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Agency Information Technology Resource (AITR)

Role Based My Processes Project Manager Contents

Process Flow Diagrams

Strategic Planning Process (Pre-Select and Select)I Control Project Initiation II Control Project Planning III Control Project Execution and Control...IV

Process 1. Project Initiation Phase:................................................................................................. 3 Sub-Process 1.1. Initiate, Update and Submit Project Proposal and Project Charter: ................ 3

Process 2. Project Planning Phase: ................................................................................................. 7 Sub-Process 2.1 Initiate, Update and Submit Detailed Project Plan: ...................................... 7

Process 3. Project Execution & Control: ........................................................................................ 9 Sub-Process 3.1 Initiate, Update and Submit the Project Status Report:................................... 9 Sub-process 3.2 Initiate, Update and Submit the Issue Management Log: .............................. 10 Sub-Process 3.3. Initiating, Updating and Submitting the 10% Change Control Request:... 11 Sub-Process 3.5. Complete Project Execution and Control Phase: ......................................... 12

Process 4. Project Closeout Phase: .............................................................................................. 13 Sub-Process 4.1. Updating and Submitting - Project Closeout Report..................................... 13 Sub-Process 4.2. Update Project Lessons Learned on PMDP Website:................................... 13 Sub-Process 4.3: Archive all Project Documentation:.............................................................. 13 Sub-process 4.4. Project Closeout Transition Check List: ....................................................... 14

Process 5. Project Evaluation Phase: ........................................................................................... 15 Sub-Process 5.1 Complete the Post Implementation Review:.................................................. 15

Process 6. Other Major Tasks: ...................................................................................................... 16 Sub-Process 6.1. Maintain all project documentation within ProSight: ................................... 16

Post CIO Approval

Step 6 - Approval CIO Approval

Step 5 - Approval PMD Evaluation & Recommendation

Step 4 - Approval Agency Head

Step 3 - Approval - AITR

Step 2

Step 1

IT Strategic Planning (ITSP) (Pre-Select and Select) Phase

ProcurementsProjects

Project Business Alignment

Pre-Select Investment

Analysis

Procurement Business

Alignment & Initiation (APR)

Investment Business

Case

CBA

Gather Project /

Procurement Documentation

AITR Project Approval

Agency Head

Scorecard

Agency Head

Approval

PMD Scorecard

PMD Approval

CIO Approval

CIO Scorecard

Project Documentation

Save Approved Documentation

Review

Lock Investment

PMD Evaluation

Reset approval triggers

Set Investment Status

Investment Approved for Planning

(Eligible to start Project Initiation)

Unlock Investment?

Investment Approved for

Planning

Approved for Procurement

Preliminary Steps

Agency LevelInitiate a Project or a ProcurementComplete the required forms

Agency LevelFor Projects - Complete Investment Business

Case For Procurements Complete the Procurement

Business Alignment and Initiation (APR)

For Projects Review Investment Business Case For Procurements Review the Procurement

Business Alignment and Initiation (APR)Approve and submit for Agency Head Approval

Agency LevelAccess Agency Head Scorecard Review Investments (Projects / Procurements) lined up

for ApprovalAccess Investment details and ReviewApprove and submit to PMD

PMD LevelAccess PMD Scorecard Review Investments (Projects / Procurements) submitted Access Investment details and ReviewSet CIO approval QueueComplete Recommendation and submit for CIO Approval

Access CIO Queue and Scorecard Review Investments submitted up for CIO ApprovalAccess Investment details and ReviewApprove

Strategic Planning Process in the CTP - ProSight Portfolios Tool

RoleAgency Head

RoleAITR

RolePMD

Analyst

RoleCIO

RoleAITR

RoleAITR

RolePMD

Analyst

Create, Update and Submit a Project Create, Update and Submit

a Procurement

AITR Procurement

Approval

RoleAITR

Create New Procurement

Create New

Project

I

Step 1

Step 6 - Approval ITIB Approval

Step 4

Step 2

Step 6 - Approval CIO Approval

Step 5

Step 3

Project Initiation Process

CBA

Access Agency Head Scorecard

PMD Scorecard

PMD Approval

CIO Approval

CIO Scorecard

Project Documentation

Save Approved Documentation

Lock Investment

PMD Evaluation

Reset approval triggers

Set Investment Status

Unlock Investment?

Investment Approved for Development

Agency Level - Agency Head ApprovalAccess Agency Head Scorecard Review Investments / APR lined up for ApprovalAccess Investment details and ReviewApprove and submit for Agency Head Approval

PMD Level - Evaluation & RecommendationAccess PMD Scorecard Review Investments lined up for ApprovalAccess Investment details and ReviewComplete Balance Scorecard EvaluationSet CIO approval QueueApprove and submit for CIO Approval

PMD LevelAccess CIO Queue and Scorecard Review Investments / APR lined up for ApprovalAccess Investment details and ReviewApprove

Project Initiation Process (Development Approval Original Baseline) in the CTP - ProSight Portfolios Tool

Project Proposal

Preliminary Risk

Assessment

Agency LevelInitiate and complete the Project

Proposal and Project CharterComplete the required forms

Approve

Secretariat Scorecard

Review Project

Documents

Review Balance

Scorecard

Secretariat Approval

Review Project Proposal and

Project Charter

Agency Level Business Sponsor Approval Initiate a Project ProposalComplete the required forms

Review Project Proposal and

Project CharterApprove

Secretariat Level - Secretariat ApprovalAccess Secretariat Scorecard Review Projects lined up for ApprovalAccess Project Details and ReviewReview Balance Scorecard SummaryApprove and submit for PMD Evaluation and Recommendation

RolePM User

RoleBusiness Sponsor

RoleAgency Head

RoleSecretariat

RolePMD

Analyst

RoleCIO

ITIB Approval

ITIB Scorecard

RoleITIB

Project eligible to START Detail Project Planning

Select the Strategic Plan

Approved Investment

Initiate Update and Submit Project Proposal and Project Charter

Project Analysis

Worksheet

Project Charter

PM Qualification

Review PM Qualification

II

Step 3

Step 1A Preliminary

Project Planning Process CONTROL Phase Project Planning Process in ProSight Portfolios Tool

Step 2

Performance Plan

Work Breakdown Structure

Table

Resource Plan

Agency LevelInitiate a Project Plan

RolePM

User

RolePM

User

Select Project that has

Approval for Development

Project Schedule

Budget Plan

Procurement Plan

Risk Managemen

t Plan

Communications Plan

Change and Configuration Management

Plan

Quality Management

and IV&V Plan

Agency LevelComplete required plans

Project Plan(Summary)

Agency LevelSummary data from the above plan is

presented in and as Project Plan (summary Document)

RolePM

User

Reference Documents and Templates to help you complete Step 2RolePM

UserCost Benefit

Analysis

Project Documentation

(Proposal , Charter, etc.,)

Project Scope and Business Objective

Worksheet

Organization WBS

Worksheet

Activity Definition & Sequencing

Worksheet Template

Step 5PMD Review of

Project Plan

PMD Review of the Project Plan

RolePMD

Analyst

Step 6 Post CIO Approval Complete Project Planning

Transition Checklist

RolePM

User

External/Upload

External/Upload

Complete the Project Complexity

Get the list of Required Project Plan Documents

External/Upload

Organization WBS

Worksheet

External TemplateWork

Breakdown Structure Template

External Template

External Template

Activity Definition & Sequencing Worksheet

External/Upload

Step 4 Project Sponsor / IAOC

Review and Approval

Agency LevelProject Sponsor and IAOC

RoleProject Sponso

r

Initiate, Update, and Submit a Detail Project Plan

Submit to Project Sponsor

RoleIAOC

Approval On Behalf of CIO

III

UPDATE PROJECT PLAN DOCUMENTS

Proje

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