LBNL Project Management Training Series

LBNL Enterprise Computing (EC)

January 2003LBNL Enterprise Computing

LBNL Project Management Strategy Strengthen partnership between technical and functional organizations

Undertake projects with Lab-wide perspective

Ensure wide participation by the Laboratory user community

Establish project charters as prerequisite for project initiation

From Strategy To ProjectsStrategyProgramsPurposeBenefitsProjectsReviewsIntegrated Project Management Office Influence

Project Related EndeavorsStrategy A framework guiding those choices that determine the nature and direction to attain an objective through programs and projects within an organization

Program Consists of a group of projects supporting broad, general goals and managed in a coordinated way so as to achieve a set of defined objectives, giving effect to various (and often overlapping) initiatives and/or implementing a strategy.

Subproject A distinct group of activities that comprise their own project which in turn is a part of a larger project.

EC Project StructureIT TechnicalSpecialistsProject SteeringCommitteeEnd UserBusinessSpecialistsInternal AuditProject TeamProject SponsorProject DirectorProject ManagerAs of 1/2/03

EC Project OversightProject DirectorIT TechnicalSpecialistsProject SteeringCommitteeProject ManagerEnd UserBusinessSpecialistsInternal AuditECSCIntegrated Project Management OfficeProgram CoordinatorProject TeamProject SponsorProgram SponsorEnterprise Computing Program CIO

As of 1/2/03

EC Program StructureEnterprise ComputingProgramCIO ECSCBLISProject DirectorDiana BrownIT TechnicalSpecialistsIntegrated Project Management OfficeProject SteeringCommitteeChemical InventoryProject DirectorRobin WendtProject SteeringCommitteeProject YProject XProject ManagerTBDEnd UserBusinessSpecialistsInternal AuditProject ManagerSteve AbrahamIT TechnicalSpecialistsEnd UserBusinessSpecialistsInternal AuditProgram CoordinatorProject SponsorProject SponsorProgram SponsorAs of 1/2/03

EC Roles and ResponsibilitiesApproves Enterprise Computing Program PlanApproves Program-sponsored project priority listAllocates annual Program-sponsored project budgetProgram Sponsor:

EC Roles and ResponsibilitiesChair of Enterprise Computing Steering Committee (ECSC) makes recommendations to Program SponsorFormal liaison to Program SponsorResponsible for Enterprise Computing Programs successWith guidance from ECSC, appoints Project DirectorsEstablishes methodology and reporting requirements for Program-sponsored projectsProgram CIO:

EC Roles and ResponsibilitiesJoint authors/owners of Enterprise Computing Program PlanPrioritizes Enterprise Computing projectsReviews budget requests for Program-sponsored projectsReviews and approves Program-sponsored project steering committee membershipsReviews and approves Program-sponsored project plansHolds quarterly meetings to review EC project statusMakes strategic decisions impacting EC projectsEnterprise Computing Steering Committee (ECSC):

EC Roles and ResponsibilitiesSenior manager of a business areaSubmits budget requests for Program-sponsored projectsArticulates the vision, benefits and meaning of changes to the business operation at high levelMember of the project steering committeeWith Program Coordinator concurrence, recommends Project Director candidates to CIO Provides leadership to implement best business practices imbedded in the standard softwareProject Sponsor:

EC Roles and ResponsibilitiesExecutive Program ManagerResponsible for maintaining Program/Project methodologyInformation manager for Program and all Program-sponsored projectsEnsures quality and consistency of management of Program- sponsored projectsAssists project directors with administration of projects (budget, scope, schedules)

Program Coordinator:

EC Roles and ResponsibilitiesActs as a resource to provide Program and project management assistance and trainingReviews project charters/plans in Program contextWorks with Program Coordinator to ensure quality management of Program-sponsored projects

Integrated Project Management Office:

EC Roles and ResponsibilitiesSelected from the functional and technical areas impacted by the projectServes as the project change control board to provide oversight on scope/budget/scheduleProvides oversight to minimize software customization and changes to original project scopeRemoves barriersAdvises Project Director Provides formal end user representationProject Steering Committee:

EC Roles and ResponsibilitiesSupports the project team in identifying internal controlsActs as control consultant, not decision makerExercises independence in system development reviewProvides recommendations for operational improvementsCommunicates audit opinions to, and receives timely dispositions from the Project Manager, Project Director, and Project Steering CommitteeInternal Audit:

EC Roles and ResponsibilitiesSenior Manager with authority for project executionHeld accountable for project success and has the metrics to measure the successReports project progress to the CIOWorks with Project Steering Committee to document and maintain project change controlResponsible for minimizing customizationNegotiates resolution of cross functional issuesEnsures wide project participation from the user community, including establishing user focus groups with formal representatives from scientific divisionsProject Director:

EC Roles and ResponsibilitiesRecommended by the Project Director and the Program Coordinator with concurrence of the project steering committee, and is appointed by the CIO and his/her respective line managerDevelops and drives the execution of the overall project planManages the project teamEnsures project is compliant with appropriate standardsProject Manager:

EC Roles and ResponsibilitiesProvides technical expertiseConducts feasibility studiesProvides estimates to Project PlanPerforms data modeling and analysisPerforms development programming and unit/system testingPerforms deployment to productionAdheres to technical standardsProvides and maintains technical documentationSupports business specialists in developing and conducting training and materialsSupports technology-driven process re-engineering efforts Supports enhancements to existing infrastructure

IT Technical Specialist:EC Roles and Responsibilities

EC Roles and ResponsibilitiesRepresents constituents and serves as communication conduitParticipates in requirements definitionReviews requirements for clarityParticipates in training, testing and acceptanceMember of the deployment teamEnd User:EC Roles and Responsibilities

EC Roles and ResponsibilitiesServes as subject matter expertWorks with end users to address requirementsEstablishes functional requirements with concurrence from end user representativesIdentify business procedures that must change and adopt best practicesResponsible for testing and quality assessmentDevelops and conducts training with assistance from IT Technical Specialists

Business Specialist:EC Roles and Responsibilities

Enterprise Computing Program MethodologyProject DirectorProjectManagement TeamProjectSponsor/DirectorProject TeamProject ManagerLessons LearnedROIABBA Activity Based Budget Authorization

ECSC Project Initiation Project RequestIncludes return on investment (ROI) estimateBusiness case analysis (BCA)Submitted by Project Sponsor (Business Area Manager)

ECSC Review & ApprovalRequests prioritizedFunded based on annual allocation by Program SponsorCIO presents prioritized list to Program Sponsor for acceptanceProject Charter developed after request approval

ECSC Project Planning Approved charter authorizes project planning process

Project PlanWork breakdown structure (WBS)ScheduleBudgetCommunication PlanRisk Management PlanResource AssignmentsChange Management Plan

ECSC Project Planning Project PlanReviewed by Program Coordinator and IPMO prior to submissionPresented by Project Director for ECSC reviewApproved by CIO as Chair of ECSC and Program Coordinator

Approved plan authorizes project execution / control and released project budget

ECSC Project Execution and Control Project Change ManagementRisk ManagementStatus and progress reportingMonthly updates to CIO / Program CoordinatorQuarterly to ECSCIssues / Action Items log

ECSC Project Close End deliverables review and acceptanceProject SponsorCIO / ECSC

Close-out post implementationLessons learnedBusiness case analysis (ROI) follow up