Project Management Methodology Step-By-Step

This document outlines a series of activities that will guide you through managing a project using the Project Management Methodology

Initiation Phase
Project Idea  Project Definition  Charter Approval
Project Management
Project Activity Notes Deliverable Tool/Template
Office (PMO) Actions
I1 Initiate the Project The objective of the Project Proposal is to provide - Project - Project Proposal - Review Proposal for
(Project Proposal) management with the information necessary to Proposal Template completeness
determine if the initiative has merit. Projects can be - Approval to - What is a - Add Proposal
initiated in the following ways: proceed with Project? information to Eclipse
1. For CIO Projects – any member of CCS may defining the - What is a - Arrange
submit a Proposal for an initiative. Proposals are project ProjectLite? Prioritization/Ranking
reviewed and approved by the CIO and CCS - Project - Budget Meeting
Management. Sponsor Estimation - File Proposal in Project
2. For ISSC Projects – Carleton business units identified Worksheet Repository
submit Proposals to the Chair of ISSC - Project - Link approved Proposal
(Information Systems Steering Committee). This Managers to Eclipse
takes place as part of the annual budgeting assigned
process and makes up the portfolio of projects for
the fiscal year. ISSC reviews the Proposals
for prioritization, ranking, and approval to
submit a Project Charter.

I2 Define the Project - Refer to the guidelines outlined in Italics in the Project Charter - Project Charter
(Project Charter) Project Charter template. template
- Review Lessons Learned and other historical data - Lessons Learned
from similar projects. - Budget
- Solicit input from key Stakeholders including Estimation
departmental Subject Matter Experts (SMEs). Worksheet
- Charter approval date is the “Start Date” of a - Project Team
project. Roles Definition
- Standards &
Guidelines:
Project Risks

Page 1 of 8 CCS PMM 2.0

 Project Management Methodology Step-By-Step
This document outlines a series of activities that will guide you through managing a project using the Project Management Methodology

Initiation Phase
Project Idea  Project Definition  Charter Approval
Project Management
Project Activity Notes Deliverable Tool/Template
Office (PMO) Actions
I3 Hold Charter The objective of the Charter Review is to Charter Review Charter Review
Review Meeting encourage debate, to assess impact and Meeting Checklist
interdependencies on other departments, and to
make a judgment on the technical/business merit of
a project before it is approved.
- Project Manager invites CCS Management team
and applicable staff, and presents Project Charter,
records questions, and addresses concerns.

I4 Submit Project - Manager, PMO will determine appropriate - Assign Project #

Charter to Project Charter approval level – CIO (Chief Information - Obtain Charter approval
Management Officer) or ISSC (Information Systems Steering - File Charter in Project
Office Committee). Repository
- PMO will then assign a project number and make
arrangements for the Project Charter approval
meeting.

I5 Obtain Project To obtain Project Charter approval, the Manager of - Project Charter - Complete PMO section
Charter approval the PMO will either hold a Charter approval approval in Charter
and Secure Funding meeting with the CIO, or the Charter will be - Funding - create project in FAST
presented at the next ISSC meeting (by the Charter transfer to and transfer budget
Author(s) on date advised by ISSC Secretary). PMO allocation
Organization - Update Eclipse
- File documents in
Project Repository
- Link approved Project
Charter to Eclipse

 Trigger to “Planning” Phase: Project Charter Approval

Page 2 of 8 CCS PMM 2.0

 Project Management Methodology Step-By-Step
This document outlines a series of activities that will guide you through managing a project using the Project Management Methodology

Planning Phase
Identify who does what work and when
Project Management
Project Activity Notes Deliverable Tool/Template
Office (PMO) Actions
P1 Develop Detailed The Project Management Plan (PMP) is the controlling Project - Project
Project document that articulates how the project will be Management Management
Management Plan executed, and is used as a baseline against which to Plan (PMP) Plan Template
monitor project progress, cost and schedule. - Project Test
Depending on the size and complexity of the project, Plan Template
the Plan could be a single document, or it could be a (for Quality
collection of documents consisting of more Management
comprehensive management plans for some of the Plan section)
other activities in the Planning Phase. - Project Team
Roles
Definition

P2 Develop Work The WBS is a deliverable-oriented grouping of project Work Project WBS
Breakdown elements which organizes and defines the total scope Breakdown Template
Structure (WBS) of the project. It subdivides the project work into Structure (WBS)
smaller, more manageable pieces, with each
descending level representing an increasingly detailed
definition of the project work.

Include the WBS as an Appendix to the PMP and use

it as the starting point for the project Schedule.

P3 Develop Project From the WBS, and working with project team leads Project Schedule MS Project
Schedule and SMEs, identify the tasks associated with each Template, Excel
deliverable, assign start and end dates and resources. Template, or
Schedule in
Eclipse

Page 3 of 8 CCS PMM 2.0

 Project Management Methodology Step-By-Step
This document outlines a series of activities that will guide you through managing a project using the Project Management Methodology

Planning Phase
Identify who does what work and when
Project Management
Project Activity Notes Deliverable Tool/Template
Office (PMO) Actions
P4 Develop Quality The Quality Management Plan describes how the Project Quality - Quality
Management Plan project will implement quality assurance and control; Management Management
and defines the processes that will be taken to prevent Plan Plan
and remove defects. It also outlines measurement and - Project Test
tracking mechanisms, test matrices and plans, Plan Template
configuration management strategy, and standards and
procedures.

P5 Develop Ensure your Communication Plan includes all parties Project Project
Communication impacted by the project, and that the information Communication Communication
Plan conveyed is relevant to each particular audience. Refer Plan Plan Template
to the Template for instructions.

P6 Obtain Project Review completed PMP with the Sponsor, key Project - Update Schedule and
Management Plan Stakeholders and departmental SMEs. If the Project Management cost baselines in Eclipse
Approval Charter asked for Approval to Plan, then submit to Plan approved - File in Project
PMO and request to present it to ISSC or CIO for Repository
approval. - Link PMP to Eclipse
P7 Acquire New Internal Job Posting (term): - Job Professional Liaise with Purchasing to
Resources - Create Job Description and submit request to HR. Description Services create and deliver
- Contact PMO for funding FOAPAL; and Department - Contract with Agreement Purchase Order to vendor
Administrator for office space. Statement of
- Conduct interviews and hire appropriate candidate. Work (SOW)
External Professional Services:
- Work with Purchasing to create contracts for
consulting and submit to PMO.

 Trigger to “Execution & Control” Phase: Project Plan Approval

Page 4 of 8 CCS PMM 2.0

 Project Management Methodology Step-By-Step
This document outlines a series of activities that will guide you through managing a project using the Project Management Methodology

Execution & Control Phase

Carry out the Project Plan, track progress, communicate, and report project status
Project Management
Project Activity Notes Deliverable Tool/Template
Office (PMO) Actions
E1 Conduct Kick-off The Kick-off meeting lays out the mode of - Kick-off
Meeting operations for the Execution Phase of the project Meeting
and allows project team members to gain a clear Checklist
understanding of the objectives, commitments,
and their roles in meeting the objectives. Review
the project Schedule and deliverables, what is in-
scope and out-of-scope, establish frequency of
project team meetings and other logistics as
identified in the Kick-off Meeting Checklist.

E2 Purchase Project Submit all procurement paperwork to the PMO - Purchase Process and file
Supplies for processing. Refer to Project Budget Requisition procurement paperwork
Procedures (located in Tools and Templates/Tools
on the PMO website), and to the Carleton
University Purchasing Policy

E3 Monitor and - Issues & Risks: Review open issues and risks at - Project - Report on budget status
Control Project project status meetings and update them Management - Update Eclipse with
regularly in Eclipse. Plan: Issue month end budget
- Project Schedule: Manage and take corrective Management metrics
action as necessary to keep project on track. and Risk - Process payment of
- Project Spending: Ensure costs are kept within Management invoices
the bounds of the budget established in the Sections
PMP. Track funds spent and committed. - Professional
- External Contracts: Monitor progress and Services
deliverables in accordance with the Statement of Agreement
Work (SOW).

Page 5 of 8 CCS PMM 2.0

 Project Management Methodology Step-By-Step
This document outlines a series of activities that will guide you through managing a project using the Project Management Methodology

Execution & Control Phase

Carry out the Project Plan, track progress, communicate, and report project status
Project Activity Notes Deliverable Tool/Template Project Management
Office (PMO) Actions
E4 Report on Project - Update Eclipse with Monthly Status Reports Monthly Status - Project - Provide monthly
Performance based on input from the project team, including Report Communication summary reports of all
issues and risks. Plan Template projects at CCS
- Send progress reports to key Stakeholders. - Eclipse Operational Reviews and
ISSC meetings
E5 Request, Track and The objective of the Project Change Control - Project Change Project Change - Update Project Change
Control Change Procedure is to have a consistent method of Request Request Template Log with submitted
Requests identifying and requesting changes to the project - Change requests
scope established in the Project Charter, to assess Request - File Change Requests
the benefit of those changes, and to determine the approval - Allocate additional
impact on the execution of the project. The decision by funding to the project if
Project Change Request template provides a CIO or ISSC applicable
mechanism for approving changes and - Update Project - Update project metrics
communicating them to project Stakeholders. Management in Eclipse if applicable
Plan based on - Link approved Project
When a Project Change Request is approved, approved Change Request to
update the PMP and communicate the information change Eclipse
to the project team and Stakeholders.

E6 Monitor and The Project Manager is responsible for keeping - Project Schedule - Track project funds
Control Schedule the project schedule and budget within the bounds - Budget spent /committed and
and Budget of the baseline established in the Project Estimation report to ISSC and CIO
Management Plan. Worksheet

Take corrective action as necessary to keep

project schedule and budget on track.

Page 6 of 8 CCS PMM 2.0

 Project Management Methodology Step-By-Step
This document outlines a series of activities that will guide you through managing a project using the Project Management Methodology

Execution & Control Phase

Carry out the Project Plan, track progress, communicate, and report project status
Project Activity Notes Deliverable Tool/Template Project Management
Office (PMO) Actions
E7 Provide Training Conduct training and hand over Procedures as
and Hand Over to identified in the Project Management Plan under
Support Personnel the “Training & Support Plan” section.

E8 Complete Project - Review the Go-Live Checklist and ensure that Go-live Go-Live Checklist
Work all actions have been completed.
- If applicable, notify the Change Advisory
Board (CAB) by submitting a Request for
Change (RFC) to your Manager two weeks
prior to going live.
- Ensure all project Stakeholders have been
notified.
- Go live with delivered system, service or
product.
- Officially hand over maintenance & support.

 Trigger to “Closure” Phase: Go live with system, service, or product

Page 7 of 8 CCS PMM 2.0

 Project Management Methodology Step-By-Step
This document outlines a series of activities that will guide you through managing a project using the Project Management Methodology

Closure Phase
Formally complete the project
Project Management
Project Activity Notes Deliverable Tool/Template
Office (PMO) Actions
C1 Verify Project Ensure all components of the project have been Project Sponsor
Completion completed and signed off. Sign-off

C2 Hold Post-mortem Invite all project Stakeholders and send a Project Project Post-
Meeting Post-mortem Questionnaire prior to the meeting. mortem
Review what went well, what could be improved Questionnaire
and identify Lessons Learned. Discuss if success
criteria defined in Project Charter were met and
identify shortcomings.

C3 Close Project Ensure all paperwork has been submitted to the - Process all invoices
Contracts PMO for processing. - Close Purchase Orders

C4 Complete all Complete Project Final Report, finalize all project Project Final Project Final - File project documents
Project documentation, and ensure the final versions of all Report Report Template - Close project in Eclipse
Administration key deliverables have been submitted to the PMO (project closure date is
(Project Final for archiving (Final Report Date is the “End Date” always at the end of the
Report) of the project). Send project status to project Month)
Stakeholders. - Link Final Report to
Eclipse
C5 Celebrate and Organize some form of recognition, e.g.; event, Project
Communicate gift, announcement to celebrate your Project team's Communication
Accomplishments hard work and overall success. Plan

C6 Disband Project Provide feedback to team members' Managers on

Resources their work on the project. Disperse equipment and
workspace.

 Project Completion: All project deliverables completed and Project Sponsor sign-off

Page 8 of 8 CCS PMM 2.0