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  • Subject area(s): Engineering
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  • Published on: 7th September 2019
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1. Purpose / Valuing

a) We are clear on (and we all agree with) the reasons for this project, what the scope entails and what we expect to achieve?

b) The business objectives have been specifically and clearly defined and agreed to by stakeholders?

c) We all agree with the prioritization &/or justification (including both financial and non-financial benefits) for taking on this project effort and investment?

d) A comprehensive business case (cost benefit analysis) including full life cycle development costs and ongoing cost of operations has been developed, reviewed and accepted for this project?

e) Comprehensive metrics have been defined to measure both financial and non-financial benefits?

2. Scope & Objectives / Project Complexity

a) The scope has been specifically and clearly defined detailing what is to be included / excluded?

b) The project objectives have been specifically and clearly defined and agreed to by stakeholders?

c) \"The scope is appropriate, i.e.,

 Broad enough- not limited to a function that is/or should be a part of a     broader process/scope?\"

d) \"The scope is appropriate, i.e.,

  Broad enough

  Not limited to a single Agency when it is needed in multiple Agencies?\"

e) \" The scope is appropriate, i.e.,

  Not too broad and complex to be safely undertaken? \"

f) We are confident that we can successfully undertake a challenge of this magnitude?

3. Time to Value / Release Management – larger projects are prone to take too long to produce value.  Projects are much more likely to succeed if they are accomplished through multiple planned releases each producing more value.

a) The solution will be operational within a reasonable timeframe, e.g., 6 to 9 months max?

We are confident that the objectives are achievable within the given timeframe and approach?

b) Mandated timeframes can readially be met? (All 0\'s if not applicable.)

c) The project has been ‘chunked’ into multiple value producing releases, e.g., 6 to 9 months max?

4. Governance / Executive Sponsorship – the advent of multi-agency solutions has heightened the need for processes and policies for ownership, prioritization, maintenance and funding.

a) A Project Governance / Steering Committee is in place and actively directing and overseeing the project (e.g., setting priorities, approving release content, reviewing status against plan, resolving inter-agency issues? If project size doesn\'t warrant a Steering Committee make all blank.

b) We have strong Executive Sponsorship and Commitment?

c) The project team has the authority to achieve project objectives?

d) We are confident that we have ‘Executive Level’ Guidance and ability to make decisions?

e) We are confident that our management at all levels supports the vision and the commitment to achieve our objectives?

Management at all levels is actively and enthusiastically engaged in the project?

5.  Stakeholder Commitment

a) Key stakeholders have been identified and are/ will be providing sufficient time and attention, and resources to the project?  

b) We are confident that key stakeholders are committed to project success?

c) Key stakeholders are actively and enthusiastically engaged in the project?

d) The detailed project work plan identifies the activities requiring stakeholder participation including structured walkthroughs?

e) The stakeholders have reasonable and accurate expectations which are understood and in agreement with project objectives?

f) Conflict between stakeholders can seriously disrupt a project. We are confident that the stakeholders are in agreement and/or able to reach consensus.  There is no conflict or disruption?

6. Inter- Agency Cooperation – Can the stakeholder Agencies willingly and effectively work together to achieve their common and unique independent objectives?

a) How would you rate our organization (10 high; 0 low) in terms of teaming with each other and with other City organizations?

b) We are confident that other Agencies (in scope or with which we are interfacing) can and will team effectively with ours?

7. Organizational Change Readiness

To what degree will the new system require significant change to current operations:

1 - Mininimal

3 - Minor changes readily addressed with training

6 - Input and Process/ Workflow changes requiring few days of training.

8 - Input, Process/ Workflow and some organizational changes

10 - Substantial Input, Process/ Workflow and organizational changes

a) Directly affected operations personnel are ready, willing and able to take on the degree of change this project will necessitate, i.e.,

i. Ready: They are informed and understand the project scope, objectives and their responsibilities?

ii. Willing: They want to be involved in the project and be part of its success?

iii. Able:  They have the \'bandwidth\' and capability to take on the additional responsibilities?

b) Directly affected operations/user personnel are/will be providing sufficient time and attention to the project?  

c) We are confident that directly affected operations personnel are committed to project success?

d) Directly affected operations personnel are actively and enthusiastically engaged in the project?

e) Directly affected operations personnel have reasonable and accurate expectations which are understood and in agreement with project objectives?

f) Conflict between directly affected operations personnel can seriously disrupt a project. We are confident that the stakeholders are in agreement.  There is no conflict or disruption?

8. Controls and Compliance

a) Our plan and activities include regular communications and involvement of business ‘auditors’ to ensure proper controls including governing agency internal control environments are in place?

b) Activities related to business ‘auditors’ reviews and confirmation testing are part of the workplan?

c) … and in fact proper controls including governing agency internal control environments will be enabled by and/or improved in the new system?

d) We are confident the solution is aligned to the legal, regulatoryand political environment?  It is not political sensitive?

9.  Overall Solution Definition

a) A solution vision (including a visual diagram) exists depicting what is in and out of scope? In scope includes interfaces with external systems.

b) The solution vision was jointly developed with the stakeholders?

c) The solution vision  is understood and agreed upon by all?

d) There is an appropriately detailed conceptual model of the business solution (with more detailed level two models if warranted)  so that everyone can visualize the solution deconstructed down to the development units?

10.      Innovation– has the impact / benefit of new technology (e.g., handheld devices, constituent self-service) been appropriately considered? There is a Risk of Missing the Opportunity, i.e., when a major system is being replaced not spending time up front rethinking everything.

a) We are appropriately considering innovative technologies (mobile aps, constituent self-service) to improve service and/or reduce cost?

b) We are appropriately considering process re-engineering opportunities to improve service and/or reduce cost?

c) Innovation is a key aspect of this project?  We spent considerable time up front rethinking what we might achieve?

11.1 Documentation of Requirements and Processes

a) Processes and activities are in place and are being executed to completely and adequately define and validate the business requirements?

b) Recapture and documentation of ‘as is’ functionality has been thoroughly undertaken and completed?

c) Extensive walkthroughs of the documented requirements have taken place  are planned.  We are confident we have captured and documented all requirements?

Key users have been involved and are empowered with decision making authority on requirements?

d) Process and requirements documentation are high quality (e.g. business event models, use cases, and are highly detailed)?

e) Processes and activities in place and executed to completely and adequately map requirements to the solution to meet those needs?

f) A large number of change requests resulting from development reviews and/or user testing can be attributed to insufficient requirements definition.  Change request to date resulting from development walkthroughs and testing have been 10 - few, 7-moderate/ as expected, 4-more than anticipated?

11.2 Development Efficiency & Effectiveness

a) Solution has been deconstructed into manageable development objects?

b) Best of Breed\' Object Stereotypes are being employed to optimize like object development, system quality and maintainability?

c) User Exerience (UX) is consistant with City Standards and related systems that the primary users regularly interface with?

12.      Technical Architecture – how compatible is the proposed solution architecture with City’s standards and core competencies?   Is it aged or current technology?  Is it proven?

a) We are confident we are developing the new system in a proven (well tested) leading edge (not bleeding edge) and not dated technology?

b) We are confident the required technology foundation is in place to support the defined solution?

c) The proposed solution architecture is compatible with City’s standards and core competencies?

d) We are certain that the solution can handle the projected volume of transactions, and we are comfortable the transaction volumes are reasonably correct?

d) We are certain that the solution is readily scalable?

e) Appropriat3rd party technical architecture reviews have taken place or are planned?

f) COTS off-the-shelf products been investigated for fit? (all blank if not applicable)

13.      Release Planning - Projects are much more likely to succeed if they are accomplished through multiple planned releases each producing more value.

a) The overall solution will be developed and rolled out in multiple releases each learning from and building on the preceding release and adding value?

b) The scope of each scheduled has been specifically and clearly defined detailing what is to be included / excluded?

c) The release priorities and content has been specifically and clearly defined and agreed to by stakeholders?

d) The scope of each release is appropriate, i.e., not too broad and complex to be safely undertaken? We are confident that we can successfully undertake a challenge of this magnitude?

14.   Project Management Team

a) There is an appropriately experienced Project Manager?

b) \"We have other project key personnel  on board to ensure success.

 1) Testing Manager  (Y/N)

 2) Change Manager (Y/N)

 3) Implementer         (Y/N)

 4) Developer            (Y/N)\"

c) Roles and responsibilities are clearly defined?

d) The project team leads are also well qualified and highly motivated?

e) There is a qualified Project Controller on the team to track hours, milestone/deliverables dates, costs and other performance metrics?

15.1    Project Planning & Processes – (Are the expected artifacts including adequately detailed work plans, status reporting

a) A sufficiently detailed project plan has been developed and reviewed?

b) The program methodology (e.g. waterfall, agile, hybrid) is optimal to ensure program objectives are met?

c) We are confident in the schedule.  We do not expect a significant (score 7) or any (score 10) schedule overrun?

d) We have adequate flexibility in our schedule?

e} All necessary activities have been included in the work plan including dependencies, reasonable work efforts and durations, and quality / completeness reviews?

f) Dependencies (e.g., hardware delivery and set up) can dramatically impact the project schedule and costs. We have allowed adequate time for project dependencies?

Reliable plans and estimates are in place with status transparency, i.e.,

g} 8 - Slightly behind but reasons are understood, justified and/or being addressed.

h) Work to date is tracking against plan as defined?

i) We have well defined and disciplined processes and procedures for:

                                                    i.     Scope (Change) Management?

                                                   ii.     Deliverables Walkthroughs?

                                                 iii.     Status Reporting?

15.2    Detailed Risk/Issue Management Process

a) The project has a separate risk management responsibility and the required/qualified RM resource is identified?

b) Risks have been identified by SME\'s with domain, technical and process knowledge?

c) Risks have been prioritized based on their probability, impact and other factors?

d) Response, contingencies and reserves have been established for high priority risks?

e) The procedures for escalating variances and issues are established and understood?

16. Security

a) A comprehensive Security assessment on all aspects of systems security has been conducted or is planned for including:

                                                    i.     System Access?

                                                   ii.     Regulatory Compliance?

                                                  iii.     Data Integrity / Confidentiality?

b) Project Security:  All Project Deliverables are stored on secured devices and regularly backed up offsite?

17. Legacy Systems Readiness For Change

a) The operations of the current legacy system is sufficiently documented and understood

b) The legacy system interfaces are sufficiently documented and understood to facilitate replacement and testing, and the potential impact to other systems with which it interfaces?

18. Data Readiness – Quality / Integrity of Legacy System Data.  Data availability.

a) The data contained in the legacy system is clean and valid?

b) The data required in the new system is readily available?

c) There is an approved approach and plan for editing and cleaning the legacy data prior to populating the new system?

19.      Release Planning - Projects are much more likely to succeed if they are accomplished through multiple planned releases each producing more value.

a) The solution will be developed and rolled out in multiple releases each learning on the preceding release and adding value?

b) The scope has been specifically and clearly defined detailing what is to be included / excluded?

c) The release content has been specifically and clearly defined and agreed to by stakeholders?

d) The scope of each release is appropriate, i.e., not too broad and complex to be safely undertaken? We are confident that we can successfully undertake a challenge of this magnitude?

19. Scope Stability / Change Management – processes in place to prevent scope creep or change without proper reviews and approval.

a) Scope Change has been minimal and change that has been made is fully justified?

b) A base line has been established and there is a strictly followed Change Management process in place?

c) Gold plating inflates scope - The project team is not adding their own product features that aren\'t in requirements or approved change requests?

20. Organizational Change Management – plan and practices including regular communications, training and involvement (e.g., reviews and testing) to address concerns of the organization and prepare for change.

a) There is an OCM Plan and assigned Responsibility?

b) The OCM Plan has scheduled activities to raise awareness of the change, the reasons for it, respond to questions and concerns and solicit involvement?

c) There is a comprehensive training plan to appropriately prepare the user community

d) User training will take place prior to Acceptance Testing and users will be involved in Acceptance Testing?

21. Quality Assurance – Quality Assurance needs to focus on confirming the project is ‘Doing the right things!’ and ‘Doing things right!’  

a) Are the processes and responsibilities defined (e.g., regularly scheduled walk-throughs and project reviews with 3rd partyQA resources included).  

b) The stakeholders are (or are to be) actively involved?

c) The project has a separate quality assurance responsibility, planned work approach and the required/qualified QA resources are identified?

22. Testing – testing approach, test plan, fault tracking

a) The project has a comprehensive testing approach?

b) A test plan has been developed and approved by the stakeholders?

c) The test approach and planned activities include each of the following elements:

                                                    i.     Unit Testing?

                                                   ii.     System Testing?

                                                  iii.     Data Conversion Testing?

                                                 iv.     Interface Testing?

                                                   v.     Platform Testing Including Promotion (Staging to Production and roll back)?

                                                 vi.     User (UX) Testing and Content Verification?

                                                vii.     Full System Integration Test?

                                               viii.     Stress Testing?

                                                 ix.     Acceptance Testing?

23. Resourcing /Performance – staffing plans, hiring, evaluating

a) Appropriate staffing plans and/or analysis of staff availability against projected needs has been completed?

b) The project is sufficiently staffed with the required resourcing to complete the work on schedule? The staff has the experience and knowledge required?

c) A viable approach to filling project staffing needs has been developed?

d) Additional resourcing (positions and budget) has been approved so that there will be no undue delays?

e) A timely staffing / hiring process has been defined and is in place?

f) Project deliverables and other work expectations (e.g., participation in walkthroughs) have been clearly defined?

g) A process / approach for evaluating individual performance has been established?

h) We have identified and contracted with backup sources of resources (particularly key resources) as a contingency?

24. Vendor Management / Performance

a) Third party vendors/contractors are essential to the success of this project?  (If not all zeroes.)

b) Third party vendor(s) /contractor(s) have been selected by a disciplined transparent process?

c) Contractual responsibilities have been clearly and sufficiently set forth?

d) Project deliverables and other work expectations (e.g., participation in walkthroughs) have been clearly defined?

e) Robust vendor management processes in place including milestone quality reviews and payment plan?

f) A process / approach for evaluating vendor performance has been established?

g) Vendor has performed to date at the level expected?

25. Project Communications – Is there a formal plan defining by stakeholder (public, commissioners, operational staff) defining how, how often?

a) We have a formal and comprehensive Communications Plan in place?

b) The communications plan adequately includes each of the following:

i. Commissioners & Stakeholders on Status

ii. Project Team Members

iii. Business Users

iv. DoITT and Technical Developers

v. Vendors, Contractors, New Hires including on-boarding

vi. Public, Press

c) Project performance informationis  provided in a detailed and timely manner?

26. Funding / Budget – sufficiency of budget to complete the project as defined.  Often inaccurate &/or overly aggressive and optimistic cost estimates and forecasts are developed and utilized for project approval

a) Detailed cost breakdown and expenditure forecasts have been developed?

b) We are confident the cost forecasts and associated budgets are accurate?

c) We are confident the project can be completed within these budgets?

d) The likelihood of budget overrun is minimal?

e) Nevertheless, there is a reasonable contingent reserve in case of unanticipated events?

27. Budget / Cost Management – the tools and people are in place to track spending against progress.  

a) Tools, processes, approvals and responsibilities are in place for tracking hours and expenditures?

b) The contract management process is set-up with a central person assigned for oversight?

c) 3rd party payments are tracked to performance (work reviews and acceptance, and milestones)?

28. Procurement Management

a) Processes, approvals and responsibilities are in place for timely acquisition of incremental hardware, software and licenses, and/or 3rd party services?

b) Lead time dependencies have been appropriately considered and confirmed in righting by the vendors?

29. Operations Turnover

a) Operations personnel have been identified and agreed upon Service Level Agreements are in place?

b) Operations turnover requirements are understood and the necessary documentation has been or is being developed for acceptance?

c) Help Desk documentation, processes and procedures (including problem escalation) are defined, agreed and/or in place?

d) Incident (problem) reporting and resolution processes and procedures are defined, agreed and/or in place?

e) Backup and recovery processes and procedures are defined, agreed upon and/or in place?

30. Maintenance – how will the new system be maintained and enhanced after developers are gone.

a) Support resources have been identified to assume ongoing support for the new system?

b) The necessary training has been planned, developed and/or provided?

c) To facilitate knowledge transfer, maintenance resources are/ have been or will be involved in the project?

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