project management sample

Project Management Fundamentals Workshop

Participant Notebook

Notebook Overviews

Action Plan............................................................................................................. 3

Communications Plan.............................................................................................. 4

Core Project Team Analysis ..................................................................................... 6

Cost/Benefit Analysis............................................................................................... 7

Critical Requirements Checklist ................................................................................ 8

Final Report ........................................................................................................... 9

Kick-Off Meeting ................................................................................................... 10

Lessons Learned................................................................................................... 11

Milestone Chart .................................................................................................... 12

Network Diagram.................................................................................................. 13

Post-Implementation Review Meeting..................................................................... 14

Project Charter ..................................................................................................... 15

Project Scoping Meeting ........................................................................................ 16

Risk Assessment Chart .......................................................................................... 17

Risk Management Plan .......................................................................................... 18

Stakeholder Analysis ............................................................................................. 19

Task Responsibility Matrix...................................................................................... 20

Work Breakdown Structure (WBS) .......................................................................... 21

Project Management Fundamentals Workshop Tools and Templates

Action Plan Template ............................................................................................ 22

Communications Plan Template ............................................................................. 23

Core Project Team Analysis Template..................................................................... 24

Cost/Benefit Analysis Worksheet ............................................................................ 25

Critical Requirements Checklist .............................................................................. 26

Final Report Template........................................................................................... 27

Kick-Off Meeting Checklist ..................................................................................... 28

Lessons Learned Checklist ..................................................................................... 29

Milestone Chart Template...................................................................................... 30

Network Diagram Sample ...................................................................................... 31

Post-Implementation Review Meeting Agenda ......................................................... 32

Project Charter Sample ......................................................................................... 33

Project Scoping Meeting Agenda Template.............................................................. 37

Risk Assessment Chart Tool/Template .................................................................... 38

Risk Management Plan Tool/Template .................................................................... 39

Stakeholder Analysis Tool/Template ....................................................................... 40

Task Responsibility Matrix Tool/Template................................................................ 41

Work Breakdown Structure (WBS) Template ........................................................... 42

Work Breakdown Structure (WBS) Formats ............................................................. 44

Work Breakdown Structure (WBS) Samples............................................................. 45


Notebook Overview 3

Action Plan

What?

Document to establish and track action items or project steps including:

Ɣ Agreements made during team meetings

Ɣ Steps to be taken

Ɣ Responsible team member(s)

Ɣ Start and completion dates

Ɣ Any clarifying notes

Ɣ Status of action items

When?

During the project implementation and control phase.

How?

1. Record the steps that need to be taken, who is responsible, start and completion dates, clarifying notes, and the status.

2. Update the status of the steps on a regular basis.

3. Use the information on the Action Plan for status reporting.

View an action plan template.

ActionPlan.doc


Notebook Overview 4

Communications Plan

What?

Provides the process for documenting work performed during the project and the communication of this information to the project team and stakeholders.

Note: Depending on the complexity or size of a project, other elements will also be included, such as multiple, concurrent work breakdown structures for large projects or contractual documents for projects that outsource tasks.

When?

During the project planning phase.

How?

1. Create an agenda.

2. Identify the project audience(s).

3. Determine what stakeholders need, want, and expect to know, taking into consideration frequency and length of involvement of all stakeholders.

4. Identify information sources and assign responsibility for collecting information to be communicated.

5. Identify the best media and methods to communicate. Stakeholders may absorb information in different ways.

6. Identify key information that needs to be communicated regularly.

7. Define when and how communications will be provided.

8. Document any required approval process needed for any of the communications.

9. Assign responsibilities for creating and delivering the various types of communications.

10. Identify communication triggers, such as key


Notebook Overview 5

events/milestones/deliverable dates.

11. Define a process for handling ad hoc communications the project is likely to encounter.

12. Develop a library of project information, and assign responsibilities for its maintenance.

13. Create internal and external feedback loops to evaluate the effectiveness of communications.

14. Schedule the work of communications and related triggers into the project schedule to ensure they are part of the overall plan.

15. Define a process for updating/changing the Communications Plan.

View a communication plan template.

communications.doc


Notebook Overview 6

Core Project Team Analysis

What?

A technique for identifying the key members of the team. It can also be used to negotiate with functional managers for resources and general project support.

When?

Ɣ During the definition phase to identify the key members of the project team.

Ɣ During the planning phase to refine the makeup of the team.

How?

1. Determine the major tasks that will have to be accomplished.

2. Determine which functional areas will most likely be affected by the project, i.e., those functional areas possessing the skills to accomplish part of the project. You should also determine who will be affected in a less direct way, such as customer service representatives.

Note: Those who are not directly affected at the beginning of a project may be the ultimate users of the final product, and therefore, may have valuable insight for the definition and planning stages.

3. Determine the expertise required for the project.

4. Determine key people with the requisite expertise to form the core of the team.

View a core project team analysis template.

coreproject.doc


Notebook Overview 7

Cost/Benefit Analysis

What?

A technique to determining if the benefits outweigh the costs of a project.

When?

During all phases of the project.

Ɣ When you are determining whether to pursue a project.

Ɣ During the prioritization of corporate projects.

Ɣ Anytime there is a question about the relative benefit/cost of a project.

How?

1. Estimate by year all the costs of the project including:

x Development x Labor x Capital investment x Cost of maintenance x Cost of operation

2. Estimate the benefits of the project by putting dollar values on the following (by year):

x Expected profits as a result of implementing the project. x Cost avoidance or savings in operating and maintenance costs

because of having the new project in place. x Cost savings because of increased efficiency or speed. x Cost savings as a result of reduced labor if applicable.

3. Determine the break-even point.

4. Read the difference between the total benefits line and the total costs line.

View a cost/benefit analysis worksheet.

costbenefit.doc


Notebook Overview 8

Critical Requirements Checklist

What? A checklist to aid in identifying all of the requirements of a project.

When? During the definition and start-up phase to identify the project requirements, scope, and objectives.

How?

1. Complete a cost/benefit analysis.

2. Determine the specific outcomes, success factors, goals, and objectives of the project.

3. Identify any the legal requirements and/or mandates.

4. Determine the structure and organization of the project.

5. Identify important tasks and milestones of the project and their schedule.

6. Identify the types of personnel schedules needed and how will they be used.

7. Determine the distribution of other resources (budget, equipment, materials, facilities) among the various tasks.

8. Determine how the key elements of the project (cost, performance, and schedule) will be estimated and controlled.

9. Identify potential problems and risk areas involved in carrying out the project and a plan to resolve or reduce them.

View a critical requirements checklist.

criticalrequirements.doc


Notebook Overview 9

Final Report

What? A reporting technique to document information contained in the project plan, appropriate documentation of the post-implementation review meeting, lessons learned, and the budget, schedules, change orders, and updates.

When? After the completion and delivery of the project. It is the last activity in the project completion phase.

How?

1. Gather all data that have been generated during the life of the project.

2. Develop a report using the format on the following page.

3. Schedule a post-implementation review using the report data for a debriefing guide.

4. Distribute the Post-Implementation Review Report to appropriate stakeholders/customer representatives.

View a final report template.

finalreport.doc


Notebook Overview 10

Kick-Off Meeting

What?

The kick-off meeting

Ɣ Provides a briefing of the culmination of all the information gained through the other activities.

Ɣ Provides a chance to discuss any potential trouble spots of the project or information that is still missing.

Ɣ Gives the project manager the opportunity to gain buy-in from all team members.

When?

During the project planning phase. This is the last activity in the project planning phase.

How?

1. Create an agenda.

2. Provide an overview of the project.

3. Discuss the project requirements and process.

4. Conduct team building activities.

5. Discuss general issues encountered by project team.

6. Clarify next steps.

View a kick-off meeting checklist.

kickoff.doc



Lessons Learned

What?

Document that stores what was done right, wrong, and what would be done differently. It identifies the cause of variances, the reason for the corrective action, and any other lessons learned.

When?

Documentation of lessons learned should begin in the project implementation and control phase and continue through the project completion phase.

How?

1. Maintain a lessons learned log throughout the life of the project.

2. Capture lessons learned as close as possible to the learning opportunity (e.g., after an issue has been resolved, change in scope has occurred, or a risk has been mitigated).

3. Review lessons learned as part of Risk Management.

4. Identify project management processes that can be improved as a result of lessons learned and make the improvements.

5. Summarize lessons learned in the Final Report.

View a lessons learned checklist.

lessons.doc



Milestone Chart

What? A summary-level schedule that identifies key points in the project’s life span used to keep stakeholders informed of project progress and to alert them to schedule slippage. It displays the high-level picture of a project’s scheduled and actual milestone start and completion dates.

When?

During the project implementation and control phase to track milestone activity.

Ɣ To provide a broad-brush picture of the project’s progress.

Ɣ For an approval process. Note: If all the key events are going to be on the Gantt Chart, then the milestone tracking can be done directly from the Gantt Chart.

How? Fill in the blanks by recording key events that are identified as milestones or that need approval before the project can proceed. Include key task events as well as events that have to be tracked for other than project progress, i.e., those events that senior management has identified for special review. View a milestone chart template.

milestonechart.doc



Network Diagram

What? A schematic display of task interdependencies that displays the relationships of project activities chronologically from left to right. The diagram uses project logic and critical path activities.

When?

During the project planning phase:

Ɣ After completing the WBS.

Ɣ Prior to completing the critical path.

How?

1. Using the WBS, place the subtasks in the order in which they should be completed.

2. Identify concurrent tasks by rearranging them so that concurrent tasks align vertically.

3. Identify interdependencies among tasks.

View a network diagram sample.

networkdiagram.doc



Post-Implementation Review Meeting

What? A meeting with the project team to review the entire project for what went well, what did not go well, and how to perform tasks more effectively or efficiently in the future. This meeting is also called the project review meeting.

When? After the completion and delivery of the project. It is the second to last activity to be completed in this phase.

How?

1. Gather all data that have been generated during the life of the project.

2. Develop an agenda using the format on the following page.

3. Schedule a post-implementation review with the entire project team.

View post-implementation review meeting agenda.

postreviewmeeting.doc



Project Charter

What?

Ɣ The project charter states the business case for and the goal of the project.

Ɣ Each primary stakeholder should sign the charter as approval and support for the project.

Ɣ The project charter lists the project manager and/or management team.

Ɣ The charter should also include the initial time, cost, and performance requirements for the outcome.

When?

The project sponsor generally provides the project charter before or very early in the project definition and start-up phase.

How?

Use the project charter to:

Ɣ Identify the problem statement.

Ɣ Determine the project goal.

Ɣ Determine the scope.

Ɣ Identify the project requirements.

View a sample project charter.

projectcharter.doc



Project Scoping Meeting

What?

A meeting to determine the availability of potential resources to gain early stakeholder buy-in and clarify or confirm the project goals and requirements.

When?

During the project definition and start-up phase.

How?

1. Review the project goals and requirements.

2. Discuss the high-level benefits.

3. Determine potential high-level risks.

4. Confirm resource appropriateness for project and availability.

5. Clarify or confirm stakeholder membership.

6. Review the critical requirements of the project.

7. Review project charter.

View a project scoping meeting agenda template.

projectscoping.doc



Risk Assessment Chart

What? A simple technique that helps to minimize surprises which can occur during the life of a project. This chart is designed to help the project team think through the potential risks or problems related to the three main project parameters of time, cost, and scope/quality; identify the potential problem; recognize the problem if it occurs; and decide on the course of action.

When? Anytime you want to identify and plan for potential problems.

How?

1. Brainstorm with the project team members or other knowledgeable people who have been a part of a similar project to identify potential problems.

2. Fill in the Risk Assessment Chart to identify the problem, how and when the problem will surface, and what the alternative action will be.

3. Collect all the Risk Assessment Charts and make copies of them available to each team member.

4. If a potential problem is identified that is out of the sphere of the project manager’s control, provide a copy to the effected person or function and establish a monitoring system that will ensure the problem is corrected if it occurs.

View a risk assessment chart tool/template.

riskassessment.doc



Risk Management Plan

What? A systematic approach to manage risks that includes:

Ɣ Identifying the risk

Ɣ Assessing the risk’s impact

Ɣ Responding to the risk

Ɣ Monitoring and controlling the

When? During the project implementation and control phase.

How?

1. Identify and describe the risk Ɇ A risk ID similar to a task ID allows the risk to be tracked and monitored.

2. Assess the risk’s impact Ɇ A probability/impact matrix categorizes risks based on the probability to occur and the impact if or when it does. Typically, this is expressed as “High/High” to “Low/Low.”

3. Respond to the risk – Risk response represents your desired general action when faced with that risk. Typical responses include avoid, accept, mitigate, or transfer.

4. Monitor and Control the risk – This involves documenting all aspects of the risks including the resolution decision.

View a risk management plan tool/template.

riskmanagement.doc



Stakeholder Analysis

What? A technique for identifying the parties-at-interest in a project. These are the people who have a vital concern for the success of the project because it directly impacts their function.

When?

Ɣ During the definition and start-up and planning phases to identify the stakeholders and to determine what level and type of involvement each should have.

Ɣ During the life of the project to ensure that all parties-at-interest are being involved appropriately in the project.

How?

1. List the significant stakeholders.

2. Identify if the listed people or groups will resist the project (-), support the project (+), or be neutral (0).

3. Describe the reason for each stakeholder’s position.

4. Identify any strategy or action you can take to maintain support, increase support, or overcome resistance.

View a stakeholder analysis tool/template.

stakeholderanalysis.doc



Task Responsibility Matrix

What?

A list of resources and their assigned tasks. Completing the task responsibility matrix helps to ensure the right number of the right resources are available at the right time.

When?

During the project planning phase, immediately after identifying the tasks in the WBS.

How?

After identify the project tasks:

1. Enter the WBS # in the task ID column of the matrix.

2. Enter a task description for each task ID.

3. Determine and enter the team member responsible for each identified task and his or her title (e.g., P for programmer).

4. Determine the time to complete the task and enter it below the responsible team member’s name.

View a task responsibility matrix tool.

responsibilitymatrix.doc



Work Breakdown Structure (WBS)

What? A detailed list of project elements organized by deliverables. Each descending level of the list represents a more detailed definition of the work to be completed. The total listing defines the overall scope of the project. It acts as the vehicle for breaking down the work into smaller elements, providing a greater probability that every major and minor activity will be accounted for.

When?

Ɣ During the definition and start-up phase as a top-level view of the project’s resource requirements.

Ɣ During the planning phase to refine the project resource requirements and budget, develop the Task Responsibility Matrix, and assign task responsibility.

Ɣ During the implementation and control phase to monitor the project’s progress.

Ɣ During the completion phase to assess if all the requirements have been accomplished.

How?

1. Subdivide the total effort into discrete and logical sub-elements. A good approach is to view the subdivision process as a flow chart of the project from the whole to each succeeding lower level.

2. Check the proposed WBS elements for completeness, compatibility, and continuity.

3. Determine that the WBS satisfies all the project requirements.

4. Double check to determine if the WBS provides for logical subdivision of all project work.

5. Establish assignment of responsibilities for all identified effort to specific organizations.

6. Check the proposed WBS against the reporting requirements of the organizations involved.

Note: The two most common ways to construct a WBS are the Indentured Structure and the Graphical Tree Diagram Structure. View a WBS template, WBS formats, or WBS samples.

wbs.doc

wbsformat.doc

wbsSamples.doc


Notebook Tools and Templates 22

Action Plan Template

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Communications Plan Template

Audiences

Activity or Event

When Method Person Responsible

Sponsor Project Team

Other

Project Kickoff Project start (include date when planned)

Meeting Project manager Approve Receive

Project Plan Start and updates Document

Team Meetings Weekly Document minutes project portal

Major Milestone Announcements

As completed Email

Project Closeout Report

End of project Document



Core Project Team Analysis Template Project: Directly Impacted Indirectly Impacted

General Project Task Organizational Area(s) Organizational Area(s)



Cost/Benefit Analysis Worksheet BENEFITS

Effect of New System on Annual Profits Present System (a) Proposed System (b) b-a A. Estimated Profit .................................. B. Total Difference in Estimated Profit .......................................................................................... Effect of New System on Annual Operating Expenses Present

System Proposed System

Annual Expense Decrease

C. Equipment Rental ..................................................... $ $ $ D. Equipment Maintenance .......................................... E. Personnel (Include Benefits) .................................... F. Other Expenses (Specify) ......................................... 1. ....................................………………………………. 2. .........................................…………………………… 3. .............................................................................…. G. Total Expense Decrease ...........................................................................................……...... $ H. Total Benefits (B + G) ...................................................................................................……... $

COSTS

Initial Investment Days of Labor Dollars I. Labor (By Labor Category) Development Implementation Salary/Day Total $s 1. ........................………………… 2. ....................……………………. 3. ...................…………………….. 4. ................................…………… 5. Other Labor ………………….. J. Total Labor Expense ...........................................................................................................……...... Dollars K. Capital Equipment/Setup/Testing Development Implementation Total 1. Facilities 2. Computers 3. Furniture 4. Equipment Installation/Setup 5. Equipment Testing 6. Other L. Total Capital Equipment Expense .....................................................................................….......... $ Dollars M. Other Expenses Development Implementation Total 1. Training 2. Supplies 3. Travel 4. Consultants 5. Miscellaneous N. Total Other Expenses..................................................................................................................... $ O. Total Costs (J + L + N) ..............................................................................................................… $

Total Benefit/Cost = H - O = _____________________ Estimated Break-Even Period: Year ____



Critical Requirements Checklist Asked Question Answer

� What are the specific outcomes, success factors, goals, and objectives of this project?

� What are the legal requirements and/or mandates, if any?

� How is the project going to be structured and organized?

� What are the important tasks and milestones of the project, and how should they be scheduled?

� What types of personnel are needed, and how will they be used?

� How are other resources (budget, equipment, materials, facilities) going to be distributed among the various tasks?

� How will the key elements of the project (cost, performance, and schedule) be estimated and controlled? What tools will be used?

� What are the potential problems and risk areas involved in carrying out the project, and how will they be handled?

� What are the costs/benefits of this project?



Final Report Template

Executive Summary 1.0 Introduction 2.0 Project Review

Project Objectives Project Approach Project Management and Planning Technology Project Deliverables Quality and Process Issues Resource Utilization Roles and Responsibilities Problems/Changes Encountered and Solutions Effected

3.0 Lessons Learned Appendix A: Post-implementation Review Session



Kick-Off Meeting Checklist � PROVIDE AN OVERVIEW OF THE PROJECT

x Give background information of the project. x Describe project goals. x Explain how and why project team members were selected. x Explain role of stakeholders and functional managers.

� DISCUSS PROJECT REQUIREMENTS AND PROCESSES

x Discuss tentative schedule and budget. x Describe project outcomes or end results, objectives, and success criteria. x Discuss administrative issues and needs. x Discuss data collection and analysis process. x Identify the decision-making process. x Identify required documentation. x Discuss how the team members will communicate with each other and to the

larger organization. x Discuss project evaluation processes.

For the first “team members only” meeting, include the following: � CONDUCT TEAM BUILDING ACTIVITIES

x Ask team members to introduce themselves and share their experiences working on projects.

x As a team, set ground rules for how everyone will work together. x Discuss the value of individual differences and how each team member brings

his/her unique contribution. x Identify expectations team members have for the team and for each other.

� DISCUSS GENERAL ISSUES ENCOUNTERED BY PROJECT TEAMS

x Discuss the pull between “back home” and project assignments. x Discuss team members’ conflicting loyalties. x Discuss predisposition toward solutions and using the problem-solving model to

avoid this. x Identify “us” versus “them” thinking within and outside the team. x Discuss project activities as iterative processes. x Discuss the importance of attending to team processes.

� CLARIFY NEXT STEPS



Lessons Learned Checklist � Have you identified sources of lessons learned to review before the start of the

project (Post Implementation Reports, logs, databases, etc.)?

� Are you logging lessons learned throughout the entire life of the project?

� Have you clearly documented lessons learned and resolutions for the Post Implementation Report?

� Are you implementing improvements learned from previous lessons in current and future projects?

� Are you reviewing lessons learned to help with resolution of similar issues?

� Did you review lessons learned as part of Risk Management?

� Are you making improvements to project management processes as a result of using lessons learned?



Milestone Chart Template

Milestone ScheduledStart

Actual Start

Scheduled Completion

Actual Completion



Network Diagram Sample

TaskID: 2.2.2 The Big Move Duration: 8 hours

Task Name: Packing personal office items

Notes:

Time allotted equals one business day. Task can be accomplished around work schedule during this time. Labeled boxes will be needed prior to the start of this task.

Status: Not Started 25% 50% 75% Completed

Resource: Facility management, employees Dep: 1.3.4



Post-Implementation Review Meeting Agenda

Agenda

1. Review of project objectives and the project approach

2. Review of the planning process and project management

3. Review of the project milestones and deliverables

4. Identification of successful project elements

5. Identification of and review of the quality, cost, time, performance, and process issues

6. Review of the resource utilization and roles and responsibilities

7. Identification and review of the problems/changes encountered and their solutions

8. Discussion and documentation of lessons learned 9. Recognition of and rewards for the project team and team members



Project Charter Sample

Biometric Support Center (BSC) Training Review Team Charter Objectives

0.1 Purpose of the Charter This charter establishes the United States Visitor and Immigrant Status Indicator Technology (US-VISIT) Biometric Support Center (BSC) Training Review Team and defines the mission, authority, responsibilities, membership, meeting schedule, and decision-making process. The LearningWorks Project Manager (LWPM) is responsible for the development, implementation, and maintenance of this charter. Any questions or suggestions for improvement of this charter should be directed to the LWPM. 0.2 Mission The mission of the BSC training review team is to develop materials that will increase the awareness by local law enforcement and other criminal justice agencies of the functions and services available through the BSC. To accomplish this mission, the BSC training review team will perform the following:

x Recommend the content to be included in any products

x Ensure that the content accurately reflects the viewpoints of the organizations represented

x Review products and provide comments in a timely manner 0.3 Specific Efforts 0.3.1 Project Friction Ridge Brochure The Biometric Support Initiative (recently coined Project Friction Ridge) seeks to address the needs of local law enforcement through the creation of a brochure. This brochure will reflect the Project Friction Ridge-shared initiative and will showcase both the BSC and Immigration and Customs Enforcement (ICE). 0.3.2 Biometric Support Center eCard The BSC eCard is currently being developed to educate local and international law enforcement organizations about BSC capabilities. While this tool is considered a training tool, it may also function as a mechanism for promoting BSC services and Department of Homeland Security (DHS) agencies who work in conjunction with the BSC. 0.3.3 Train-the-Trainer Course A one-day Train-the-Trainer (TTT) course will be developed and presented to 26 ICE Special Agents in Charge (SAC). These agents will tour BSC facilities and learn to present a course on the BSC and the ICE Compliance Enforcement Unit (CEU) to local and state law enforcement agencies.



1. Roles and Responsibilities 1.1 Development and Review Process

1. The LearningWorks training team will develop materials with the input of BSC training review team members.

2. The BSC training review team will meet to discuss the materials and any immediate changes.

3. The draft material will be provided to the BSC training review team for review and comments.

4. The comments provided by individual BSC training review team members should be complete and reflect the viewpoints of the respective organization.

5. The BSC training review team will meet to discuss the comments.

6. Comments accepted by all of the BSC training review team members will be incorporated into the material by the LearningWorks training team.

7. Issues that cannot be resolved by the BSC training review team shall be elevated to the BSC program manager.

8. The LearningWorks training team will revise draft materials.

9. The BSC program manager will approve the final product. 1.2 Responsibilities

x The BSC program manager has the final say on all products.

x The BSC Designated Authorizing Authority (DAA) has responsibility for approving or disapproving a recommended disposition for all proposed changes submitted to the BSC training review team at its level of authority.

x An issue that cannot be resolved by the BSC training review team shall be elevated to the BSC program manager.

x Individual BSC training review team standing members are responsible for attending all meetings and are assigned the responsibility of providing advice and counsel to the LWPM and the BSC DAA on proposed changes.

x The LWPM will be responsible for leading meetings, maintaining schedules, and coordinating between organizations and agencies.

x The LearningWorks training team will be responsible for all development of training materials as well as conducting any training events.

x The BSC training review team standing members are responsible for providing technical, managerial, and administrative guidance on issues brought for review.

x This is a joint effort; therefore, representatives from each organization are responsible for ensuring that their organization tries to restrict review cycles to the available timeframes. Any indication that conflicts are preventing the representatives from promoting their materials should be addressed to the LWPM so that the schedule can be updated, and to the BSC training review team to determine the effect on the schedule.



x US-VISIT Outreach (Outreach) will review materials to make suggestions regarding content and to keep all materials in alignment with the US-VISIT style guidelines.

1.3 Project-specific Responsibilities 1.3.1 Project Friction Ridge Brochure Since Project Friction Ridge promotes a blending of BSC and ICE support, this effort will include more extensive input from the ICE representatives than will be needed for the other efforts. Therefore, the schedule will reflect these needs. Ten working days will be provided to the ICE organization for review cycles, instead of the standard five working days. 1.3.2 Biometric Support Center eCard The BSC eCard is a mechanism to educate prospective organizations which may interface with the BSC about its services. The eCard will be used to both educate and promote the BSC. Outreach will be an integral member of this effort. ICE representatives will have a subject matter expert (SME) role in this effort to ensure that any references to ICE and BSC interaction accurately reflect the organizations’ partnership. 1.3.3 Train-the-Trainer Course The TTT course will be developed to support ICE SAC agents by providing a tour of BSC facilities and a training session on the BSC/ICE CEU program to be taught to local and state law enforcement agencies. This effort will require ICE representatives to speak the language and understand the mentality of their peers to ensure optimum learning. Outreach will review materials to make suggestions on content and to keep all materials in alignment with the US-VISIT style guidelines. 1.4 Membership The membership of the BSC training review team is comprised of standing members who are program representatives and ad hoc participants who are SMEs or stakeholders in a proposed change. 1.4.1 Permanent Members The BSC training review team consists of a program owner and standing members. 1.4.1.1 Program Owner The program owner of the BSC training review team is the BSC program manager. 1.4.1.2 Standing Members Standing members provide advice and counsel to the program owner by reviewing all materials presented to the BSC training review team. Standing members include the following:

1. BSC DAA

2. LearningWorks Program Manager

3. LearningWorks Deputy Program Manager

4. LWPM

5. BSC Representatives

6. LearningWorks Training Representatives



7. Outreach Representatives

8. ICE Representatives 1.4.2 Effort-driven Membership There are three efforts associated with the current requirements for the BSC training review team; therefore, members may change from effort to effort. However, representatives from all organizations are encouraged to participate in all efforts. 1.4.3 Ad Hoc Members Ad hoc participants may attend meetings when invited by a permanent member. An ad hoc participant may be a stakeholder and may attend a meeting when a proposed issue in which he or she has a stake is on the agenda. 2. Meeting and Review Schedule The BSC training review team will meet as scheduled to determine the disposition of pending change requests and to review draft documentation. The BSC training review team may convene on an ad hoc basis under the following circumstances:

x When a proposed change requires disposition before the next scheduled meeting

x As requested by the sponsor of a change

3. Concurrence I understand that I (or a representative from my organization) am responsible for attending all review meetings; assisting the BSC program manager with understanding the issues involved in each proposed change or authority issue presented to the BSC training review team; representing the interests of my organization; and providing technical, managerial, and administrative guidance on issues brought before the BSC training review team.

Program Manager: John Smith

Date

BSC DAA: Paul Dodson

Date

LearningWorks Program Manager: Ryan Patrick

Date

Outreach Representative: Irina Roumiantseva

Date

ICE Representative: Tony Nelson

Date



Project Scoping Meeting Agenda Template Project Review Briefing Elements:

� Project Goal

� Project Requirements (Cost, Time, Scope/Quality):

Project Discussion Areas:

� High-level objectives

� Cost/Benefit analysis

� Potential risks

� Core team analysis

� Stakeholder analysis

� Any remaining questions on the Critical Requirements Checklist



Risk Assessment Chart Tool/Template

Project Parameter

Potential Problem

When and How

It Could Occur

Probability of Occurrence and

Impact

Alternative Action

Quality

Budget

Schedule



Risk Management Plan Tool/Template Project Parameter

Description Assessment

Freq./Impact

Response Documentation

Quality

Budget

Schedule



Stakeholder Analysis Tool/Template

Position Stakeholders + - 0

Reason for Position

Strategy

Help Desk Manager

IT Manager

Union Representative

Program Manager



Task Responsibility Matrix Tool/Template Project: Claims Course Task ID (WBS #)

Task Description

Team Member Responsible/Duration

1.1 Technology Survey J. Small – P 6 weeks

1.2.1 Computer Proposal Request

J. Small – P 4 weeks

M. Byte – S 2 weeks

1.2.2 Evaluate Proposals J. Small – P 2 weeks

M. Byte – S 2 weeks

1.2.3 Award Contract P. Mason 1 week

1.3.1 Assemble System M. Byte Lead

Vendor – P 4 weeks

1.3.3 Install/Test Computer

M. Byte Lead

Vendor – P 4 weeks

1.3.4 Network Terminals/ Test

D. Reed – P 2 weeks

M. Byte – S

1.4.1 Conduct Training Needs Assessment

Berlitz – P 4 weeks

1.4.2 Design Training Course

Berlitz – P 1 week

De Zeiner – S 1 week

1.4.3 Review and Approve Design

Team to be appointed 1 week

1.4.4 Develop Course Berlitz – P 2 weeks

De Zeiner – S

1.4.5 Review and Approve Course

Team to be appointed 1 week

1.4.6 Publish Course Berlitz Lead

Publishing Department 1 week

1.4.8 Train Claims Department

Berlitz ? 4 weeks

Sylvan ?

Legend: P = Prime Note: Write in the name of the person responsible for the task and S = Support indicate whether role is primary (P) or supporting (S).



Work Breakdown Structure (WBS) Template

Work Breakdown Structure Project: New Application Development and Integration

Phase Task SubTask SubTask Start Date

End Date Duration Depend. Resource

1.0 Analysis

1.1 First level task

1.1.1 2nd Level Task

1.1.1.1 Third Level Task Milestone 1.0 ¡� ¡� ¡� ¡� ¡� 2.0 Design Milestone 2.0 ¡� ¡� ¡� ¡� ¡�



Work Breakdown Structure Project: New Application Development and Integration

Phase Task SubTask SubTask Start Date

End Date Duration Depend. Resource

3.0 Development 4.0 Implementation 5.0 Evaluation



Work Breakdown Structure (WBS) Formats INDENTURED STRUCTURE WBS Level Description 1 Project Name 2 Major Project Elements 3 Major Element Tasks 4 Subtask 5 Work Package TREE DIAGRAM STRUCTURE WBS

PROJECT NAME

Major Project Elements

Major ProjectElements

Major Project Elements

Task Task Task

Subtask Subtask



Work Breakdown Structure (WBS) Samples Indentured Structure 1.0 Training Analysis and Development of Training Center 1.1 Assess Training Needs 1.1.1 Survey Instructors 1.1.1.1 Make Student Throughput Chart 1.1.1.2 Determine Types and Numbers of Courses Taught 1.1.1.3 Assess Instructors’ Experience With AV Equip. 1.1.1.3.1 Determine Instructors’ AV Preferences 1.1.1.4 Determine Equipment Needs per Classroom 1.2 Design and Layout Classrooms 1.2.1 Obtain Engineering Drawings 1.2.2 Draw Aids and Desks to Scale 1.2.2.1 Sketch Various Room Arrangements 1.3 Survey Available Technology 1.3.1 Survey Vendors for State-of-the-art Equipment 1.3.2 Cost/Benefit/Trade-Off Analysis 1.4 Classroom/Teaching Aid Equipment 1.4.1 Issue Request for Proposal (RFP) 1.4.1.1 Prepare RFP/Equipment Specifications 1.4.2 Evaluate Proposals 1.4.2.1 Determine winner(s) 1.4.3 Issue Contract(s) 1.5 Install Equipment 1.6 Program Support 1.6.1 Project Management 1.6.1.1 Clerical Support 1.6.2 ODCs (Other Direct Costs) 1.6.2.1 Consultants 1.6.2.2 Marketing Support 1.6.2.3 RFP Publication/Binders/Paper 1.6.2.4 Copying



Work Breakdown Structure (WBS) Samples Tree Diagram Structure

Level 5

Level 2

Level 1

Level 3

Level 4

Training Analysisand Developmentof Training Center

Assess TrainingNeeds

SurveyInstructors

DetermineTypes andNumbers of

Courses Taught

AssessInstructors’Experience

DetermineEquipmentNeeds perClassroom

DetermineInstructors’Preferences

Sketch VariousRoom

Arrangements

ObtainEngineering

Drawings

Draw Aidsand Desks

to Scale

Design andLayout

Classrooms

MakeStudent

ThroughputChart

project management sample

Career