pipeline safety bureau
Online Pipeline Inspection Data Reporting System
Project Charter For Certification
Executive Sponsor – Johnny Montoya, Chief of Staff
Business Owner - Jason Montoya
Project Manager – TBD
Original Plan Date: November 21, 2011
Revision Date: November 3, 2011
Revision: 0.1
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 2
1.3 Project Certification Requirements 2
2.0 Justification, Objectives and impacts 3
2.1 Agency Justification 3
2.2 Business Objectives 4
2.3 Technical Objectives 4
2.4 Impact on Organization 5
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 8
4.0 Schedule Estimate 9
5.0 Budget Estimate 9
5.1 Funding Source(s) 9
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 10
6.3 PROJECT MANAGER 11
6.3.1 PROJECT MANAGER CONTACT INFORMATION 11
6.3.2 PROJECT MANAGER BACKGROUND 11
6.4 PROJECT TEAM ROLES AND RESPONSIBILITIES 11
6.5 Project management Methodology 11
7.0 Constraints 11
8.0 Dependencies 12
9.0 Assumptions 12
10.0 Significant Risks and Mitigation Strategy 12
11.0 COMMUNICATION PLAN FOR EXECUTIVE REPORTING 13
12.0 INDEPENDENT VERIFICATION AND VALIDATION - IV&V 13
13.0 Project Charter Agency Approval Signatures 14
14.0 Project Charter Certification Approval Signature 14
Revision History
Revision Number / Date / Comment1.0 / November 3, 2011 / Original PRC/Pipeline Safety Bureau Project Charter doc
iii
Project Charter – pipeline safety bureau – Online Data Reporting System 13
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 scope of the project is to convert a 21 page compliance inspection MS Word document into a web based on-line/data collection application using existing application software and hardware.
The problems identified below all stem from rapidly increasing types and numbers of paper-intensive transactions being handled by the Insurance Division with limited staffing and inadequate tools. It is expected that the project will solve each of the problems as discussed below in Section 2.2, Business Objectives.
Problem 1: Increasing numbers of boxes stacked up within the office (several hundred annually; wasted space; violations of OSHA and ADA requirements.
Problem 2: Inability to find, retrieve, and re-file documents rapidly—wasted time
Problem 3: Lost working documents and un findable archive documents—inability to process transactions and serve constituent requests; wasted time searching for lost documents
Problem 4: Insecure storage of confidential documents, including criminal background reports, medical records, identity numbers, financial information, etc.
Problem 5: Failure to meet statutory cash deposit requirements—continuing negative audit findings
Problem 6: Insufficient management tools and information—insufficient supervision, imbalanced workloads; inability to identify, quantify, and address problems with business processes; inability to provide timely responses to requests for transaction status information
Problem 7: Inability to link documents from multiple sources and media to common files/tasks—example: emails not linked to paper files unless printed; inability to timely respond to record requests;
Problem 8: Unnecessary and significant volume of boxes sent to archives—optical and microfilm storage more efficient and less expensive
1.2 Summary of the foundation planning and documentation for the project
The in-house capabilities to perform this planning and implementation are limited, and the Pipeline Safety Bureau seeks the guidance and assistance of the Department of Information Technology to identify a contract project manager who can assist us to further refine this document and to bring the project to fruition.
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 / PRC was given funding in 2006 to migrate the pipeline certification documentation to an on-line application. To date no funding has been spent and the funding will expire in June of 2012.
Current Paper Based Reporting system is taking more time to report online and review.
To compile 2006 pipeline transparency act
To be more efficient when conducting inspections due to increase in regulation and rules from the federal laws
To ensure security on the Application
Project cost is equal to or in excess of $100,000.00 / Yes / $150,000.00
Project impacts customer on-line access / No
Project is one deemed appropriate by the Secretary of the DoIT / PRC has contacted the federal oversight agency and informed them that the project is under state oversight.
Will an IT Architecture Review be required? / No / Waiver granted by DoIT.
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 / DESCRIPTION1. Pipeline Safety Bureau / The Pipeline Safety Bureau of the New Mexico Public Regulation Commission ensures:
· is charged with the task of enforcing Federal and State Pipeline Safety Regulations in order to provide for the safety of the citizens of New Mexico.
· is responsible for investigating intrastate pipeline accidents within New Mexico.
· enforces the State Excavation Damage Prevention Law.
· is responsible for licensing crude oil, natural gas, and oil and gas product pipelines.
2. NMSA 1978 §6-10-3 / Timely deposit of funds received
3. US CODE (VARIOUS) / Meet federal confidentiality requirements:
4. NMSA (VARIOUS) / Meet state statutory and court-ordered confidentiality requirements:
5. Compliance / Comply with state public records requirements and archival requirements
6. 49 CODE of federal regulation parts 190-199 / Pipeline safety regulations
2.2 Business Objectives
Use the following table to list measurable business objectives
Number / Description /Business Objective 1 / develop a web based application to gather the data, review the data and store the data elctronically and convert paper records to electronic format and move towards a fully paperless environment.
2.3 Technical Objectives
Number / Description /Technical Objective 1 / review, inventory and document the existing business processes, types of documents stored, archival requirements for each document type, and the computing systems utilized by the PRC pipeline saftey bureau. Direct interviews with selected psb and IT staff members will be conducted. This review will encompass the current state of paper and electronic document handling, and associated computing systems. develop the web based data reporting 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 / The Pipeline Safety Inspectors will able to do the inspection and record the data electronically and can submit the data for review immediately.
Business Processes / Appropriate project implementation will assure consistent application of business processes, promote supervision, and provide ready access to necessary information
It Operations and staffing / The system selected and implemented should run on hardware, operating system and databases that are the same as or similar to those which are already implemented within the agency in order to leverage the existing knowledge and abilities of it support staff. Existing technology within the agency includes Intel servers, Sybase and MS SQL server databases and PowerBuilder, .Net or COTS Applications
Other / NA
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 / Pipeline safety Bureau inspectors will work with the contrators and PRC IT staff during the life of the project. As Pipeline safety Bureau inspectors and PRC IT staff will consistantly work with the contractor The transition will occur during the life of the project.
Data Security, Business Continuity / the web based application will be deployed in exsisting webserver and database server. the pipeline saftey inspectors wil use the vpn to log in to the intranet webbased application to collect the data and submit the data. the appliation are deployed in the exsisting server and it falls under the exsisting business conitnuy plan of the agency.
Maintenance Strategy / The in-house PRC it staff will maintian the system after the implemtation and implement the required changes for the application.
Interoperability / N/A, currently this system is a stand alone system.
Record retention / the record will be retained as per the pipeline saftey bureau compliance and the state record archive statndards.
Consolidation strategy / Not part of the scope of the project.
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 project.Certification 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