Adjusting EPLC to your ProjectColleen Robinson & Teresa Kinley

Friday, February 6, 2009

2

Agenda

• Overview

• Purpose

• Tailoring the EPLC

• Best Practices

• Guidance and Support

• Summary

• Questions and Answers

2

3

Overview

EPLC organizes the activities, deliverables and governance reviews into ten life cycle phases

EPLC provides a project and product management methodology that guides activities of the project manager, business owners, critical partners, and IT governance executives

Project managers are responsible for proposing any tailoring they believe is appropriate for the success of their project

4

Tailoring EPLC

All projects require adequate documentation and deliverables to ensure they are progressing appropriately in meeting the business need

Essential element of EPLC is ability to tailor requirements to the specific needs of the project

Tailoring consists of waiving particular life cycle phases, activities, deliverables or reviews through formal request and approval process (i.e. Project Process Agreement)

EPLC does not preclude CDC from requiring more rigor, if needed.

5

Not everything can be tailored

Fundamental elements that can never be removed from EPLC Framework through tailoring include:

Identifying the business need

Documenting correct, clear, and adequate functional and non-functional requirements

Following processes that ensure the system will be able to operate within the as-is and/or target enterprise architecture

Adequate IT solution testing

Appropriate operations and maintenance documentation

6

To what level this rigor is applied is at the discretion of the project manager

The following best practices are recommended for adjusting the EPLC to fit your project:

Best Practices

Risk – The more risk and investment or project has, the more project documentation and management rigor may be required.

Complexity – The more complex an investment or project is, the more project documentation and management rigor may be required.

Dollars/Budget – The greater an investment or project budget, or the more dollars at risk, the more documentation and management rigor may be required.

7

Framework elements that provide for “corporate knowledge” or continuity over time or during team turnover are candidates for tailoring if the schedule is short enough to lower those risks.

Framework elements that mitigate low-level risks are candidates for tailoring.

Tasks and deliverables provided under performance-based contracts are candidates for tailoring if they mitigate risk

Evaluation Factors for Tailoring

As cost decreases, framework elements that mitigate cost risk or that are relatively inexpensive are candidates for tailoring.

Cost

Risk

Acquisition Strategy

Schedule

Methodology Choice of methodology used is likely to affect the iterative nature of the framework elements

8

Options for Tailoring

Acceleration

May speed up the process by skipping a phase such as Initiation for mandated projects.

Consolidation

May combine multiple phases into one, such as the requirements and design phases

Deferral

May keep moving from phase to phase

Tailoring may be more appropriate for smaller projects.

9

How to Tailor

Project Process Agreement template available in the CDC UPhttp://www2.cdc.gov/cdcup/library/templates/default.htm

1. During the project planning evaluate the requirements of the project against the EPLC Framework

2. Prepare Project Process Agreement deliverable describing the tailoring that is needed (if any) and the justification for the request

3. Present as a part of the deliverables “package” for review by the Critical Partners for the Project Baseline Stage Gate Review

4. Critical Partner recommendations will be presented to the appropriate IR Governance body for review and approval

5. Modify if needed based upon recommendations from the IR Governance organization

6. Follow the approved process

10

How to Tailor

Project Process Agreement template available in the CDC UPhttp://www2.cdc.gov/cdcup/library/templates/default.htm

11

How to Tailor

Project Process Agreement template available in the CDC UPhttp://www2.cdc.gov/cdcup/library/templates/default.htm

12

How to Tailor

Project Process Agreement template available in the CDC UPhttp://www2.cdc.gov/cdcup/library/templates/default.htm

1. During the project planning evaluate the requirements of the project against the EPLC Framework

2. Prepare Project Process Agreement deliverable describing the tailoring that is needed (if any) and the justification for the request

3. Present as a part of the deliverables “package” for review by the Critical Partners for the Project Baseline Stage Gate Review

4. Critical Partner recommendations will be presented to the appropriate IR Governance body for review and approval

5. Modify if needed based upon recommendations from the IR Governance organization

6. Follow the approved process

13

Review – Appropriate IR Governance Body

Scenario 15: EPLC Project & Stage Gate Review Process

Pro

ject

M

anag

erC

ritic

al

Par

tner

s

Coo

rdin

atin

g C

ente

rs &

O

ffice

s al

ong

with

OD

O

ffice

s

Ent

erpr

ise

Ser

vice

s C

omm

ittee

Pub

lic

Hea

lth

Dom

ain

Com

mitt

ee(s

)

Ent

erpr

ise

Pla

nnin

g &

R

evie

w

Com

mitt

ee

Info

rmat

ion

Res

ourc

es

Gov

erna

nce

Cou

ncil

Preliminary Design Review

A

Test Phase

Consultation

RequirementsAnalysis Phase

Development Phase

Project Selection Review

Design Phase

Consultation

Project Baseline Review

Requirements Review

Project Selection Review

Project Baseline Review

Implementation Readiness

System Certification

System Accreditation

Reviews

ConsultationA-D

Consultation

A-D

Project Selection Review

Consultation

Preliminary Design Review

Operational Readiness

Review

Operational Readiness

Review

Disposition Review

C

Operational Readiness

Review

Consultation

Preliminary Design Review

A-D

A&B

Architecture Review

Project Selection Review

Project Baseline Review

Operational Readiness

Review

Planning Phase

Validation Readiness

IV& V Assessment

Reviews

Consultation

Consultation Consultation

System Recertification

System Reaccreditation

O&M Phase

Integrated Baseline Review

Initiation Phase

Preliminary Design Review

Consultation

A-D

Project Baseline Review

Concept Phase

Consultation

Disposition Phase

Detailed Design Review

Implementation Phase

Where the stage gate is reviewedWhere the stage gate is reviewed

14

How to Tailor

Project Process Agreement template available in the CDC UPhttp://www2.cdc.gov/cdcup/library/templates/default.htm

1. During the project planning evaluate the requirements of the project against the EPLC Framework

2. Prepare Project Process Agreement deliverable describing the tailoring that is needed (if any) and the justification for the request

3. Present as a part of the deliverables “package” for review by the Critical Partners for the Project Baseline Stage Gate Review

4. Critical Partner recommendations will be presented to the appropriate IR Governance body for review and approval

5. Modify if needed based upon recommendations from the IR Governance organization

6. Follow the approved process

15

EPLC Guidance and Support

Disposition

OperationAnd

Maintenance

RequirementsAnalysis

Planning

Concept

Initiation

EPLCPhases

Assess CriteriaAssess Criteria

Check ListsCheck ListsPractices GuidesPractices Guides

TemplatesTemplates

Web SitesWeb Sites

Guidance&

Support

Guidance&

Support

Process GuidesProcess Guides

Implementation of the EPLC framework will require significant training and guidance for the entire IT investment stakeholder community. In addition to training programs, EPLC framework guidance and support will be provided via the following methods:

Implementation of the EPLC framework will require significant training and guidance for the entire IT investment stakeholder community. In addition to training programs, EPLC framework guidance and support will be provided via the following methods:

16

Summary

1. EPLC is the IT project management requirement at HHS

2. Can tailor but must meet minimum requirements

3. Apply critical factors when tailoring

4. Project Manager submits a Project Process Agreement

Justification for the tailoring

Specific elements to be consolidated or waived

5. IT Governance must approve the Project Process Agreement

6. Project Manager follows approved variance

17

Questions & Answers