DoIT Service Accounting
Project Charter For Certification
Executive Sponsor – Charles Martinez
Business Owner – Rose Nikolai
Project Manager – David Dikitolia
Original Plan Date: December 15, 2010
Revision Date: N/A
Revision: 1.0
About This Project Charter DOCUMENT
Permission to plan the projec t and setting the governance structure
The Project Charter provides the project manager and project team with permission to proceed with the work of the project, within the scope delineated in this document. The Project Charter should be the outcome of a number of documents that went into the pre-planning for the project, and in many cases the agency IT Plan, Business Case for appropriations, Federal funding requests and the like.
Project sponsors sign the Project Charter signifying that they have agreed to the governance structure for guiding the direction for the further planning of the project, discovery and defining the requirements, acquiring necessary resources, and within that context the statement of work for any related contracts including a contract for the Independent Validation and Verification.
The Project Charter is also the foundation for the creation of the project management plan, and much of the thinking and writing for this charter will be immediately usable for that project management plan.
Project certification Initial phase documentation
The Project Charter is also used within the State of New Mexico IT Project Certification process as evidence of the project’s worthiness for the Initial Phase certification. The Initial Phase certification is especially critical to many state and agency projects because of its related release of the initial funds required for the project.
Initiation Phase funding is requested by an agency for use in developing project phases, developing Independent Verification and Validation (“IV&V”) plan and contract; address project review issues and/or to develop an overall project management plan. Note: Waiver of the IV&V requirement requires specific written approval by the Secretary of the DoIT.
DoIT “Project Certification” Memorandum July 2, 2007
The Project Charter and the Request for Certification Form are meant to provide a comprehensive picture of the project’s intention and initial planning, that includes the project’s place in the context of the State of New Mexico’s IT Strategic Plan, Enterprise Architecture, and DoIT project oversight process. See “IT Project Oversight Process” Memorandum July 5th 2007 on the OCIO-DoIT web site.
table of contents
About This Project Charter DOCUMENT i
table of contents ii
1. project background 1
1.1 Executive Summary -rationale for the project 1
1.2 Summary of the foundation planning and documentation for the project 1
1.3 Project Certification Requirements 2
2.0 Justification, Objectives and impacts 2
2.1 Agency Justification 3
2.2 Business Objectives 3
2.3 Technical Objectives 3
2.4 Impact on Organization 3
2.5 Transition to Operations 5
3.0 Project/Product Scope of Work 6
3.1 Deliverables 6
3.1.1 Project Deliverables 6
3.1.2 Product Deliverables 8
3.2 Success and QUALITY METRICS 9
4.0 Schedule Estimate 9
5.0 Budget Estimate 9
5.1 Funding Source(s) 10
5.2. Budget By Major Deliverable or Type of expense - 10
5.3 Budget By Project Phase or Certification Phase 10
6.0 Project Authority and Organizational Structure 10
6.1 STAKEHOLDERS 10
6.2 PROJECT GOVERNANCE PLAN 12
6.3 PROJECT MANAGER 12
6.3.1 PROJECT MANAGER CONTACT INFORMATION 12
6.3.2 PROJECT MANAGER BACKGROUND 12
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES 12
6.5 Project management Methodology 12
7.0 Constraints 13
8.0 Dependencies 13
9.0 Assumptions 14
10.0 Significant Risks and Mitigation Strategy 14
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING 15
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V 15
13.0 Project Charter Agency Approval Signatures 16
14.0 Project Charter Certification Approval Signature 17
Revision History
Revision Number / Date / Comment1.0 / December 9, 2010 / Original Service Accounting Project Charter
i
Project Charter Service Accounting 1
1. project background
The project background section is meant to provide the reviewer with a picture of the development of the project from inception to its being submitted for certification.
1.1 Executive Summary -rationale for the project
The Department of Information Technology (DoIT) currently relies on an outdated application, CIMS, to track and generate usage and billing information for DoIT clients. The manufacturer of this application was purchased by another organization and CIMS no longer exist.
In the event the CIMS application fails, DoIT will be unable to perform the vital function of providing accurate, timely invoicing which would result in negative financial repercussions for the Agency.
It is imperative that DoIT replace CIMS as quickly as possible and to further enhance the features and functions no currently offered by CIMS.
Enhanced features would include but not be limited to:
· Providing detailed activity and usage information on customer statements,
· Allow flexibility to establish both usage and subscription services in one system,
· Further automate usage data collection to increase accuracy and reduce turn around time to develop customer statements,
· Additional tracking, reporting and basic accounts receivable function for DoIT ASD.
1.2 Summary of the foundation planning and documentation for the project
The CIMS application was purchased by IBM and integrated into the IBM Tivoli suite and is know as Tivoli Usage Account Manager (TUAM). Quotes for implementation of TUAM were requested and it was deemed too expensive to implement. TUAM would also require significant effort and expense to integrate with our other service management tools such as asset tracking, performance monitoring and service desk management. In order to reduce complexity and expense involved to integrate TUAM into DoIT’s service management suite, it was determined that selection and implementation of CA Service Accounting would reduce the complexity, time and expense to integrate into our existing environment. Additionally, consideration was made for the level of effort and expense needed to maintain a self integrated system. Therefore, Service Accounting was identified as the optimal solution to replace CIMS.
To date, initial business requirements were drafted and a series of questions and answers have been documented regarding Service Accounting capabilities. Formal business requirements are being develop at this time.
1.3 Project Certification Requirements
Does the project fit into the criteria for certification? Which and how?
CRITERIA / YES/NO / EXPLANATIONProject is mission critical to the agency / YES / This system serves as primary method to track usage, capture data and generate statements for DoIT clients.
Project cost is equal to or in excess of $100,000.00 / YES / Initial estimate for application implementation is $175,000.00
Project impacts customer on-line access / NO / While the Service Accounting interface is web based, no impact to on-line access is anticipated.
Project is one deemed appropriate by the Secretary of the DoIT / YES / This is the primary system for billing customers and generating revenue for DoIT.
Will an IT Architecture Review be required? / YES / Requirements for system monitoring and data collection from various DoIT production systems will be in order. Additional impact analysis to server, storage, network and security will also be required.
2.0 Justification, Objectives and impacts
The justification and objectives section relates the project to the purpose of the lead agency and describes the high level business and technical objectives for the project. The section also includes a high level review of the impact to the organization, and of the concerns for transition to operations.
2.1 Agency Justification
IDENTIFY AGENCY MISSION, PERFORMANCE MEASURE OR STRATEGIC GOALS TO BE ADDRESSED THROUGH THIS PROJECT
Number / Description /1 / In alignment with DoIT’s FY11 Strategic Plan, Strategy 2.1.2 The Department of Information Technology will ensure transparency in its budget and rate methodology by documenting and communicating its processes to funding entities and executive managers.
2.2 Business Objectives
Use the following table to list measurable business objectives
Number / Description /Business Objective 1 / Accurately capture client usage data for services offerred in doit”s Service Catalog.
Business objective 2 / provide a means to input subscription rate information as appropriate.
Business Objective 3 / produce timely, accurate billing statements for doit agency clients
Business Objective 4 / provide transparancy by providing detailed usage activity for client review
Business Objective 5 / Provide basic Accounts Receivable information to track billings and payments
2.3 Technical Objectives
Number / Description /Technical Objective 1 / Capture usage information for various services including but not limited to IBM Mainframe CPU, storage, email, and hosted applications without the use of manual processes
technical Objective 2 / interface with Service Desk Manager for capturing billable incident and request activity
technical objective 3 / provide secure web-base quiery for doIt customers to access current and historical billing and usage activity.
technical objective 4 / allow for eventual interconnectivity to the State’s SHARE system.
2.4 Impact on Organization
The impacts on the organization are areas that need to be addressed by the project through its planning process. They may not be internal project risks, but they can impact the success of the project’s implementation.
Area / Description /End user / Users will require training to fully maximize system capabilities.
Business Processes / The system should accmodate the desired business processes utilized by doit. similarly, enhancements to business process will be made possible due to expanded capabilities provided by the system.
It Operations and staffing / sufficient staff will be required to manage the infrastructure (servers, storage, network, etc.) needed to sustain the application. In addition resource(s) should be available to manage upgrades and patches to the application.
Other / at least one individual within the asd organization should be familiar with the methods used to configure the application so that changes and enhancements to the system can be adopted over time. Specifically changes that are driven by changing DoiT processes and/or doit client requirements.
2.5 Transition to Operations
The transition to operations areas include items that are asked in the certification form to assure that the project has accounted or will account for these matters in its planning and requirements specifications.
Area / Description /Preliminary Operations location and staffing plans / Operations will reside with the doit at the state’s enterprise data center located in the john f. simms building.
system implementation and support staffing will include resources from windows server engineering, storage engineering, network engineering, and security. Additional support may be required from the email admminstration team, share team and mainframe team to setup initial data collectors for the system.
Data Security, Business Continuity / The system will reside behind a Cisco 5580 virtual firewall. specific security settings will be established in accordance with prevailing security policies.
the system is to be located on a virtual server configured on doit’s unified computing system (UCS) which provide for seamless redundancy in the event of a hardware failure on the UCS.
Maintenance Strategy / An annual maintenance agreement will be ESTABLISHed with the software manufacturer. Internal doit staff will provide maintenance for the computing infrastructure and service accounting application.
Interoperability / The system shall interoperate with doit’s service desk manager and utilize existing data collectors where possible. Future integration with the state’s share erp system is expected.
Record retention / Data will be retained online for three years with data exceeding three years being archived for later retrieval as required.
Consolidation strategy / it is expected that all doit billable services will be established and maintained within the service accouting system.
3.0 Project/Product Scope of Work
In its efforts to move from the high level business objectives to the desired end product/service the project team will need to deliver specific documents or work products. The State of New Mexico Project Management Methodology distinguishes between the project and the product.
Project Deliverables relate to how we conduct the business of the project. Product Deliverables relate to how we define what the end result or product will be, and trace our stakeholder requirements through to product acceptance, and trace our end product features and attributes back to our initial requirements
3.1 Deliverables
3.1.1 Project Deliverables
This initial list of project deliverables are those called for by the IT Certification Process and Project Oversight memorandum, but does not exhaust the project deliverable documents
Project Charter / The Project Charter for Certification sets the overall scope for the project, the governance structure, and when signed is considered permission to proceed with the project. The Project Charter for Certification is used to provide the Project Certification Committee with adequate knowledge of the project and its planning to certify the initiation phase of the projectCertification Form / The Request for Certification and Release of Funds form is submitted when a project goes for any of the certification phases. It deals with the financial aspects of the project, as well as other topics that indicate the level of planning that has gone into the project. Many of the questions have been incorporated into the preparation of the project charter
Project Management Plan / . “Project management plan” is a formal document approved by the executive sponsor and the Department and developed in the plan phase used to manage project execution, control, and project close. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and documents approved scope, cost and schedule baselines. A project plan includes at least other plans for issue escalation, change control, communications, deliverable review and acceptance, staff acquisition, and risk management. plan.”
IV&V Contract & Reports / “Independent verification and validation (IV&V)” means the process of evaluating a project to determine compliance with specified requirements and the process of determining whether the products of a given development phase fulfill the requirements established during the previous stage, both of which are performed by an organization independent of the lead agency. Independent verification and validation assessment reporting. The Department requires all projects subject to oversight to engage an independent verification and validation contractor unless waived by the Department.
IT Service Contracts / The Department of Information Technology and the State Purchasing Division of General Services have established a template for all IT related contracts.
Risk Assessment and management / The DoIT Initial PROJECT RISK ASSESSMENT template which is meant to fulfill the following requirement:
“Prepare a written risk assessment report at the inception of a project and at end of each product development lifecycle phase or more frequently for large high-risk projects. Each risk assessment shall be included as a project activity in project schedule.” Project Oversight Process memorandum
Project Schedule / A tool used to indicate the planned dates, dependencies, and assigned resources for performing activities and for meeting milestones. The defacto standard is Microsoft Project
Monthly Project Status Reports to DoIT / Project status reports. For all projects that require Department oversight, the lead agency project manager shall submit an agency approved project status report on a monthly basis to the Department.
Project Closeout Report / This is the Template used to request that the project be officially closed. Note that project closure is the last phase of the certification process
3.1.2 Product Deliverables
The product deliverable documents listed here are only used for illustration purposes