decisioin procede to production in Operate Phase or to hold-off and take
corrective action?

Operate System Phase

Phase Kickoff Has a kickoff been conducted for this phase which defines the Process
roles and deliverables for this particular phase?
Installation Has the system been installed to production,verified by OCIO? Process
Security Has the Contingency Plan/System Recovery Plan Process
been implemented?
Has certification and accreditation (C&A) been completed? Process
Has a risk mitigation plan been implemented to address findings Process
from the C&A?

Quality Control Have project deliverables been reviewed against quality standards? Process

Change Control Have any changes to scope or cost occurred which require change Process
control?
Project Has the project documentation been placed in a permanent place Process
Documentation on the OCIO portal?
Performance Have reports been provided which cover Earned Value measures Process
Reporting and covering cost and schedule variances and which also measure
Risk Control technical performance and are risks being monitored on a regular
basis?

Contract Closure Have all remaining items related to closing contract been Process
addressed?
Administrative Have resources been planned to prepare a document to review the Process
Project Closure project in meeting original project objectives,have project docs
been archived to permanent area on OCIO portal?

Has a Project Review document been prepared PREVETEMPLATE.DOC Project

Manager in
Program or
OCIO

Has a Project Recap meeting been conducted with key Process

stakeholders which provides closure to the project?

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