SECTION 6: PROJECT MANAGEMENT
Proposed Managed Malaysia Domestic Wide Area Network (WAN) Services
TABLE OF CONTENTS
6 PROJECT MANAGEMENT METHODOLOGY AND IMPLEMENTATION APPROACH....................6-3
6.1 Project Management Methodology....................................................................................6-3
6.1.1 Initiate Project................................................................................................................6-4
6.1.2 Project Management Office (PMO).................................................................................6-4
6.1.3 Project Planning and Management................................................................................6-5
6.1.4 Scope Management........................................................................................................6-7
6.1.5 Project Monitoring and Control Management................................................................6-7
6.1.6 Project Resource Management.......................................................................................6-8
6.1.7 Project Risk Management...............................................................................................6-8
6.1.8 Project Status Reporting.................................................................................................6-8
6.1.9 Requirement Study, Conceptual and Detailed Design.....................................................6-9
6.1.10 Implementation of Infrastructure Solutions................................................................6-9
6.1.11 Project Close-Out........................................................................................................6-9
6.1.12 Post-Acceptance Maintenance Support....................................................................6-10
6.2 Project Team Structure.....................................................................................................6-10
6.3 Project Implementation Approach...................................................................................6-14
6.4 Project Scope of Work......................................................................................................6-18
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
6 PROJECT MANAGEMENT METHODOLOGY AND IMPLEMENTATION
APPROACH
This section of the proposal document describes our proposed project management methodology,
implementation strategy, and implementation plan of PCA’s Managed Malaysia Domestic WAN
MPLS Services. We will manage the delivery of this project using our own project management and
solution delivery framework. In the subsequent paragraphs of this section, we present details on our
proposed implementation strategy, approach and implementation plan, for the various activities,
processes for the delivery of the project.
The overall implementation of the proposed solution will involve 120 working days (6 months).
Detail Project Implementation Plan Gantt chart can be referred at the end of this section.
Details on our Project Management Methodology, Project Team Structure, Project Implementation
Approach and Scope of Work will be explained in the following sub-section.
6.1 Project Management Methodology
In a high-level detail, below are the key components and elements to be delivered in the
implementation of this project.
Initiate Project
Project Planning and Management
Project Management Office (PMO)
Requirements Study, Conceptual and Detailed Design
Implementation of the proposed internet solutions
Performance Testing
Documentation
Training and Transfer of Technology (ToT)
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
Project Close-Out
Post-Acceptance Maintenance Support
6.1.1 Initiate Project
This is the project start phase. Upon the receipt of the Letter of Award (LOA) from PCA, we will
initiate the start of the project. The high-level activities that will take place during this period are:
Letter of Award from PCA
Contract Preparation, Review, Acceptance and Signing
Initiate Hardware, Software and Services Procurement Process
Project Team Organization and Mobilization
Formation of Project Steering Committee
Formation of Project Management Teams and Workgroups
Project Initiation and Kick-off Meeting
Start of Project Management Activities
We will conduct a project initiation and kick-off meeting at the project initiation phase to formally
announce the project. This meeting will be focused on planning and familiarisation for the team –
both Tenderer’s and PCA’s project teams. Meeting minutes during the kick-off meeting will be
documented and circulated to participants after the meeting.
We will also initiate the hardware, software and services process with our suppliers, vendors and
partners. We will also initiate the mobilization and formation of the project team for the
implementation of this project.
6.1.2 Project Management Office (PMO)
A Project Management Office (PMO) teams will be set up to assist Infrastructure and
Implementation team for this project. The PMO is the critical success factor for effective governance
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
and delivery of the project. It will be manned by a project management team that is well qualified
and experienced to manage a large-scale project as this. The PMO will be responsible for ensuring:
Deliverables are on track and on time
Project reporting is timely and complete
Project communication is maintained with all stakeholders
Project risks are well managed and mitigated if occurrence takes place
Rigorous quality assurance on all aspects of the project
Effective change management, and project management throughout the life cycle of the
project
6.1.3 Project Planning and Management
Critical to the effective implementation of the project, is proper project planning and management.
The key to this, is to define very early in the project on the activities and tasks for the duration of the
project, that is, the what, when, where, why, who, and how of the project.
This basically translates to defining the various project management and governance plans, on all
aspects of planning, development and implementation. These plans will form the baseline and guide
to manage, detect variances and apply correction activities. The plans that will be developed, and to
be accepted by PCA, before full commencement of the project is:
Project Management Plan
Resource Management Plan
Risk Management Plan
Quality Management Plan
Issues Management Plan and Issues Register
Scope Management Plan
Configuration Management Plan
Project Schedule & Management Plan
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
For the duration of the project, these baseline plans will form the guide to effective management of
the project, defining the methods, process, and deliverables within each defined project area or
focus. Figure below summarizes the project management and implementation activities, which will
be carried out iteratively for the duration of the project.
Figure 6-1: Project Management and Implementation Framework
In addition, we proposes the establishment of various project management workgroups comprising
of multi-discipline expertise and a mixture of skills sets that will assist effectively in managing the
various project delivery components of the project. The suggested workgroups are as follows:
Wide Area Network (WAN) Teams
Network Management System (NMS) Teams
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
Nationwide Technical Support Teams
Our Project Team will work with PCA to define specific workgroups, their mission, and composition.
The workgroup staff will be multi-disciplined and will comprise of PCA and our Project Team
personnel as well as other parties as appropriate. For selected workgroups, participants may include
stakeholders. Coordination between workgroups is critical and some individuals may be members of
multiple groups. Workgroup meetings will be scheduled in consultation with PCA.
Workgroups will have a charter/mission, operational parameters, etc., in accordance with guidelines
included in the Project Management Plan. Templates will be established and milestones defined for
project deliverables. Minutes will be recorded at workgroup sessions. These will become part of the
project workgroups documentation.
As highlighted earlier, we recognise that this project is of utmost importance to PCA. We are willing
and able to accept this challenge.
6.1.4 Scope Management
Tenderer will be relentless in this area, as project schedule slippage is one of the highest risk factors.
Tenderer will work with the PCA’s Project Technical, Project Working, and Project Steering
Committees to foster understanding of project scope, and management of scope or requirements by
PCA. A Project Scope Management Plan (SMP) will be developed and used as the baseline and
reference for managing scope throughout the project duration.
6.1.5 Project Monitoring and Control Management
We will monitor and control the project using the detailed WBS (Work Breakdown Structure),
Project Management Plan (PMP) and Project Schedule, and all other project management plans. The
WBS elements will be mapped to PCA’s requirements allowing coverage and work assignments to be
factored into the project. All of the activities from WBS will be translated into the detailed Project
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
Management Plan and Project Schedule, which would provide more details about dependencies and
task execution timings.
6.1.6 Project Resource Management
Efficient and effective resource management enables for the right persons performing the allocated
tasks at the right time. Tenderer will use both the detailed Work Breakdown Structure (WBS) and
the detailed Project Schedule to manage the engagement of assigned resources to meet the
timelines as planned. We have allowed for ramp-up, and ramp-down times to allow for proper
induction into the project, as well as for effective debriefs when handovers are carried out. This is
particularly necessary and important in an iterative development management approach.
6.1.7 Project Risk Management
Issues resolution and risks mitigation will be treated as fundamental to the successful delivery of the
project. Tenderer will be proactive in managing project issues and risks by sharing and reporting
potential show stoppers while undertaking mitigation actions and formulating contingencies
collectively.
6.1.8 Project Status Reporting
We will provide weekly or monthly status reports to PCA upon agreed. The highlights and action
items in these reports will be reviewed and discussed during the relevant weekly or monthly project
status meetings. High quality progress reports will provide both PCA and Tenderer with useful
updates on the performance of the project in line with contract specifications, schedule and scope.
It will also highlight areas of concerns, issues and risks, indicating corrective actions that need to be
taken.
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
6.1.9 Requirement Study, Conceptual and Detailed Design
During the requirement study, conceptual and detailed design phase of the project plan, we will
review and update the requirements.
Subsequent to this activity, we will develop the Conceptual Design of the proposed technical
architecture.
Once the Conceptual Design has been produced, the Detailed Design work will be carried out. At this
phase the detailed design of the proposed solution are developed, analyzed and refined, until it has
met the needed objectives and requirements. The key activities during this phase are Technical
Architecture Specifications. Once the Detailed Design work has been completed, the implementation
will take place.
6.1.10 Implementation of Infrastructure Solutions
The work that will be carried out here are the installation and configuration of WAN infrastructure
and its component. The first installation phase of this solution will be carried out in NTT DC and
MYTAR DRC concurrently by two (2) different teams. The following phase will involve installation at
Major Sites which will be done concurrently with the rest of the sites nationwide. It will be done
concurrently by our regional technical team nationwide.
The rationale for the above approach is to ensure that the critical business and operations delivery
platforms are in place and properly functioning.
6.1.11 Project Close-Out
Project closeout will take place upon completion of the lessons learned review. Project closure
process will be initiated in relation to all project deliverables, and concluding with Project Sign-Off
for acceptance and closure of project and the next phase shall begin.
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
6.1.12 Post-Acceptance Maintenance Support
This is the beginning phase of the Post-Acceptance Maintenance Support. It is envisioned that the
project implementation will take within 6 months (120 working days), and based on the 36 month
contract period, the Post-Acceptance Maintenance Support period will be for another 30 months
after UAT completed.
The scope of the Post-Acceptance Warranty Support will be in the following focus areas:
Project Management
Change Management
Corrective and Preventative Warranty Support
o Technical Systems on the implemented solution
6.2 Project Team Structure
We proposed to implement an integrated, scalable organization of personnel with proven leadership
and technical credentials - a project management and implementation organization that:
Understands the issues that will be involved in implementing the proposed Managed WAN
and Network Security project.
Has successfully delivered nationwide network infrastructure with similar scope.
Will work hand-in-hand with PCA’s provided staff throughout the project, preparing them with
new technology knowledge transfer process.
Individuals selected as key personnel bring more than relevant experience and credentials; they are
leaders with track records of innovative ideas and delivery of deployable solutions. These key leaders
integrated into an organizational construct that emphasizes:
Empowerment – Key leaders provided with the ability to make decisions and take action
quickly, without resorting to escalation of issues up a cumbersome chain of command.
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
Responsibility – Expectations clearly defined for each member of the organization, including
the delineation of measures of effectiveness against which personal performance will be
rated.
Accountability – People held accountable for their assigned responsibilities, to foster a low-
risk management and quality control environment.
Communications – Lines of communication, requirements flow-down, and issue escalation
clearly established both internally and externally, to accelerate communications.
Responsiveness – The critical aspect of successful risk management is the ability to adapt and
respond to multiple levels of change, from legislative mandates to changes in regulations to
changes in work scope.
We have structured a project organization positioned to implement a quality system to meet the
requirements within the proposed timeline. Our project organization provides a proven structure to
facilitate communication, and promote a collaborative effort with PCA’s project management team.
Our Project Team represents a powerful team with the highest caliber of experience and resources
available in the ICT industry. The team reflects precision resource allocation - the right people with
the right skills and in the right combinations to deliver the right solution.
Diagram in Figure 6-2 shows the proposed organization structure of the project.
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
Figure 6-2: Proposed Project Team Structure
Table below outline the team responsibilities:
Position Responsibilities
Account Manager Act as point of contact on commercial portion related to this
project i.e. contract, new requirements and others
Project Manager Manage the Project including planning, directing and monitoring
all project activities.
Be the primary point of contact for the Project.
Define and monitor the support resources required for the project
to ensure the resources are available as scheduled.
Measure, track and evaluate progress against the project plan.
Resolve deviations from the Project Plan with project owner.
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
Position Responsibilities
Participate in periodic Project reviews, as applicable, including
review of the work products being produced.
Project Management
Office (PMO)
Project administrative support to Project Manager
Project documentation and deliverables.
Manage and monitor change management and project cost.
Technical Consultant Plan schedule and participate in periodic project reviews as
applicable, including review of the work products being produced.
Coordinate the project including planning, directing and
monitoring all project activities.
Act as centre point for coordination purposes
Technical Team Lead
(WAN and NMS)
Plan schedule and participate in periodic project reviews as
applicable, including review of the work products being produced.
Coordinate the project including planning, directing and
monitoring project activities.
Act as centre point for coordination purposes on WAN
implementation.
Technical Engineer
(WAN and NMS)
To carry out logical setup, network configuration and testing.
2nd level support for troubleshooting
Customer Support
Engineer (CSE)
To carry out line installation, commissioning and testing.
Customer Care Centre
(CCC)
To provide helpdesk support
Perform 1st level troubleshooting to customer
Perform pro-active monitoring for network connectivity
Coordinate incident logs and notify for critical incidents to
customer and management
Table 6-1: Project Team Responsibilities
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
6.3 Project Implementation Approach
The implementation approach involves a series of logical steps or tasks, which can be view as a
series of progressive deployment phases. PCA’s network infrastructure implementation will be
undertaken in two key activities, which will be performed by us. The documentation related to these
two (2) activities will be used as guideline during the implementation.
The two (2) key activities are:
Activity 1- Confirmation of PCA’s Business Application needs
o Capture, document and validates PCA’s requirements
Activity 2- Finalise information and preliminary design
o Analyse and confirm current IT infrastructure
o Plotting the network design architecture
The following are the steps and tasks that will be conducted during the deployment engagement.
Activity 1- Confirmation of PCA’s Business Application needs
i. Requirement gathering and project planning
The purpose of this task is to become familiar with PCA’s network, systems, and locations for
deployment of the various project components. By understanding the underlying architecture
and structural components, our Engineer will help PCA to determine the most effective
locations (physical or logical) in which to install the various project components with minimal
impact and maximal benefit to PCA’s current system and network functions.
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
The activities include requirement gathering, data collection, network architecture study,
security policy review, and planning discussions, project milestone scheduling, project team
roles and responsibilities and resource planning with PCA technical and management teams.
Activity 2- Finalise information and preliminary design
i. Task 1: Design and baseline specification
The purpose of this task is to provide consultation and advice on the current and proposed
design; and configuration parameters of the various solution components. This includes the
network design, network addressing and routing configuration, information flow, integration
issues and acceptance test plan. The result of this phase consists of the Design and Baseline
Specifications, User Acceptance Test Plan and several other deliverables, all of which will be
verify by PCA to ensure that the design is sound and consistent with the PCA’s network project
requirement.
ii. Task 2: Installation and implementation of proposed solution
After finalizing and agreed on PCA business requirements and design architecture, this second
task will follow through. The purpose of this task is to complete the installation and
preliminary configuration of the project components. The activities will include assisting in
the installation of the network equipment, assisting in basic configuration of the network
equipment to support the desired security profile/policy, and validating the approved
approach for assessing the organization’s security environment. PCA will conduct verification
of the baseline specification and internal tests on the individual project component together
with our assigned personnel. The installation will be done at PCA DC, DRC, Major Sites and
nationwide PAMB, PruBSN and EIB branches.
iii. Task 3: Project acceptance test
The purpose of this task involves the testing of the functionality of the project components,
ensuring that the solution is functional end-to-end, and conducting the acceptance test.
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
On the next business day immediately after the stipulated migration or cut-over date of the
project components, we will assigned an Engineer to be on standby and be available to assist
PCA for unforeseen circumstances caused by the deployed project components that may
affect the availability or normal functioning of the PCA’s network infrastructure.
iv. Task 4: Documentation preparation
Our assigned personnel will prepare a set of documentation for the project components. We
will also provide a project summary report describing the installation, configuration, and
tuning that was complete. The documentation and report will complete off-site once the
personnel have completed the project.
v. Task 5: Knowledge and skill transfer
Throughout the installation and implementation process, our engineer will walk through with
PCA’s IT and provide hands-on (Classroom), interactive education to help them gain the skills
they need to use the proposed suite of security products effectively. The goal here is to
improve PCA employee self-sufficiency, and to increase the productivity of your security
efforts. At the end of the project implementation, our personnel will also conduct a 1 day
Project Hand-over Operational Training to advise PCA’s IT on the project configurations,
knowledge transfer with an overview of solution components deployed, and discuss on
administration and support issues for the equipment deployed within the scope of the project.
The implementation timeline for the proposed PCA’s network is estimated to be about 120 working
days. Diagram in the following page shows the proposed timeline for the implementation of PCA’s
Managed Malaysia Domestic WAN MPLS Services. Detail Gantt Chart in Microsoft Project can be
referred at the end of this proposal section. The actual project plan and schedule has to be finalized
with PCA after the project is awarded to us.
*Note: The schedule of the PCA’s implementation timeline is subject to:
Line infrastructure availability and site readiness at all PCA sites
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
Telco’s freeze period during month of festive season
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
Figure 6-3: Project Implementation Timeline
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
6.4 Project Scope of Work
To ensure the success of the project implementation and management, we are committed to
provide added offerings, which include:
a) Network design and consultancy on PCA’s overall WAN infrastructure
b) Installation, configuration, testing, commissioning and management of PCA’s Domestic
Malaysia WAN MPLS infrastructure with new router which involved PCA NTT DC, MYTAR
DRC, 3 Major Sites, 44 PAMB branches, 8 PruBSN branches and 8 EIB branches nationwide.
c) Installation of internal data cabling at PCA NTT DC, MYTAR DRC, 3 Major Sites, 44 PAMB
branches, 8 PruBSN branches and 8 EIB branches nationwide.
d) Installation, configuration, testing, commissioning and management of PCA’s Network
Performance Management System that will be centralized located in NTT DC.
e) High Network Availability and Redundancy Support Services from our MPLS main nodes,
Network Control Centre (NCC) located at Kuala Lumpur and Network Recovery Centre (NRC)
located at our Tier 4 Data Centre, Bukit Jelutong
f) Dedicated Project Team which consists of Project Manager, Project Engineers and Customer
Support Engineers
g) On-site and off-site remedial maintenance services to all PCA’s sites as stated in this RFP for
24 x 7 365 days standby and at sites services.
h) A centralized 24 x 7 x 365 days Customer Care Centre (CCC) to PCA’s network. This centre
will provide 1st level support services and escalate problem resolution to the next level if
necessary.
i) To provide network capacity planning and preventive maintenance services to PCA’s
network once every half cycle during the contract period (twice a year). Report will be
produce to PCA on the outcome of the exercise.
j) 20 Regional Customer Support Centre Nationwide with complete sparing and replacement
management
k) Service Level Guarantee (SLG) performance as highlight in Section 3 of proposal submission.
l) Monthly project meeting
m) Monthly Availability and Utilization Report for PCA’s network
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014
During contract period, we will not be responsible for the following:
a) New hardware and software purchase that is not covered under this proposal.
b) Additional software licenses purchase that is not covered under this proposal.
c) Structured LAN backbone cabling and switches at sites that are not covered under this
proposal.
d) Breakdown of the products which resulting by power or voltage surges, riot, fire, flood,
explosion or any other acts of God.
e) Any fault, negligence or misuse of the product by any unauthorized party. The respective
party should be responsible to perform the Remedial Maintenance for the product to
perform back as usual.
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Section 6: Project Management Methodology and Implementation Approach
Prudential Corporation Asia (PCA)RFP – Prudential Malaysia Domestic Wide Area Network (WAN) Services
RFP No: PSS / RFP / 000100 / Q4 / 2014